We’ve entered the second phase of electronic health record (EHR) implementation. Clinical and administrative teams have largely moved beyond paper charting, and many organizations are pursuing strategies to leverage the data we’ve been capturing. Some organizations, such as the National Institute of Health (NIH), are even looking to replace their legacy digital systems with the latest versions of EHR technology.
While we’ve learned a lot over the years about installing these sophisticated systems, selecting a new EHR platform for your healthcare organization is a significant decision that impacts patient care, operational efficiency, and regulatory compliance. The implementation process is complex, but a structured approach can simplify it and ensure you choose a system that meets your organization’s unique needs.
This blog provides a step-by-step guide to navigating the EHR system selection process, highlighting key factors to consider, potential pitfalls to avoid, and best practices for a successful implementation.
Understanding Your Requirements
The first step in rolling out any new software is thoroughly understanding your organization’s needs. For an EHR, this involves:
- Assessing current processes: Evaluate your current workflows and identify areas where an EHR system can improve efficiency and patient care.
- Defining key features: Determine which features are essential for your practice, such as patient scheduling, e-prescribing, lab integration, and telehealth capabilities.
- Setting budget constraints: Establish a clear budget for the initial implementation and ongoing maintenance.
- Compliance and security: Ensure the system meets regulatory requirements such as HIPAA and has robust security measures to protect patient data.
Evaluating Vendor Options
Once you understand your requirements, the next step is to evaluate potential EHR vendors. Here’s how:
- Research and shortlist: Conduct thorough research to identify vendors that offer the features and services you need. Shortlist a few that align best with your requirements.
- Request demos and trials: Arrange demonstrations and trial periods to see the systems in action. These sessions should involve end-users such as physicians, nurses, and administrative staff to gather comprehensive feedback.
- Check references and reviews: Speak with other healthcare organizations that use the systems you are considering. Online reviews and case studies can also provide valuable insights.
- Assess vendor support: Evaluate the quality of customer support and training the vendor provides. A responsive and knowledgeable support team is crucial for a smooth transition.
Potential Pitfalls to Avoid
Navigating the EHR selection process requires vigilance to avoid some of the most common pitfalls we’ve seen over the years:
- Overlooking user experience: The American Medical Association (AMA) recently reported on a study showing doctors spend more time in their EHR than on the patient encounter. To offset any potential inefficiencies, look for a user-friendly platform.
- Ignoring interoperability: The EHR should seamlessly integrate with other systems and devices you use, such as lab equipment and billing software.
- Underestimating costs: Be mindful of hidden costs, including those related to data migration, training, and ongoing support.
- Neglecting scalability: Choose a system that can grow with your practice. Consider future needs and potential expansion when making your decision.
Ensuring Seamless Implementation
After selecting your new EHR system, focus on a seamless implementation process:
- Develop a detailed roadmap: Create a comprehensive implementation plan that outlines each phase, from initial setup to full deployment. Assign responsibilities and set realistic timelines.
- Invest in long-term training: Provide extensive training for all users. Ensure that everyone is comfortable using the new system before going live. Also have a plan for ongoing training of new employees.
- Data migration: During the process, verify the data’s accuracy and integrity.
- Continuous support and feedback: Maintain ongoing support and collect feedback from users to address any issues promptly. Continuous improvement is key to maximizing the benefits of the new EHR system.
Ensuring You Have the Right Employees
Having the right team in place is crucial for successfully selecting and implementing an EHR system. Bluebird Staffing is an IT recruitment agency dedicated to helping you find the IT professionals you need to rollout technology seamlessly. Talk with our team today about how we can help your organization.
