EHR integration is one of the most important IT infrastructure requirements in healthcare, and mistakes during this process can be disastrous to the entire operation of the medical practice. For one thing, the lack of electronic medical records delays the healthcare provider’s administrative performance.
For another, it prohibits doctors from obtaining comprehensive information on their patients’ health conditions, previous treatments, and diseases in order to prevent medication overuse and incorrect interventions. Implementing solid electronic health/medical records can assist in avoiding this bad experience. But how do you accomplish it smartly while staying within budget and delivering the necessary results on time?
What is the Purpose of EHR Implementation?
Implementing an EHR system, like any other technology, is a complex, multi-step process that involves extensive planning, such as developing a project plan, reviewing present organizational structure and processes, establishing project milestones, selecting an integration strategy, and so on.
In terms of EMR ROI, the research findings show that the failure rate of EMR software implementation and adoption might reach up to 50% owing to technical, organizational, or financial constraints, as well as inefficient strategy. The most significant EHR implementation issues are listed below.
A Step-by-Step Process for EMR Implementation
It is critical to follow a well-thought-out implementation approach to ensure that the duration of EHR/EMR deployment is suitable for your specific instance. The question is, what do you need to know when planning EHR system adoption to ensure that the procedure gets you the desired results in a reasonable amount of time without breaking the bank? We’ve got you covered with an 11-step guide that outlines all of the critical steps of EHR deployment. Let us go over them together.
Step 1: Conduct a business analysis and establish specific goals for EHR deployment
While business research may appear to be unrelated to software installation, we guarantee you that it is critical to the success of EMR and EHR deployment. Healthcare businesses can design the EHR software functions that would be most advantageous for a specific practice’s needs by closely examining current workflows and finding data management or operational inefficiencies.
Step 2: Select a reputable software development vendor and assemble your project team
A successful EMR system implementation requires an effective software vendor selection. That is why it is critical to collaborate with a reliable EMR development company that can delve deep into your business requirements and give you with software geared to tackle your fundamental operational difficulties.
At this point, a list of detailed needs or a vendor evaluation matrix may be useful. The following are some of the most prevalent selection criteria.
Once you’ve decided on an EHR implementation partner AdvancedMD billing, it’s necessary to define the team’s roles and duties. A strong team is defined by close collaboration between your team and the vendor’s expertise, as well as clearly defined roles. Typically, the EHR implementation team includes the following individuals:
The Project Manager is in charge of establishing effective communication channels between your team and the EHR vendor. It could be an in-house professional or a specialist from a software provider.
A physician champion, as well as a team of medical assistants and nurse advocates, are in charge of harmonizing business and IT demands.
Step 3: Develop an EMR implementation strategy
Implementation milestones, software development plans, and EHR implementation roadmaps are all titles for the same stage, which is to grasp what your ideal EHR/EMR system should look like.
At this point, it is critical to determine project success criteria, design the features of your future product, agree on implementation costs, and set project timelines with a vendor. Also, if the system is intended for use in the United States, it is critical to research government rules and compliance standards, such as CCHIT and ONC-ATCB certification, as well as those of other nations where the future EHR will be employed.
Another factor to consider at this stage is the manner of implementation. It may be a good idea to divide your software distribution procedure into stages for large-scale deployment. You should also consider releasing an MVP first. It is advisable to discuss all of these elements with your software development vendor, who will assist you in selecting the best alternative for your individual situation.
Step 4: Create a communication strategy to improve vendor relationships
One of the most important aspects for software deployment and implementation success is successful alignment among key project stakeholders. That is why you must develop and agree on a precise communication plan with the entire team. The frequency of frequent meetings, software development progress reports, and communication routes should all be discussed upfront and tightly controlled during the project.
Step 5: Pay close attention to the layout and UX design
When installing an EHR system, one of the top considerations should be to design a user-friendly and intuitive layout. If done correctly, UI/UX design can greatly improve the experiences of both medical practitioners and patients. And, because favorable user experiences with a new EHR/EMR system contribute to improved business outcomes, don’t overlook the impact of user interface design.
Pay particular attention to adaptive design best practices as well: like it or not, the introduction of tablets, mobile-based solutions, and IoT devices changes the entire nature of the doctor-patient interaction and communication.
Step 6: Prepare your IT infrastructure
One of the most crucial aspects in the EHR implementation strategy is preparing your existing IT infrastructure for new software implementation, which necessitates a thorough examination of the existing technology landscape. Whether you purchase the appropriate hardware for your EHR system or install a cloud-based solution, ensure that data interoperability is not jeopardized by changes in your IT landscape. Otherwise, your total operational efficiency may be jeopardized.
Step 7: Prepare for data migration
Another critical step is to transfer the old electronic health records to the new system. Preparing data transfer checklists can be really beneficial. They will assist you in determining the breadth of data that must be transmitted, the data sets that must be excluded or deleted, and the data conversions or transformations that must be performed.
Also, don’t forget to execute a number of test scenarios with a group of users and compare the outcomes to the same scenarios after the migration. It will verify that the old data is still intact and functional.
Step 8: Perform system testing
Software testing may be a tedious and time-consuming stage, but it is critical for the success of EHR software. Dedicated QA specialists will run system tests to find and fix software flaws, making your EHR solution more reliable and user-friendly. At this point, your duty is to monitor the process and verify that the services are delivered on schedule.
Step 9: Facilitate user adoption through training sessions
Before a new EHR programme goes online, basic and advanced user training should be undertaken to successfully speed user acceptance. It will make them feel more prepared for the shift, and they may even look forward to the new way of working. There’s no need to show them every corner and cranny of the new technology solution at this time. It will suffice to demonstrate fundamental and necessary functions, and you will be able to catch up on the rest afterwards.
Step 10: Always have a backup plan in place
Of course, it is expected that the software you implemented is perfect and always functions smoothly. Nonetheless, even the most resilient software systems are susceptible to failure. Accepting this fact and being prepared with a backup plan in case it occurs may help you prevent turmoil and reduce bad impacts immediately. That is why it is critical to develop and adhere to a well-thought-out contingency plan.
Top Tips for EHR Implementation Success
There are numerous obstacles to implementing such complicated systems. Here are some pointers to help you successfully move to a new EHR system.
The key is to find the proper partner:
Choose a reputable software implementation vendor who is well-versed in your company’s requirements.
Listen to your entire team, not just the decision-makers:
Keeping future system users involved in the EHR or EMR deployment process may result in useful information that may be used to create a more effective EHR solution.
Don’t undervalue the importance of change management:
It may be more difficult than imagined to win the hearts of users who are resistant to change. That is why having a set of user adoption techniques in place is significantly more vital than simply deploying software.
Remember that automation and optimization are not synonymous:
To address user experience concerns and develop a new EHR software layout, a critical review of organizational procedures will be required.
The cost of the implementation of an EHR system
Depending on several factors, the cost of adopting an electronic health record system might range from tens to hundreds of thousands of dollars. It is determined by the deployment technique, EHR implementation tactics, hardware and software selections, system scalability, support costs, user training, and a variety of other factors.
Want to access AdvancedMD EHR software at zero additional cost, then follow that link to know more.
