The transition from paper charts to a digital system is a crucial step for every healthcare practice. A well-effective EHR implementation cannot be just a standard upgrade, but a change in strategy, patient care, clinical outcomes, and operations.
First, we need to clarify a common misunderstanding: EMR and EHR are often used interchangeably, but they are distinct entities.
The chart of a patient in one practice is contained in an EMR, or an Electronic Medical Record. An EHR, or Electronic Health Record, is a comprehensive collection of records from multiple healthcare providers, offering a long-term perspective on a patient’s health.
This guide focuses on the complete EHR implementation process throughout your organization. Also, learn about the significant advantages of EHR systems, from reducing medical error rates to increasing overall profits.
What Is EHR Implementation and Why Does It Matter?
EHR implementation is the planned process of adding a new Electronic Health Record system to a healthcare organization. A successful implementation is important because it improves patient safety, clinical outcomes, and practice efficiency. Think of it as the most important link between buying powerful software and using it to give better care.
Many practices make a big mistake by treating implementing an EHR system like a simple IT upgrade. The most complex parts are almost always people, not technology. Most projects fail because people don’t want to change or don’t get good training.
But what do you get for doing it right? It changes the game. The Centers for Medicare & Medicaid Services (CMS) says EHRs help providers “better manage care for patients and provide better health care.“
Think about:
- Automated alerts cut down on prescription mistakes by a considerable amount.
- Ending the search for charts with instant, centralized patient data.
- Making your revenue cycle run more smoothly by coding and billing more accurately.
It’s not just about getting new software for your EHR system; it’s also about making your practice better, safer, and more efficient for your team and your patients.
The Core Steps of EHR Implementation
A structured approach is a must. Making the project manageable by breaking it down into understandable stages of EHR implementation.
These are the cores you need to take to set up your EHR implementation:
Step 1: Needs Assessment and Requirement Gathering:
Start by examining your own practice. Identify any special needs and look for inefficiencies in the current processes.
Step 2: Vendor selection & contract negotiation:
Choose a vendor that meets both the clinical and operational needs. Instead of focusing on the initial cost, consider long-term support and scalability.
Step 3: Building the EHR implementation team:
Establishing a team is a crucial stage that must be completed, comprising clinical leaders, IT staff, administrators, and end users.
Step 4: Data migration & integration with legacy systems:
Moving data is an essential technical task. Be careful to keep your principles of integrity and accuracy.
Step 5: Testing, training & pilot programs:
Don’t go live until you’ve thoroughly tested them. Strict tests find bugs, while thorough training helps people get used to them. Conduct a pilot with a small group of users to assess its effectiveness in real-world settings.
Step 6: Go-live execution:
The “big bang” is the landing. A support team that is available on-site and on-call is also crucial for quickly fixing problems.
Step 7: Continuous monitoring & support:
The end is not go-live. Monitor potential issues and assist as needed to ensure long-term success.
Completing these stages lets the organization seamlessly implement EHR systems.
Building a Strong EHR Implementation Strategy
Planning to fail is not planning. It is particularly true in the case of EHR implementations. An elaborate EHR implementation plan serves as your map — it keeps everybody on track and accountable.
An effective plan has several aspects, such as:
- Smart goals for EHR implementation: The objectives should be Specific, Measurable, Achievable, Relevant, and Time-Bound. For example: “Reduce chart pull time by 75% in 90 days, go live.”
- Clear responsibilities & workflows: Determine who is responsible for what. A RACI chart can be invaluable in this situation.
- Risk assessment & mitigation strategy: Anticipate possible EHR implementation obstacles (like staff resistance or data migration errors) and have a mitigation plan for each.
Don’t start over from scratch. If you want to save a lot of time, use an EHR implementation plan template or study an example of an EHR implementation plan.
Many providers can help you get started with your planning by providing a sample EHR implementation project plan in PDF format.
Timeline for EHR Implementation Success
So, how long does this process take? The timeline for EHR implementation may take a broad range of time. A small organization can be completed in half a year or less, and an extensive hospital system can require 12 to 24 months.
The usual EHR implementation timeline is as follows:
- Months 1 to 2: Choosing a vendor and signing contracts.
- Months 3 and 4: Setting up the system and moving the first data.
- Months 5 and 6: Lots of testing and training for staff.
- Month 7: Go-live and get help right away.
To speed up implementation without compromising quality, it is better to concentrate on robust project management and resource allocation. Hurrying the testing or training can cause EHR implementation issues.
Strategies for a Successful EHR Implementation
Your technical plan is half of the work. Also, it’s essential to have effective EHR implementation strategies when managing people.
- Leadership and Change Champions: Get the executive on board and find clinical champions who can help and motivate their coworkers.
- Complete Staff Training: Get rid of lectures. Give people role-based training, hands-on labs, and regular refresher courses.
- Use Experience: Hire an EHR Implementation consultant. They can help you avoid some of the problems. Many companies offer full-scale EHR implementation services, which means they will do the work for you.
- Emphasize Change Management: The official way to train and equip your employees with what they need is through change management—talking about the reasons “why” early and often helps people feel less scared and more willing to go along with it.
It does not really matter what software you use to implement your EHR strategies correctly, but it does matter who you have to do it with. It is the difference between the system installed and the system actually used.
Change management and hiring an EHR implementation consultant are not additional costs; they are what make the entire investment worthwhile.
Common Challenges and How to Overcome Them
It’s better to know ahead of time. Knowing about the everyday challenges of EHR implementation will help you prepare.
Here are the most common problems the EHR implementation may involve:
- Staff Resistance: The new system is perceived as an inconvenience by many clinicians. Please encourage them to participate and get involved in the design and selection process at an early stage.
- Cost Overruns: The EHR implementation cost may run. In addition to the software license, a budget is allocated for training, downtime, and ongoing IT support. These hidden costs of EHR implementation must be factored into the total expenses.
- Technical Hurdles: Issues exist with data migration and interoperability. Allocate sufficient time to test and deal with vendors who support open standards.
These problems are the same whether you work in a hospital or a small clinic. The primary EHR implementation challenges remain the same, but the scope and resources differ. A clear plan and taking the lead in communication are your best defenses.
Checklist for Successful EHR Implementation
This high-level EHR implementation checklist will help ensure you’ve covered the basics.
Pre-Implementation:
- Assemble an EHR implementation team comprising individuals from diverse fields.
- Set clear, SMART goals for EHR implementation to help you see what success looks like.
- Sign the contract with the vendor and finalize the EHR implementation plan.
- Plan your budget and determine the cost of the EHR rollout.
Implementation:
- Move all available data and combine it with the new systems.
- Conduct extensive testing and provide thorough training.
- Conduct security and compliance audits to ensure you’re ready.
- Make sure that the plan for go-live support is complete.
Post-Implementation:
- Monitor the system’s performance and user satisfaction at all times.
- Continuously improve the way work is done and provide ongoing training to support this improvement.
- Compare the results to the original SMART goals to see if they were met.
Conclusion
The introduction of an electronic health record may seem like an enormous task. It’s time-consuming, and it is natural to be excited and nervous. However, keep in mind that this is not just a software installation process; it is a process of laying the groundwork to enhance patient care and foster an effective practice among your team.
You can navigate the challenges that arise during EHR implementation and emerge stronger on the other side by creating a solid plan, relying on your EHR implementation team, and prioritizing your people at every step.
You do not need to do it all by yourself.
Feeling overwhelmed? We shall describe the first three steps you take. Get a free, no-commitment consultation with a Pace+ expert today, and we can help make this challenge the largest success story of your practice.
Frequently Asked Questions (FAQ)
Q1. What are the key steps in an EHR implementation plan?
The key steps are evaluating needs, selecting an organization, building a team, migrating data, testing and training, operationalizing, and maintaining support.
Q2. How long does a typical EHR implementation timeline take?
For small practices, the timeline typically lasts 3 to 6 months. For large hospitals, the timeframe ranges from 12 to 24 months.
Q3. What challenges do healthcare organizations face during EHR implementation?
The typical issues with EHR implementation include staff resistance, increased costs, data transfer challenges, and disruptions to daily workflow.
Q4. What is the cost of EHR implementation, and what factors affect it?
There is a wide range of costs of EHR implementation. What is important is the size of the practice, the vendor you have chosen, the amount of data you need to move, and the level of training you require.
Q5. How do you create SMART goals for implementing an EHR?
The SMART goals can be discussed as consisting of five components: Specific, Measurable, Achievable, Relevant, and Time-bound. Examples: “Get 95% of the providers to utilize the system within 6 months upon launch.
Q6. Who should be part of an EHR implementation team?
A doctor should lead the EHR team, which should comprise a project manager, IT specialists, administrators, and personnel from key clinical and billing departments.
Q7. What are common problems with EHR implementation, and how can they be avoided?
To prevent many of the pitfalls of implementation, provide a comprehensive training program, good change management practices, and choose a vendor with a good track record.
Q8. Is hiring an EHR implementation consultant worth it?
It can be justified by paying an EHR consultant to utilize their expertise, prevent costly errors, and streamline and expedite the deployment process.
Q9. How do EHR implementation strategies differ between small practices and large hospitals?
EHR strategy requires more integration and control in large hospitals. Smaller practices are quicker but might not have sufficient personnel to lead a project.
Q10. Where can I find an EHR implementation plan template or a sample project plan in PDF format?
Several consultants and vendors offer implementation plan templates for EHRs or sample project plan PDFs.