Integrating an electronic health record (EHR) system within a healthcare organization is a comprehensive process. It involves careful planning and execution to introduce EHR technology and optimize its utilization across clinical and administrative workflows. 

Generally, the term "implementation" refers to incorporating a digital solution into an entity's established operations, whether an entire organization or individual user. Conducting an EHR implementation, therefore, represents a collaborative undertaking that aims to support all stakeholders within the facility, from clinical providers and support personnel to patients. 

This implementation aims to introduce EHR capabilities while limiting disruptions and promoting acceptance across diverse user groups whose daily responsibilities will be augmented by the new technology. With thorough preparation and involvement of critical parties, an EHR system can be smoothly adapted to benefit care delivery and management. 

Implementing an EHR system can be complex, but this guide will highlight key considerations for smoothly integrating EHR into your healthcare operations. The blog will address the following topics in detail: 

  • What is EHR implementation? 
  • How long does EHR implementation take?
  • What are EHR implementation steps? 
  • Cost To Implement EHR 

What Is EHR Implementation? 

EHR implementation refers to the integration of electronic health records software into the workflows of healthcare organizations. Implementing EHR system allows doctors and nurses to access and manage patient medical records, prescriptions, billing information, and other day-to-day administrative tasks digitally rather than relying on paper files. This helps to streamline processes, improve communication and coordination of care between providers, and enhance overall patient care. 

Pre-Implementation And Implementation 

The pre-implementation and implementation phases are two important stages of any EHR project. In the pre-implementation phase, healthcare organizations need to communicate with clinical staff to understand requirements, map out workflows, establish data governance strategies, and create a clear project plan. This lays the groundwork for a successful deployment by selecting the most suitable EHR solution based on the organization's needs. 

Several crucial tasks need to be completed in the pre-implementation phase. First, the clinical staff is involved in defining the requirements and technical specifications for the EHR system. Second, it is important to map out existing workflows within the healthcare practice and see how these can be optimized. This provides visibility into any redundant or inefficient processes. 

Additionally, a data governance strategy must be established to guide the migration of data from legacy systems to the new EHR and ensure the accuracy, security, and integrity of patient information. 

Pre-Implementation Phase

Keep the following aspects in mind when you are in your pre-implementation phase:

  • Establish a governance process and a project plan: This involves setting up a project governance structure, identifying stakeholders, creating a project charter, and creating a detailed implementation plan outlining goals, timelines, tasks, and responsibilities. It also determines the budget and readiness requirements for EHR adoption. 
  • Communicate with and involve staff and patients: Key staff members from different departments are included to understand the impact of changes and gain buy-in. Patients are informed about the transition, and benefits and opportunities are provided to gather feedback and address concerns. 
  • Redesign workflows: Current clinical, administrative, and billing processes are analyzed to remove inefficiencies and redundant steps. Paperwork is minimized, and digital workflows are mapped to improve the quality-of-care delivery. 
  • Provide education and training: A comprehensive training regimen is designed to prepare staff for system use. Different training methods are used, such as online modules, demos, and hands-on sessions. Refresher courses are also scheduled to reinforce learning. 

Implementation Phase 

The following are the steps that you need to follow when you are in your implementation phase: 

  • Tailor the system to meet practice requirements: This involves customizing the selected EHR software to the practice's specific workflows, templates, and data needs. Configurations are done to optimize processes like prescribing, ordering tests, and documenting patient visits based on specialty, providers, and organizational requirements. 
  • Establish a change-management process: A formal process is developed to prepare clinical staff for transition and address change resistance. Regular communication keeps them informed, and training adapts them to new ways of working. Feedback is regularly gathered to refine workflows. 
  • Determine how to backload patient medical histories: Methods are devised to scan or digitally transfer paper records to the EHR while maintaining data integrity and security. Appropriate resources like hardware, software, and personnel are allocated for accurate history migration. 
  • Account for the time your staff needs to learn and use the system: A structured training curriculum is created based on user roles and tasks. Ongoing refresher sessions, along with dedicated support staff, help address user queries and system issues. 
  • Support the system: To ensure smooth functioning, round-the-clock technical support is provided during go-live and post-live periods. Remote troubleshooting tools help resolve glitches and optimize performance. 
  • Encourage your staff along the way: User feedback is regularly captured and addressed. Incentives, rewards, and success stories help boost morale. Leadership reinforces the importance of EHR for quality care and business growth. 

How Long Does EHR Implementation Take? 

On average, it takes approximately 8 to 12 months to successfully implement a new EHR software, but the transition time depends entirely on the initial planning level. A good, practical roadmap can save hours of work and effort for every team member. You can learn more about this topic here. 

What Are EHR Implementation Steps? 

The following are 9 easy EHR implementation steps that you should follow when implementing an EHR system in healthcare: 

Step 1: Create An Implementation Team 

Forming an effective implementation team is crucial for a successful EHR transition. The team should include representatives from key departments like physicians, nursing, billing, and IT. Having the right people on the team ensures each perspective and workflow is considered. Moreover, selecting a project manager to oversee the process and keep implementation on schedule and budget is also important. 

Step 2: Configure The Software 

With the selected EHR vendor, the implementation team configures the software to suit the practice's specific needs and workflows. This involves customizing templates, forms, documentation workflows, security settings, and other features. Proper configuration upfront eliminates frustrations and issues later in the go-live process. 

Step 3: Identify Hardware Needs 

Assess what hardware, such as computers, laptops, printers, and scanners, will be required to interface with the EMR system based on the practice's needs and preferences. Decisions should factor in hardware costs and device placement for seamless workflows. 

Step 4: Transfer Data 

Transfer historical patient data stored in paper records or other systems to populate the EMR system. This requires cleaning, verifying, and structuring data before uploading. Testing data transfers ensures accuracy and prepares users for future electronic documentation. 

Step 5: Optimize Pre-Launch Workflows 

Evaluate workflows pre-EMR and identify opportunities to streamline processes using new system capabilities. Implement changes and train staff on optimized workflow prior to launch. This improves overall efficiency from the initial use of the electronic system. 

Step 6: Consider The Room Layout 

Examine physical room layouts and device placement, such as computers on wheels vs. stationery, to support optimized workflows. A layout that allows proper screen viewing and easy access to equipment helps staff and providers transition smoothly to EMR documentation. 

Step 7: Decide On The Launch Approach: Big Bang vs. Incremental 

Opt for a gradual, phased-in approach rather than an "all at once" go-live to reduce stress on the practice. By launching select modules first, you can identify and address issues early, ensuring a smoother full system implementation. 

Step 8: Develop Procedures For When Your EHR Is Down 

Anticipate potential EHR disruptions and create a backup documentation plan using a paper form. Having an outage protocol maintains compliance and minimizes disruptions in patient care. 

Step 9: Initiate Training 

Provide training at all experience levels on using the EMR system, optimized workflows, and any new capabilities. Hands-on practice and refresher courses support adoption and maximize ROI on investment in the EHR. 

Additionally, you should look at the details of the EHR Implementation mistakes your practice must avoid to help you implement the EHR system smoothly and without any hassle.

Cost To Implement EHR 

EHR implementation costs can vary significantly depending on the size and requirements of the healthcare organization. For a small solo practice, the monthly costs of an EHR system typically start from $74 per user per month and can be as high as $729. These systems cost around $250 per user per month or $8,000 annually. 

Larger practices and hospitals tend to spend much more. The expenses associated with the self-hosted EHR systems they implement can exceed $500,000 per year. Apart from recurring costs, there are also one-time initial implementation expenditures. These range from $2,000 to $33,000 for a basic setup. An average-sized multi-physician practice usually initially spends around $162,000 to get the EHR system up and running. 

In summary, while costs remain affordable for small individual practices, the budget must be planned carefully for larger healthcare facilities to cover yearly licensing fees and implementation expenses of EHR systems. 

Here is an 8-point summary of all that you need to know when evaluating the cost of an EHR: 

  • Implementing EHR in healthcare from a top vendor can range anywhere from $1,500 to $5,000 for basic on-premises software and $80-$100 per month for a low-cost cloud-based option. 
  • Enterprise systems for large hospitals can cost over $500,000 annually for self-hosted options. 
  • One-time EMR implementation costs typically range from $10,000 for a small practice to $162,000 for a multi-physician group. 
  • Factors like customizations, ongoing support, hardware, and training can significantly increase costs. 
  • Subscription models offer predictable monthly costs, while pay-per-visit plans work for low-volume practices. 
  • Cloud-based EMRs have lower upfront fees but higher ongoing costs compared to on-premises options. 
  • Thorough planning, focusing only on essential features, and choosing bundled services can help control expenses. 
  • Most practices recoup implementation investments within 2-3 years through improved efficiency and reduced costs. 
  • While an investment, EMR enables better care delivery, compliance, and yields average annual savings of $23,000 per provider. 

For more information, you can check out a blog that goes in more details of How Much Will It Cost to implement a Top EMR in 2024? 

Conclusion

As this blog outlines, transitioning to an EHR system is a significant undertaking that requires thorough planning and execution. By carefully implementing each key step, such as selecting an implementation team, configuring the software, optimizing workflows, and providing comprehensive training, healthcare organizations can maximize the benefits of EHR.

This thorough approach helps to limit disruptions during the transition. A well-planned implementation process sets the organization up for successful adoption of the new technology. Once the EHR system goes live, it is important that the implementation team continue to gather user feedback, identify opportunities for improvement, and provide ongoing support.

This helps ensure the EHR realizes its full potential to streamline operations, enhance patient care, and support data-driven decision-making over the long run. While the costs of selecting and implementing an EHR solution can be substantial, most organizations find that the clinical and administrative improvements yield a return on investment within a few years through increased productivity, reduced errors, and better reimbursement management.