How do you implement an EHR system?

1. Evaluate your options and priorities.

It’s important to align the EHR system you choose with your top priorities as a practice. This could include hoping to improve the efficiency of workflows and reduce repetitive tasks (Headway’s bread and butter!), aiming to create an improved digital experience for clients, or something else. Setting objectives and using them in the planning process can help ensure a successful implementation process.

If you’re changing EHR systems, consider the capabilities and pain points of the last system. What was it missing, and what would make your operations more efficient going forward? 

2. Consider capacity and capability for implementation tasks.

Next, reflect on what your practice can handle before planning implementation. Start by defining your budget, scope, and a timeline for EHR implementation so everyone is on the same page about how the process will affect the practice.

For example, you’ll need to consider the rollout method that’s best for your practice, whether a “big bang” system-wide rollout or a slower, phased rollout. The best rollout is one that meets your practice’s capabilities and ensures you can stay on track toward your goals. 

Generally, a big bang rollout reduces transition time, but it could be stressful to go live all at once if you work in a large practice. A phased rollout allows users to provide feedback about potential problems early on, but it can be time-consuming and potentially costly to maintain two EHRs at once. 

3. Determine software and technology needs.

After purchasing your EHR, reflect on current technological resources and evaluate if an upgrade is necessary before implementation. You may need to invest the following tech devices in your practice: 

• Scanners
• Tablets 
• Charging docks
• Backup servers

4. Build a roadmap.

It’s critical to plan out the steps it will take to fully implement an EHR system. A roadmap will help track the status of tasks and projects in the implementation process. 

Whether you’re a provider starting a practice of your own or you’re transitioning an EHR in your existing practice, a roadmap will help ensure you don’t miss any critical steps. For example, you should be able to easily track what’s already been moved over to the new EHR. 

Possible tasks to include in a roadmap could be: 

• Figure out what you need in an EHR.
• Identify vendors to see who might meet your needs.
• Select a vendor and sign up.
• Transfer patient information and notes.
• If this is a change that impacts patients — such as a change in telehealth platform or patient portal — notify them, too.

5. Anticipate challenges.

Strategic planning can reduce the odds of challenges as you implement your EHR — but it’s still a good idea to anticipate potential setbacks so you can be prepared to manage them as they come up.

Cost is an important factor to consider during any EHR integration. Be prepared to exceed your budget during the EHR implementation process by cutting back on other expenses where possible, so you can remain profitable in your practice. 

If you’re just starting your practice, you may have limited resources and income—but you also have flexibility to explore vendors and choose the one you think will work best for you.

Headway offers a major advantage to practices in this position: access to a comprehensive platform, which includes EHR features like AI-assisted note-taking and a library of forms crucial for documentation and compliance, that is totally free to use and requires no subscription. If your practice is looking for an affordable way to streamline operations by bringing together marketing, scheduling, documentation, billing, and compliance, Headway is your solution.

If your practice is transitioning from one EHR to another, it can be challenging to get all of your employees — and patients — on board. EHR implementation can be a big change, so try to provide updates when possible and offer training and support for how to use the new EHR.

6. Conduct a security check.

Double check that security and HIPAA standards are met throughout all steps of the plan to ensure optimal client security. Ensure the platform you choose is HIPAA compliant, has HIPAA compliant messaging (if applicable), and has adequate safeguards in place to protect patient data. This could also include checking for certifications like HITRUST.

7. Go-live and monitor for problems.

Going live is a huge accomplishment, so be sure to pat yourself on the back for all your hard work! Once you officially implement your new EHR system, it’s a good idea to frequently step back and evaluate if any course correction is necessary.

8. Reflect after implementation is complete.

Lastly, take time as a practice team to discuss the implementation process, from what went well to what was stressful and challenging. Reflection allows you to identify areas where you could improve in future initiatives, so you can be more efficient and effective with operations going forward.