Switching electronic health record (EHR) systems is a major decision that demands careful planning and execution. A recent Deloitte survey revealed that 70% of healthcare executives believe their existing EHR systems are inadequate to meet future demands. As healthcare organizations look to improve interoperability, support value-based care, and enhance patient and provider experiences, many are considering transitioning from their current EHR platforms towards more advanced options. EHR/EMR software plays a critical role in this process, offering specialized solutions for managing patient records and improving operational efficiency.
However, transitioning between systems can present significant challenges, including potential workflow disruptions, data loss, and financial risks if not approached methodically. Drawing on expert insights and lessons from successful transitions, this guide provides healthcare organizations with a framework to switch to a new EHR system.
According to the Office of the National Coordinator for Health Information Technology (ONC), there are many reasons why physician practices and hospitals may consider switching EHRs. These challenges include physician dissatisfaction with the current system, outdated software lacking the functionality required to meet new regulations, and difficulties integrating the system with existing clinical workflows.
Providers may also consider switching to a new EHR system if another company acquires their current EHR or they experience issues such as poor patient experience or reduced staff productivity. With advancements like cloud adoption, the integration of AI in EHRs, and ONC's Cures Act Final Rule requirements aimed at enhancing interoperability, many organizations are finding that their current systems no longer meet their evolving needs.
Some examples of high-profile healthcare organizations that have switched their EHR systems in recent years include Mayo Clinic, Virginia Commonwealth University Health System, AdventHealth, Advocate Health Care, Intermountain Health, and UPMC Health System.
Risks And Challenges Associated With EHR Transitions
Transitioning to a new EHR system involves several risks and challenges. A recent review of EHR-to-EHR transitions identified the following challenges:
- Patient safety threats from limited access to legacy records
- Financial burdens associated with the transition
- Compromised data integrity during data migration
- Cybersecurity challenges that may arise during or after the transition
- Interoperability issues between the new and existing systems
To address these challenges, a 2022 article published in the Journal of the American Medical Informatics Association (JAMIA) outlines several strategies for ensuring a safe and effective EHR transition. The article suggests that healthcare organizations should implement proactive measures to navigate the complexities of EHR replacement successfully.
Benefits Of Switching EHRs
Switching to a new EHR system offers numerous benefits that can enhance a healthcare organization's clinical, administrative, and financial operations. Certified EHRs now come equipped with advanced features like enhanced security protocols, which help safeguard patient data against cyber threats and ensure compliance with regulations such as HIPAA.
Additionally, practices can benefit from improved interoperability standards and access to enhanced patient communication tools, including telehealth capabilities, messaging, virtual registration, and other patient-centric features.
Deloitte's 2022 survey of healthcare IT executives also uncovered that healthcare organizations plan to switch to EHRs with artificial intelligence and machine learning technologies to better analyze patient data, predict outcomes, and personalize care in ways their current systems cannot.
There are many factors that healthcare organizations should consider when planning an EHR system switch. Baptist Health, a leading healthcare provider in Jacksonville, Florida, is a prime example of successful EHR implementation and planning. Within just 11 months of launching Epic Software, they achieved the Epic Gold Star Level 10 award, a testament to their operational excellence and collaborative culture.
Here's what you need to keep in mind during the planning phase to ensure a successful EHR transition:
Engaging Stakeholders Early
Healthcare organizations should prioritize engaging stakeholders from the outset to ensure a successful EHR transition. Baptist Health's Epic implementation exemplifies this approach, with its collaborative culture at its core. With over 1,100 participants, including 300 physicians and 100 physician trainers, the project was a collective effort.
This highlights that engaging key stakeholders during the planning phase facilitates smoother EMR implementation and stronger buy-in.
Choosing The Right Vendor
It is a crucial step that demands careful consideration and research. Providers should evaluate potential vendors based on their system's features, customer support, interoperability with other applications, and overall reputation in the industry. Conducting demos and trials can also help organizations select software that aligns with their goals and needs.
It is also important to consider feedback from other healthcare providers who have recently switched to EHR systems. Learning from their experiences and mistakes can help you avoid common EHR implementation challenges and make a more informed choice.
Setting Realistic Timeline
Practices and hospitals should create a detailed project plan that outlines key milestones, deadlines, and task assignments for team members. Setting a clear timeline with achievable deadlines helps maintain project momentum and ensures all tasks are completed efficiently.
EHR data migration is the process of transferring medical records from one EHR system to another. This is an important step that helps ensure continuity of care, compliance with regulations, and operational efficiency. Given the complexities and potential risks, having an effective data migration strategy is essential to safeguard data integrity and minimize disruptions.
Assessing Current Data
The first step in developing a data migration strategy is thoroughly assessing the current data. This involves identifying the types of data stored, understanding its structure, and evaluating its quality. A team of administrators, clinicians, and managers should be set up to determine which data needs to be migrated, archived, or discarded based on its relevance to ongoing operations.
Data Mapping
Once you know what data to migrate and how to process it, plan the data mapping process. This requires you to create a detailed blueprint that outlines how data from the current system will be transferred to the new EHR system. It is essential to collaborate with IT professionals and the shortlisted EHR vendor to ensure that every data element is correctly mapped to its corresponding field in the new system.
Testing And Validation
Before the full migration, you should run tests on a subset of the data to verify that it transfers accurately and functions properly in the new system. This stage involves thorough testing of data integrity, system functionality, and user accessibility.
Healthcare organizations should also develop a contingency plan to address unforeseen issues during testing, mitigate risks, and avoid disruptions in patient care.
A smooth electronic medical record implementation process requires a well-structured training and change management plan to ensure a smooth transition for clinical and business users. Proper training helps users adapt to the new system while minimizing disruptions to daily operations. Here's how you can achieve this:
Implementing Comprehensive Training Programs
Organizations switching EHRs should provide thorough initial training sessions to their staff before the go-live date. It includes hands-on training on the new EHR/EMR system and guidance on accessing legacy data.
However, the training process shouldn't end at go-live. Healthcare organizations need to develop an ongoing training plan to accommodate new hires and introduce users to any new features or updates in the software. This approach will ensure that the staff stays proficient and confident in using the system.
Managing Change Effectively
Healthcare facilities should prioritize effective change management by ensuring clear communication, addressing staff concerns, and providing ongoing support. Engaging employees early in the process can help reduce resistance. Regularly monitoring progress and adjusting strategies as needed is essential to overcoming barriers to EHR implementation.
As you reach the execution stage, the process of going live with the new system becomes both crucial and complex. The Office of the National Coordinator for Health Information Technology (ONC) outlines several key steps for managing a successful implementation go-live:
- Test your EHR software
- Train your staff on using the EHR system
- Have your practice staff create their login credentials
- Conduct a 'patient walkthrough' to simulate a complete patient visit
- Place signs in your office and hospital to notify patients about the go-live
Before the full-scale rollout of the EHR system, healthcare facilities should conduct thorough pilot testing to identify any potential issues and refine the system based on real-world use. Pilot testing involves selecting a small group of users from different departments to use the system in their daily tasks. It helps ensure that the system works as intended across various workflows.
You can also use the EHR implementation go-live checklist provided by ONC to identify any issues that must be addressed before the full implementation.
After the EHR system goes live, you should continuously review and optimize its performance. Regularly evaluate how well the system meets your practice's needs and gather user feedback to identify improvement areas. Implement necessary adjustments to streamline workflows and ensure the system supports optimal patient care and operational efficiency.
You can also take inspiration from Baptist Health's successful Epic implementation, which highlighted the importance of prioritizing end-user experience by enhancing support and making assistance readily available.
When transitioning from your current EHR system, it's important to assess both your organization's present and future needs. Consider the importance of preserving your healthcare organization's legacy data throughout the process to ensure that this information remains valuable and accessible.
Carefully approaching the transition process and planning can help you avoid the common challenges of implementing EHR systems. You should take the time to map out each stage, including vendor evaluation, contract negotiations, and data migration, to facilitate a smoother EMR software implementation process.
For personalized guidance on selecting the right vendor for your EHR transition process, call us at (661) 384-7070, and we will help you every step of the way.
