How EHR implementation works

Curious about EHR implementation and how it works? The right electronic health record platform (more commonly known as an EHR) is a must-have for running an effective modern therapy or health and wellness private practice.In order to begin experiencing the benefits of an EHR, you need to go through the process of choosing one and implementing it.

And the EHR implementation selection process may raise a number of questions. 

For example, what are the stages of EHR implementation? How do you get your team onboarded? And how do you implement an EHR with minimal disruption to your practice?

Let’s take a look at what you need to know about how to implement EHRs.

What is EHR implementation?

Before we jump into how to implement EHRs, let’s quickly touch on what, exactly, EHR implementation is.

“EHR implementation is the process of transitioning from paper-based medical records to electronic health records—or upgrading from older versions of electronic systems to newer, more interoperable ones,” says John Russo, VP of Healthcare Solutions at OSP.

It’s a multifaceted process, and there are several stages of EHR implementation. 

“EHR implementation does not only involve the installation of the software, but also integrating it into the daily operations of healthcare organizations—ensuring data security, and training staff for efficient use,” says Russo.

When the implementation process goes smoothly, it can offer seriously positive benefits—for your staff, your practice, and your patients/clients.

“The aim of implementing an EHR is to enhance the quality of care, simplify clinical workflows, and improve patient outcomes by facilitating quicker access to more accurate, current data,” says Russo.

One question that may come up when you mention EHR implementation is: “EMR implementation—is it the same thing or different?”

And the answer is: they’re similar—but not exactly the same.

“While EHRs and EMRs share similarities, EHRs are broader in scope,” says Clint Kreider, LMFT, Clinical Director of Harmony Junction Recovery. 

“An EHR system integrates all aspects of client care, including coordination across different providers, making it ideal for group practices,” Kreider continues “EMRs, on the other hand, are more focused on individual providers and are typically limited to the specific practice where they’re used.”

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How to implement an EHR

Now that you know what EHR implementation is, let’s go into the specific stages of EHR implementation, including a step-by-step process for implementing an EHR.

EHR implementation steps include:

Do back-end work to choose the right EHR

Before you move forward with implementing an EHR, you need to do some work on the back-end to ensure you choose the right EHR for your organization.

“EHR implementation typically includes a planning phase, during which healthcare organizations assess their needs, select an appropriate EHR system, and establish goals,” says Russo.

Before you even think about implementing an EHR in your practice, it’s important to:

• Assess needs. Not all EHRs are created equal. Different EHRs offer different features and functionality—so it’s important to assess what you actually need from an EHR platform to ensure you choose the right tool for your organization. If you’re using the tool on your own, make a list of the needed features—or, if you work with a team, ask them what kind of features and functionality they’re looking for. Then, use that list to evaluate different options on the market.
• Determine budget. An EHR needs to fit into your practice budget—so before you start looking at potential platforms, it’s important to evaluate your budget and determine how much you can spend on an EHR.
• Set goals. In addition to assessing needs, you’ll also want to get clear on your EHR-related goals. For example, do you have a specific timeframe for when you want to finish the implementation? Do you want to have everyone trained by a specific date? Do you aspire to have ongoing support from your EHR provider?
• Compare EHRs. Once you know what you need and what your goals are, it’s time to actually “compare different systems to see what works for your team,” says Amarachi Onyejekwe, Practice Manager at Godaelli Healthcare Services. Onyejekwe recommends asking yourself key questions when evaluating EHRs like:
• Is the EHR easy to use for all involved—clinicians, office staff, and patients/clients?
• Does the EHR offer additional functionality outside of clinical functions (for example, marketing or client management) that makes it easier to run your practice?
• Is the EHR scalable? Is it secure?
• Is the EHR locally hosted or cloud-based?
• Is the EHR compliant with HIPAA and any other relevant regulations/laws?
• What kind of customer support does the EHR company provide? (for example, onboarding support, IT support, etc.)
• Does the EHR seamlessly integrate with your current systems and software?

Create an EHR implementation plan

Once you’ve chosen your EHR platform, it’s time to create an EHR implementation plan.

“Successful EHR implementation depends on one important factor: a soundly organized plan, displaying clearly set objectives, timelines, and defined roles of different actors in the process,” says Russo. 

So, what should that plan include? 

Your EHR implementation plan should outline everything you need to know and do to successfully implement the EHR in your practice, including:

• EHR implementation team. Your EHR implementation plan should clearly outline who is going to be involved in the implementation, what they’re responsible for, and points of contact for if and when issues arise.
• Data migration. The plan should also clearly outline how you’re going to safely and securely migrate your current data to the new EHR. This includes taking inventory of your current data (for example, data records), creating a migration plan, running tests to ensure accuracy, etc.
• Customization. Many EHRs offer customization options to tailor the platform to your practice’s needs (for example, creating custom forms and search functionality)—and during the EHR implementation process, you’re going to want to explore and take advantage of those options.
• Installation. Before you can implement the EHR, you have to install it—and you’ll need a plan to ensure the platform is installed across all of your devices, locations, etc.
• Communication and training. In order for the new EHR to be successful, you and your team need to understand how to use it—which is why regular communications on the EHR, its capabilities, how it’s going to be used in your practice, and comprehensive staff trainings are an absolute must.
• Testing. Before you officially implement your EHR, it’s important to test every aspect to ensure it’s working properly. Take notes on the testing process—and if any bugs or inconsistencies emerge, it will be important to address them before the final stage of the implementation process.
• Full deployment. Once all of the above-listed tasks are checked off of your EHR implementation checklist, it’s time to actually deploy the EHR—and start actively using it in your practice.

Tips for successful EHR implementation

With regards to working through the stages of EHR implementation, here are a few things to keep in mind.

Take your time

Chances are, you want to implement your new EHR as soon as possible. But if you want the implementation to be successful, it’s important not to rush the process.

“Don’t move too quickly,” says Onyejekwe. 

When you’re creating your EHR implementation plan, make sure to build in plenty of padding in the schedule. That way, if anything goes wrong or you run into unexpected challenges, you have time to figure them out—without throwing a wrench in your project schedule.

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Embrace automation

Many EHRs offer automation options, both during and after implementation. For example, during implementation you might be able to automate the testing process—while after implementation, you may be able to automate certain client communications or internal processes.

And if you want to get the most out of your EHR? You’ll embrace that automation.

“Anything that can be automated is good,” says Onyejekwe. “Wasted time is wasted resources that could be used for better patient care.”

Partner with the EHR provider

When it comes to EHR implementation, “you don’t have to set up the system alone—and probably shouldn’t,” says Onyejekwe. 

Work with your EHR provider on your implementation plan. 

Take advantage of onboarding programs, training, and ongoing support. 

Loop them in if and when you run into any roadblocks during the implementation process. While the EHR is part of your practice, it’s the entirety of the EHR provider’s business. They’re the experts—and you should leverage their expertise and support whenever possible.

Don’t end with implementation

A successful EHR implementation doesn’t end once the EHR is employed.

“Continuous evaluation and optimization conclude the process,” says Russo.

Once the EHR is deployed, make sure that you’re continually evaluating performance, asking for feedback (both from staff and patients/clients), and making changes accordingly. 

The more you optimize your EHR, the better it will perform—and the more effective your practice will be as a result.

Sources

• Assistant Secretary for Technology Policy (ASTP). A step-by-step approach.
• HealthIT.gov. Health IT Playbook, Section 1: Electronic Health Records.
• HealthITbuzz. EMR vs. EHR: What is the difference?

How SimplePractice streamlines running your practice

SimplePractice is HIPAA-compliant practice management software with everything you need to run your practice built into the platform—from booking and scheduling to insurance and client billing.

If you’ve been considering switching to an EHR system, SimplePractice empowers you to run a fully paperless practice—so you get more time for the things that matter most to you.

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