How to Transition to a New EHR System Without Losing Data or Productivity
Confusing electronic health records (EHR), ineffective billing tools, and other poor tech investments cost healthcare organizations $8 billion annually. With these statistics, it’s no wonder practices and hospital systems are switching to more innovative medical platforms, software, and solutions.
If you are one of the many providers thinking about transitioning to a new EHR system and are worried about losing data or productivity, this guide will help you navigate the process smoothly and offer best practices for EHR implementation.
In this article, we’ll show you how to:
- Assess your current EHR and plan for a new one
- Choose the right EHR vendor
- Maintain data integrity during migration
- Mitigate risks and ensure compliance
Let’s get started!
Mapping Out Your EHR System Transition
According to a study in JAMA Network Open, only one-fourth of family physicians report being very satisfied with their EHR. This leaves three-fourths searching for better solutions. Unfortunately, EHR system transition planning is often seen as stressful and resource-consuming, but it doesn’t have to be.
You can set the foundation for a successful changeover by assessing what’s required, what can be eliminated, and what should be included in the new system. Consider the strategies below when getting started.
Assess needs and system performance
The first step in the EHR implementation process is remembering that only key things need migration. Sit down with your stakeholders, including revenue cycle managers, nurses, and other end users, to gather information on what is required from the new system.
Also, gather patient feedback from past surveys to review their experience as existing users. Once all the information is handy, ask these questions:
- Does the system completely connect to other software platforms and streamline operations? Where are the gaps?
- If you run a multispecialty group practice, does it improve care coordination and communication between specialties?
- What are recurring themes, both positive and negative, in-patient surveys?
- Does the existing platform support your clinical decision-making processes?
- Will the data migration be limited to active patients only?
Create a timeline, budget, and transition team
Design a timeline for the EHR data migration process. Include things like milestones, deadlines, training and testing, and potential time for troubleshooting.
Next, decide on the team who will manage the transition. Who will oversee the budget? Will you need a project manager for different departments? Assigning roles and responsibilities will help streamline the overall operation.
Finally, it’s time to create a budget. Data migration costs may vary depending on practice size and staff. However, below are common financial factors to consider during the changeover:
- Outside consulting and training fees
- Volume of patient records
- Vendor and licensing fees
- Downtime
Choose Your EHR Vendor Wisely
Switching EHRs can be disruptive and costly, making the EHR vendor selection process one of the most critical stages of this transition. Choosing the right EHR vendor can help minimize migration disruptions, enhance data integrity, and improve practice productivity and workflows.
Here are key steps to consider when determining the best vendor.
- Explore vendors’ websites and investigate online reviews, especially about customer service and track records.
- Request free software trials or demos. Look for features such as ease of use, interoperability, and scalability. For example, cloud-based EHRs like DrChrono meet the standards for stages 1, 2, and 3 of Meaningful Use (MU). MU Stage 3 emphasizes measures that allow for the secure exchange of health information between patients and providers; this promotes compliant interoperability.
- See if vendors offer extensive training, support, and customization options. Be sure to look for any “hidden fees” for these features.
Maintaining Data Integrity During EHR Migration
Now, it’s time for some information housekeeping. By eliminating duplicates and inconsistencies and formalizing data, data cleansing improves integrity.
This guarantees that the new EHR platform operates efficiently after migration.
Here are other methods you can use to protect and maintain data during the transition.
Data mapping Remember, EHRs store data differently. You need to match the data fields in the old system with those in the new one or data mapping. This process maintains uniformity by aligning data fields from previous and new EHR systems.
Validate data To avoid data loss during EHR implementation, conduct a thorough validation process to confirm that all legacy data has been accurately transferred. Involve multiple team members to cross-check records and ensure nothing has been lost.
Staff Training and Support
Training staff for a new EHR system is vital in the transition process. However, staff being pulled into data migration planning can leave day-to-day operations needing more support. Knowing this, training should be impactful and done right the first time.
Here’s how to support your medical team and maintain productivity during the EHR switch.
- Develop training programs tailored to specific roles within your practice and dedicate a forum where you can house all of this information. For example, Google Workspace is a helpful and HIPAA-compliant tool that allows you to collaborate on manuals in real-time.
- Book appointments lightly during the initial training. Provide hands-on practice during this time from check-in to check-out.
- Allow your team to be honest about their concerns and recommendations.
- Offer on-going support, training refreshers, and open forums after “going live.”
Customizing EHR Workflows
Customization can enhance clinical efficiency by aligning the EHR system with your practice’s workflows. For example, the DrChrono EHR is a fully integrated system, with EMR, practice management, and medical billing features all in one platform. It is also designed to be fully customizable for a practice’s specific needs.
For example, the mobile apps available through DrChrono include features such as customizable medical forms, patient self-check-in kiosks, eRx with EPCS, and many others. With full HIPAA-compliant integration across mobile devices, providers can use this system to deliver on-demand healthcare.
Mitigating Risks in EHR Transitions
Mistakes, disruptions, and even risks to patient safety can occur during EHR implementation. These issues pose major security and compliance risks. Addressing problems before they happen can ensure a safe and seamless EHR data migration.
Here are three strategies you can use to avoid risks during the changeover:
1. Data security and compliance
According to the HIPAA Journal, ensuring compliance during EHR implementation is not only an ethical and safety consideration but also sidesteps legal risks. Adhering to regulations such as HIPAA and GDPR is essential for protecting patient data and avoiding legal consequences. Failure to comply may result in hefty fines and damage to reputation.
2. Audit trails
Conducting audits can also help keep a close eye on any possible security threats. This function shows who’s looked at the data and what they did, creating a clear trail for the EHR data migration. This process also helps identify outdated equipment and reveals potential compliance issues.
3. Encryption and access controls During the transition, encrypt the data both in transit and at rest to ensure its safety from bad actors. This process ensures that any intercepted data remains unreadable without the correct decryption keys.
Access controls are also necessary to safeguard patient information. By putting stringent, role-based access controls in place, data is accessible only to authorized staff members, adhering to compliance standards.
Monitoring Post-Transition and Supporting On-Going Change
In some EHR systems, the improvement and stabilization period may last 1 to 3 months. With this in mind, a digital shift of this magnitude must include on-going monitoring and communication within the practice.
Some tips that may help during post-transition include:
- Provide frequent progress updates on the transition to all medical staff. This helps promote continued communication between departments.
- Invite all users to offer feedback on the EHR.
- Implement metrics that help provide on-going evaluation and adjustments.
- Ask patient users about their experience through surveys and online forms.
- Inform users that support will be available after the vendor has left.
What’s Next?
Ready to make the switch to DrChrono EHR? Need some guidance in EHR implementation data migration, or planning? Contact us to learn how our industry experts and innovative solutions can support you throughout this transition process and beyond.