Implementing EHR software can sometimes resemble navigating a maze in the dark, requiring careful planning and guidance to find the right path. In this article, we’ll explore the importance of team management, timeline creation and the necessary steps to complete an EHR implementation successfully.

Compare Top EHR Software Leaders

Article Roadmap

• What Is EHR Implementation?
• EHR Implementation Importance
• Selecting Your Team
• Key Roles
• Stages
• Challenges
• Next Steps

What Is EHR Implementation?

EHR Implementation is the process of seamlessly integrating EHR software-based services into organizational workflows and individual end-users’ routines.

This systematic effort impacts the entire organization, from physicians and administrative staff to the patients you serve. It involves the following tasks:

• Optimizing workflows
• Communicating changes
• Training staff
• Cleaning existing data before migration
• Promoting health records portals to patients
• Onboarding and support

Want to know more about EHR integration? Here’s a detailed article to help you learn about its importance, benefits, challenges, costs and more.

Importance

Effective EHR implementation plays a crucial role in improving patient care and simplifying front-desk tasks. It automates daily practice workflows, ensures data precision and accuracy, and supports data-driven decision-making to improve patient health outcomes.

In this section, we’ll explore some primary advantages of implementing EHR software:

Save Costs

EHR implementation reduces reliance on paper records to help minimize costs associated with paper use, printing and storage. They enhance invoicing accuracy, mitigating errors that frequently result in expensive claim disputes.

Additionally, it provides swift access to patient information, including health statuses and treatment progresses, enabling well-informed decisions that may potentially lead to shorter hospital stays and associated costs.

Improve Staff Productivity

EHRs streamline routine practice tasks, including appointment scheduling, prescription refills and test result notifications, alleviating staff from tedious administrative responsibilities.

It enables staff to swiftly access patient information, eliminating the need to rummage through paper-based files and saving time during patient visits.

Boost Patient Experience

EHRs improve patient-provider communication, enabling patients to easily access their health files, engage with health provider teams through secure messaging and stay up to date about their treatment journeys.

EHR implementation’s success hinges on choosing the right product that aligns with your practice’s unique needs. Selecting an ideal solution is crucial for long-term success. If you’re looking for assistance, here are some leading EHR examples to help you navigate the market.

You can also take a look at our EHR selection guide to discover expert techniques for choosing the perfect solution. Unlock the knowledge to make an intelligent decision and propel your business towards success.

Get our EHR Software Requirements Template

Selecting Your Team: Where to Start

As practices move towards this implementation, the need to build a robust team becomes evident. This EHR implementation team acts as essential allies, supporting and guiding the process.

Their role involves promoting the new EHR software, training employees and ensuring project success. Here are key traits to consider when selecting your EHR implementation team:

Passionate Involvement

Nothing is worse than being “voluntold” (making you do something you don’t want to do). Selecting a champion with little interest in technology or less passion can turn this project into an implementation nightmare quickly. Look for someone who:

• Is eager to take on the task.
• Has an IT background.
• Can make room for the project in their schedule.
• Demonstrates a proven track record for completing projects on time.
• Is a nurse, doctor, IT technician, scheduler or manager.

While finding someone who meets all criteria is ideal, even individuals with a couple of these qualities can be valuable team members.

Effective Communication

Effective communication is paramount for your implementation specialist teams. You’ll want individuals who communicate clearly, adhere to hierarchies, and demonstrate honesty and empathy throughout the project.

You’ll want people who:

• Use the same communication methods and styles.
• Use the same communication channels.
• Have the same level of communication skills.

What do we mean by communicating in the same channels?. For example, if you have younger team members, organizing over an instant messaging service can be impactful. Using a unified communication platform (Slack is a fairly common medium) can enhance your team’s ability to promote the solution.

Additionally, it’s vital to choose a team with strong communication skills not only with external partners but also internally.

You’ll want your EHR implementation team to function on the same wavelength and speak the same language, both metaphorically and literally.

Logical Decision-Making

“Wishy-washy” is a term for those who struggle with firm decisions. Have you ever tried making plans with someone who constantly changes their mind? It can be challenging!

A good team member is decisive and backs both their own and the team’s choices. Strong decision-makers also:

• Make logical decisions.
• Back up their reasoning.
• Make decisions with finality.

Strong decision-makers calmly and effectively handle issues arising from their choices, taking responsibility for errors and rectifying them honestly.

Let’s take a look at a simple example of how firm decision-making skills apply to the implementation of EHR systems.

In EHR implementation, choosing between cost-effective but less feature-rich software and a pricier option with advanced features can be challenging. Striking a balance between cost and the capabilities you need, confidently explaining your reasoning and defending your decision demonstrates the essence of making resolute decisions.

Receive Advice From the Experts

Key Roles

Each member in your practice will play critical roles in the success of your EHR implementation stages. While some roles may be bigger than others, all you need to do is focus on understanding and acknowledging them from start to finish.

Let’s take a look at some key roles that can make your EHR implementation successful and seamless:

• Lead EHR Superuser: As one of the essential implementation team members, a lead EHR superuser is the tech-savvy, in-house expert. They develop workflows, create templates and design standard operating procedures (SOPs) for software users to find solutions to their problems as they begin to use the system.
• Lead Physician: This role involves guiding the organization through the implementation process by bridging the gap between front-line users and technical staff members.
• Project Manager: This position requires becoming a liaison between the EHR vendor and medical professionals. The job includes project timeline monitoring, progress tracking and addressing issues that users may be experiencing with the system.
• Test Engineer: This member is the quality assurance expert in software development, meticulously identifying and fixing bugs in the platform.
• Physician Advocate: As someone who articulates physicians’ preferences, this role involves communicating what physicians want from and feel about the new platform.
• Super Users: These are the pioneers who lead the way in using a new product. They are the first to explore the platform’s features to refine and optimize its functionalities to your practice’s workflows.

EHR Implementation Stages

Embarking on an EHR implementation journey demands a roadmap for success. Imagine having a comprehensive guide that not only maps out each critical step but also offers expert guidance on how to navigate each stage appropriately.

Lets delve into an EHR implementation template to explore the key steps necessary for a smooth and successful transformation:

Identify Your Implementation Requirements

To kickstart your implementation journey, address your hardware needs — unless you’ve chosen a cloud-based solution.

This step involves installing or purchasing essential equipment such as laptops, tablets, fax machines, scanners and other necessary servers. This is where your IT expert and managers come into play.

Define Your Budget and Timeline

It’s crucial to establish your budget and timeline in advance. This step provides a clear financial framework and sets realistic time expectations.

Want help determining implementation and associated costs? Dive into our comprehensive EHR implementation cost article, where you’ll find all the essential information necessary to kickstart your budget preparation task.

Build an Implementation Committee

Assemble your implementation committee at this stage to contribute a coordinated and well-organized effort.

Refer to the previous section of this article for details on constructing a solid team.

Communicate With Your Staff

In terms of staff communication, create instructional materials and seek feedback for future EHR implementations.

Open communication channels to keep your staff members in the loop. Encourage staff feedback to address potential concerns and align their requirements and anticipations with the new platform.

Communicate regularly with your team throughout the implementation process. Make sure they are well-prepared and comfortable with the upcoming changes, fostering a sense of ownership, coordination and cooperation.

Determine Compliance Requirements

A critical aspect is comprehending the compliance standards, particularly those by HIPAA and HITECH.

It’s not just about compliance; it’s also about ensuring the highest security and confidentiality standards in health care data management.

To gain in-depth insights, explore these regulations meticulously and seek guidance from your product vendor to ensure your adherence to the correct path.

Speak With Vendor

In the installation phase, vendors often provide valuable training opportunities to mitigate implementation challenges.

It’s crucial to involve your EHR implementation team in these sessions, enabling them to document every detail. This proactive approach not only ensures a thorough grasp of the system but also equips your team with the confidence to tackle any potential obstacles that may arise.

Migrate Existing Data

Data migration takes on a pivotal role in facilitating a seamless transition from legacy systems to new digital platforms.

This process involves planning, protocol establishing and executing to ensure smooth information transfer, including patient records, clinical data and administrative details.

Plan Your Launch Day

The big moment is finally here. You’ve got all your infrastructure in place, you’ve implemented all of your procedures and you’ve taken all your technical notes.

You’re almost at the end of the implementation process, but there are still a few more things on the list to take care of before you go live. We’re going to go over that list in a bit more detail here:

1. Select Rollout Approach:
   • An incremental approach is the most popular, though it often results in slower rollouts. It involves installing the system in modular increments and testing each module as it comes online.
   • An “all-at-once” approach is possible but is more error-prone. It’s a quick approach where you take the system and install it to all of your systems in one go. It can be risky, but has the potential to save massive amounts of time.
   • “Testing the waters” is another approach where you pick certain practices or departments to roll out and then compare performance against your controls.
2. Designate Resource Officers
   • This step is crucial as people often prefer consulting a person over reading lengthy and dull documentation. Resource officers can intercede if there are any problems with the EHR system, whereas a piece of paper or PDF can’t.
3. Inform Third Parties
   • Inform third parties, including vendors, patients and clients, to secure support and provide explanations for system outages or downtime.
4. Create Contingency Plans
   • Expect hiccups, glitches, critical failures and potential human errors. Have shutdown plans and backup systems ready.
5. Evaluate Progress
   • Address your team’s concerns and take notes for future reference, if immediate resolution isn’t possible.
6. Schedule End-of-Day Final Briefings
   • Assess progress and take any end-of-day notes that might be useful for the next day.
7. Measure Success With KPIs
   • Use KPIs, also known as key performance indicators, to determine growth or stagnation. Important ones include implementation cost vs. post-implementation revenue, time saving and patient satisfaction levels.

Compare Top EHR Software Leaders

Challenges

EHR implementation brings both promise and challenges. Let’s delve into these key hurdles and resolution strategies to proactively address and avoid them during the peak implementation stages.

• Cost: Successful navigation of budget constraints is crucial, as EHR implementation can entail unexpected expenses that require careful financial planning.
• Employee Resistance: Addressing staff resistance to change demands effective communication and change management strategies to ensure a smooth transition.
• User Training: Extensive training programs often come with a hefty price tag, which can strain your budget and restrict the training scope for all staff members. To address this:
  • Discuss training options with vendors before software selection, ensuring full awareness of associated costs.
  • Explore free training materials to provide users with foundational knowledge, easing the initial learning curve.
• Workflow Disruption: Introducing new software can disrupt your operations, as installation and training take time. To mitigate this:
  • Schedule projects with deadlines to finish before implementation begins.
  • Consider staggered employee training to ensure a smooth transition, allowing one group to adapt while the other continues working on pending projects using your old system.

Compare Top EHR Software Leaders

Next Steps

Nobody ever said that implementing an EHR system was easy. It’s a multi-month process when you do it right, and it’s fraught with implementation challenges.

If you’re still on the hunt for the ideal software solution, you’re in luck. Our free, interactive comparison report can help you compare options based on reviews, user sentiments, features and more. It’s your roadmap to finding the perfect fit for your EHR implementation journey.

What are some additional factors you’re looking for in an EHR implementation team member? Let us know in the comments below!