The implementation of an electronic health record (EHR) system drives a major organizational change that affects nearly every aspect of a healthcare practice. Without careful planning, this shift can disrupt workflows and delay the benefits you expect to see from your EHR investment.

Providers often find that EHR implementations do not meet their expectations and result in significant drops in productivity and revenue. To address these challenges, it is important for healthcare organizations to approach EHR implementation with a comprehensive plan and a clear understanding of what to expect from their vendor.

Here we will outline a list of EHR questions you should ask your vendor before signing a long-term contract to ensure a smooth and successful implementation. 

Key Takeaways
  • Asking key questions during vendor selection helps clarify if the EHR system meets the specific needs of your practice and aligns with your operational goals
  • Providers often switch EHR vendors to achieve significant cost savings, better features, and improved operational efficiency
  • A well-planned EHR implementation can streamline daily operations and enhance patient care quality without causing workflow disruptions
  • Proper data migration strategies are essential to ensure that patient records are transferred accurately and securely to the new system
  • A well-defined implementation timeline helps manage expectations and keeps the project on track and within budget

Question 1: How Will The EHR Fit Into Our Current Workflow?

A system that adapts to your current processes can help minimize workflow disruptions and ensure seamless day-to-day operations. Ask the vendor about customization options so the EHR can align with the specific needs of your practice and enhance overall operational efficiency. 

A study published in JAMIA found that office-based physicians spend over five hours on EHR tasks for every eight hours of scheduled patient time. This further highlights the importance of selecting an EHR system that integrates smoothly into your workflows to help reduce administrative burdens and prevent physician burnout. 

Question 2: What Are The Implementation Timelines?

It's important to have a clear understanding of the implementation timeline during the EHR system selection process. Implementation typically takes 60 to 180 days, depending on the size of the practice and the complexity of the EHR system. 

Ask the vendor for a detailed timeline that outlines the stages of implementation, from contract signing to going live. This should include key milestones such as initial assessments, data migration, training sessions, and final testing. 

Refer to our comprehensive EHR implementation plan template guide to learn more. 

Question 3: How Do You Handle Data Migration?

EHR data migration is a critical step that helps ensure the patient information is accurately and securely transferred to the new system. Research suggests that over 80% of data migration projects fail, so it’s important to ask the vendor about their migration process and success rate. 

Ideally, the vendor should provide a clear outline of their data migration strategy, including the tools and techniques they use. They should also help you identify potential risks associated with data migration and develop mitigation strategies to address them. 

Question 4: What Training And Support Do You Provide?

Adequate training and support are essential for maximizing the full potential of your EHR software. According to Tebra, 41% of providers say that staff training is the biggest challenge with their current EHR system. Additionally, a study published in Dovepress found that physicians who did not receive enough training were nearly four times more likely to feel that their EHR hindered their ability to provide quality care. 

Therefore, you should ask the vendor about their training programs for both clinical and administrative staff. It's important to know whether they provide hands-on training sessions, online resources, and ongoing support. Moreover, inquire about post-implementation resources that will ensure your team feels confident using the system in the long-term. 

Question 5: How Does The EHR Handle Interoperability?

This question helps you evaluate the software’s ability to share complete patient data across different providers and systems. A study published by the NLM show that EHR interoperability improves medication safety, reduces patient safety incidents, and lowers costs. However, 69% of providers report ongoing challenges with interoperability between their EHR systems and other local practices. 

Ask the vendor how their system integrates with software used by labs, pharmacies, and other practices. It is also important to ensure the EHR complies with interoperability standards like HL7 or FHIR to facilitate smooth data exchange. 

Question 6: What Are The Costs Involved?

The cost of implementing an EHR system varies based on the size and type of the healthcare practice. For smaller practices, the cost typically starts around $50,000, while larger, complex hospital systems can expect costs to reach millions. 

When evaluating EHR vendors, it's important to: 

  • Understand pricing models (per-practitioner vs. flat-fee) 
  • Evaluate total cost of ownership (upfront and ongoing costs) 
  • Check for hidden costs (training, support, customization) 
  • Discuss add-ons and potential fees (for additional features) 

Ask the vendor to provide a transparent breakdown of all expenses, including setup, integrations, ongoing maintenance, and support, to help you budget accurately and avoid unexpected costs. 

Question 7: How Do You Handle Data Security?

This question helps you evaluate the vendor’s ability to protect sensitive patient data. Cyberattacks on healthcare organizations can pose serious risks to patients' safety and the stability of the entire practice. The U.S. Department of Health and Human Services (HHS) recently published a threat brief that highlights how electronic health records continue to be prime targets for: 

  • Phishing attacks 
  • Fraud 
  • Data breaches 
  • System vulnerabilities 

Your vendor should have a clear privacy policy and a dedicated security team. Ask how they secure protected health information (PHI) with various physical, technical, and administrative safeguards. Additionally, inquire about their disaster recovery plans and data backup strategies to ensure your data remains secure even in emergencies. 

Question 8: What Is Your Experience In Our Specialty?

Different medical specialties have unique workflows and data requirements. An EHR system tailored to meet the specific needs of your specialty can improve your practice’s efficiency. For example, pediatricians might need tools like growth charts, pre-loaded templates, specialty-specific billing codes, vaccine tracking, and immunization reminders to function optimally. 

It’s important to choose a vendor with experience in your specialty because they will understand the nuances of your workflows. Ask the vendor for references from similar practices in your specialty, size, and location to gauge how well the EHR performs in similar settings. 

Question 9: How Do You Ensure Regulatory Compliance?

Healthcare in the United States is one of the most regulated industries, with organizations required to comply with various rules at the federal, state, and local levels. HIPAA is a federal law that sets national security standards to protect patient data. Compliance with HIPAA is crucial to avoid hefty fines, which can range from $141 to $71,162 per violation. 

Ask the vendor how their system ensures HIPAA compliance through features like data encryption, access controls, and audit trails. Also, inquire about how they handle updates to regulatory requirements and ensure compliance with other applicable laws and standards at all levels. 

Question 10: How Often Do You Release And Manage Software Updates?

Regular software updates are crucial to ensure that your new EHR systems remain secure, compliant, and free of technical issues. If your vendor is not committed to continuous improvement, you may face recurring bugs, outdated features, and potential compliance risks. 

You should ask the software provider how often they release updates and how they manage them. Clarify whether these updates include security patches, new features, or performance improvements.

It is also important to verify the cost structure for updates. Some vendors include updates in the base pricing, while others may charge extra through update subscriptions. Be sure to confirm whether any additional fees apply to keep your budget on track. 

Making An Informed Decision For EHR Implementation

Selecting the right vendor for your EHR software is important for the long-term success of your healthcare practice. According to a recent survey by Deloitte, 70% of healthcare executives believe their existing EHR systems would not meet future needs. This indicates a significant gap between current capabilities and future EHR requirements. 

The Office of the National Coordinator for Health Information Technology (ONC) also highlights that cost savings, enhanced functionality, and improved user experience are the top reasons providers consider switching EHR vendors. These factors highlight the importance of carefully choosing a vendor that not only meets your current needs but can also evolve to accommodate future demands. 

To ensure you make a well-informed decision, consider asking the outlined EMR questions during the EHR vendor selection process. For more guidance, watch our webinar on EHR implementation mistakes every new practice should avoid to gain valuable insights into successfully adopting a new system.