EHR Implementation: 10 Key Steps to Success

EHR Implementation: 10 Key Steps to
Success
EHR implementation is a complex, multi-step process. You will need a
plan. A robust one!
You’ll need a plan that increases EHR adoption among providers, helps
you adhere to deadlines, tests internal processes, securely migrates patient
data, takes into account employee training needs the list goes on.
Even if you think your practice is not ready to achieve success in all these
areas right now, with the right approach and proper planning, you will start
utilizing the new EHR to its full potential.
EHR Implementation: Key Steps to Success
EHR implementation will impact every employee at your practice. Having a
concrete plan will save hours of stress for everyone involved. Here are key
steps for a successful EHR implementation.
1. Assess your readiness: This is the first step in
EHR implementation. Assess your current situation
and understand the reasons for this move. Why do
you want to move from ‘paper’ charting to ‘paperless
charting’? What are your expectations from the new
EHR system? Is your staff ready for the change? Do
you have the technical and financial bandwidth for
the change? Will the move align with your practice’s
strategic goals? Is your staff computer literate, or will
you have to provide basic computer literacy? These
are some of the critical questions you must consider
before moving to the next step.
2. Prepare an EHR implementation plan
outline: With the self-assessment stage completed,
it is now time to create a framework of the EHR
implementation project. Creating a detailed checklist
that will set the stage for a successful EHR
implementation. In the checklist, outline all the tasks
that need to be executed by physicians, IT staff,
practice managers, and even your patients. Some of
the essential functions include recruiting
implementation committee, identifying budget and
outlining costs, scheduling the implementation,

migrating data, arranging training programs, EHR
software testing, defining go-live activities,
and identifying KPIs to measure success.
3. Secure stakeholders’ buy-in: Getting the key
stakeholders invested in EHR implementation will
make a huge difference. Physicians might have
concerns and anxieties about the changes in daily
activities with the introduction of EHR software.
Communicating the value he EHR will bring to your
practice, highlighting key benefits in terms of
productivity and patient experience, will help you to
win over sceptics.
4. Look for EHRs that meet your
requirements: To select the right EHR for your
practice, you can simply research on the Internet, or
you can ask your industry friends or colleagues to
recommend their favorite EHRs. Make a list of all the
suitable options and take notes of their features,
services, cost, etc. You can also write down
questions or customization requests that you want to
discuss with potential EHR vendors during the live
demo.
5. Schedule demos:After shortlisting, set up demos for
each system, either in-person or online. Some of the
common types of EHR demo include interactive trial
demo, non-interactive video, vendor-directed live
demo, and onsite demo. Take advantage of these
demos to set up real-life scenarios, ask specific
questions, or to understand how the EHR will
address challenges or if the vendor can provide
customized features. You must also ask the
stakeholders to attend these demos so their opinions
can help you make the right decision.
6. Fix a date for EHR implementation: Though
installing the EHR software might look like the final
step, but it is not a single task. In fact, it is a series of
activities that must happen simultaneously. These
activities include hardware and software installation,
configuration and customization of the system,
testing user interfaces and other integrated systems,
training the stakeholders and employees, mock ‘go-
live’ session, data migration, and the actual rollout of
the EHR system. If possible, select a date to install

your EHR software during a quieter time for your
practice.
7. Plan data migration: This is one of the most critical
activities for the success of your EHR
implementation project. Successful data migration
will allow your clinicians to access medical records
for patients. When patient data is accurately
migrated and when clinicians can easily access it,
they will be excited to use the new system. To
reduce the effort and time required to migrate data,
you’ll need to decide on whether you want to migrate
only current patient data or every bit of historical data
as well. Once you get the data migration step right,
the rewards will be great – in the form of increased
employee productivity and enhanced patient
experience.
8. Conduct employee training: Selecting the right
EHR system for your practice is just the beginning.
The real work starts when you start training your
employees and when they feel ready to work on the
new EHR system. Training will vary based on your
practice’s workflow, the different roles of employees,
computer literacy levels, and their preferences to
engage with the new system. However, to make the
training effective, create department-wise schedules,
and prepare specific training modules relevant to
each department. In addition to face-to-face training,
make sure users have access to the support
package provided by the vendor.
9. Have a risk mitigation plan in place: Even with the
best technology and planning, occasional glitches
may happen. EHR software is complex, and its
implementation is a multi-step process, so be
prepared for unforeseen situations. For instance,
how will your physicians deliver patient care when
the power goes out? Who will be your employees’
first point of contact if there is a system-wide
malfunction? Focus on developing processes that
help your employees handle the challenges of
implementing EHR. You may consider compiling the
instructions and storing PDF copies on a secure
cloud, so your employees have quick access to
troubleshooting steps.

10. Define KPIs to evaluate the success of the
new EHR system: This is the last leg of your EHR
implementation planning process. This is the time to
identify and key metrics against which you will
measure the success of your EHR software
implementation. These KPI are of different types,
and the right one for your practice will depend on
your goals: For instance, you can:
 Calculate ROI to assess profitability.
 Record patient volume to assess productivity.
 Measure patient satisfaction through surveys to assess the
quality of care.
 Measure physician satisfaction through surveys to assess user
adoption.
 Analyze data errors to assess data input quality.
Conclusion
EHR implementation is a multi-step process that demands a lot of planning.
Even if you are not installing a new system and just switching from one
EHR to another, the above-discussed steps will give your project a
foundation and help make the transition way smoother. A successful EHR
implementation is your steppingstone to utilizing the full potential of your
new system. In this article, we share 10 key steps for a successful EHR
implementation.
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EHR Implementation: 10 Key Steps to Success

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