Healthcare providers are increasingly moving away from traditional paper-based records and embracing electronic health record (EHR) systems. HealthIT.gov reports that 86% of office-based physicians now use some form of EHR, with 80% utilizing a certified EHR system. However, the path to implementing a successful EHR system is filled with challenges that can interfere with patient care.
This article will explore the five most common EHR implementation challenges that can hinder your organization’s ability to fully reap the benefits of an EHR system. It will also provide insights on how to improve electronic health records and avoid common pitfalls for better performance.
- 86% of office-based physicians now use EHR systems, but its implementation is often hindered by various challenges
- Secure data transfer using trusted vendors during migration ensures security and regulatory adherence
- Role-specific and simulation-based training increases staff confidence and reduces usability issues
- APIs and compliance with standards like HL7 or FHIR enable better data sharing
- Cloud-based solutions and renegotiating vendor contracts can balance financial considerations
One of the most critical challenges of electronic health records implementation is migrating data from legacy systems into the new platform. To maintain continuous patient care, it is important to ensure that patient records, billing information, and other essential data are accurately transferred.
(Which is why we've created a EHR Implementation Plan Template to help)
Today, with healthcare data growing at a rapid pace and involving the transfer of vast amounts of information—often millions of records—presents significant logistical challenges. Poor data handling can result in delayed system launches and potential breaches of sensitive patient information. Based on Gartner's research, 83% of data migration projects either fail or exceed their budgets and schedules.
Strategies For Secure Data Transfer
With increasing cyberattacks and data breaches, secure data transfer helps maintain compliance and builds patient’s trust. Following strategies ensure the secure transfer of healthcare data:
- Selecting trusted vendors automates much of the progress with fewer errors and shorter downtime. Healthcare organizations that partner with established EHR vendors experience fewer data loss incidents during migration
- Following industry best practices, such as the HIPAA Act mandates that all patient health information (PHI) be encrypted during transmission to prevent unauthorized access
- Multi-factor authentication (MFA) for staff access ensures that only authorized personnel can handle sensitive data
Techniques To Validate Accuracy Post-Migration
Inaccurate or incomplete data can lead to billing errors or compromised patient safety. This is where post-migration validation techniques become crucial, ensuring that the data has been transferred accurately and remains consistent with its original state.
- The comparison of original versus migrated data by running parallel databases allows organizations to verify that every treatment note and billing entry has been accurately transferred
- Auditing a selected sample, such as reviewing specific patient files or comparing historical records with new EHR data, is another effective technique for ensuring accuracy
According to a recent research, inadequate training has been identified as one of the major concerns of electronic health records.
A successful EHR system is only as effective as the people who use it. Poor EHR usability by physicians is a significant obstacle to providing effective care. To avoid such barriers to EHR implementation, it’s important to equip your staff with the knowledge and confidence they need to use the system efficiently.
Role Based Curriculums
Physicians, nurses, administrators, and billing staff interact with the EHR system differently, so their training must be role-specific to maximize the system's utility. For instance, while physicians need to focus on patient documentation and clinical decision support, administrators need in-depth knowledge of scheduling, billing, and compliance management.
- Simulation-based training has been shown to increase retention by up to 75%, compared to traditional methods. It is an effective strategy that involves blending theoretical knowledge with practical exercises
Ongoing Resource Accessibility
User manuals, video tutorials, and on-demand webinars can be a turning point even after initial training. These resources allow users to revisit information as needed and serve as a safety net when new features are introduced or when refresher training is necessary.
A lack of system interoperability leads to delays in patient care and inefficiencies in clinical workflows. However, achieving complete interoperability is still a challenge for many, as various systems often fail to align their data-sharing protocols consistently.
Likewise, adhering to common standards, like Fast Healthcare Interoperability Resources (FHIR), is equally important, which helps reduce errors for better care collaboration.
Seamless Platform Connectivity
Application programming interfaces (APIs) and middleware solutions play an important role in promoting interoperability. They enable the secure exchange of data between different platforms to ensure that critical patient information is accessible.
Additionally, providers need to integrate their EHR systems with solutions that comply with both national and international standards for data exchange, such as Health Level Seven (HL7) or FHIR.
Consistent Internal Protocols
One of the greatest barriers to interoperability is organizational silos, where departments within a healthcare facility operate independently with little communication or data-sharing between them. They need to invest in change management processes that promote a culture of collaboration across departments.
People are naturally inclined to resist change, especially in fast-paced environments like healthcare, where even small disruptions can impact daily operations. This resistance, if not addressed properly, can disrupt the entire implementation process, leading to costly errors.
That said, organizations with proactive strategies for managing resistance are more likely to see successful EHR adoption. Let's explore two key approaches for managing resistance effectively.
Framing Change Positively
One effective strategy is framing the changes in a positive light. This involves providing healthcare staff with compelling reasons for transformation, such as improved patient care and faster decision-making.
Additionally, understanding the Theory of Planned Behavior, which suggests that people's attitudes toward change are influenced by perceived control, social norms, and personal attitudes, can help tailor messaging and engagement to promote a more open attitude toward change.
Encouraging Engagement And Feedback
Another important strategy is encouraging active user feedback throughout the process. By asking for feedback on workflow changes and making users feel that their concerns are valued, organizations can create a sense of ownership among staff.
Rewarding contributions and celebrating small victories along the way can further increase morale and productivity, resulting in smoother implementation. This collective engagement ultimately paves the way for more seamless adoption of the new EHR system.
The financial strain of EHR adoption is undeniable. The cost of EMR software can vary significantly, ranging from a few hundred to several thousand dollars, depending on the features and scale of the system.
Healthcare organizations need to consider carefully how to allocate resources. This balancing act is about managing immediate costs and highlighting measurable returns on investment (ROI). Despite the high upfront costs, there are ways to minimize expenses without compromising the functionality of the EHR system.
Cost-Saving Strategies
Creative cost-saving measures should be explored by organizations, such as choosing cloud-based EHR solutions over on-premises systems. Medical practices using cloud-based EHR systems report lower operating costs than those relying on traditional setups.
Renegotiating vendor contracts can also be an effective strategy to reduce costs. For instance, engaging in bulk purchasing agreements can lower the cost of software licenses and maintenance services.
In a nutshell, to increase the chances of successful EHR implementation, it’s important to understand common EHR challenges and solutions. Healthcare organizations can streamline the implementation process by promoting a culture of collaboration and continuous improvement.
Organizations that prioritize strategic planning and invest in staff training are well-positioned to transform their EHR systems from a necessary burden into a powerful tool for improved patient outcomes.
If you need further insights into effective strategies for EHR implementation, feel free to reach out to Software Finder. Our team of experts is ready to guide you through the complexities of EHR adoption.