5 Common Mistakes to Avoid When Switching to a New EHR Solution
The use of EHR (Electronic Health Records) in practices has increased over time because of better access to patient information, quality patient care outcomes, and clinical benefits.
A survey¹ on the impact of EHR adoption found that:
• 94% of providers believe that their EHR makes records readily available at the point of care.
• 88% of providers reported that their EHR solutions produce clinical benefits for the practice.
• 75% of providers said that their EHR allows them to deliver better patient satisfaction and care.
With the increase in demand for EHR systems, the number of EHR vendors has increased proportionally. No two web-based EHR solutions are alike. So whether you’re a large chiropractic practice or a solo physical therapy practice, there are some guidelines that you need to follow when making the switch to a cloud based EHR solution. To make the transition easier, we have listed 5 common mistakes that practice should avoid when implementing a new solution.
Mistake #1 — Not Identifying the Features You Need
Before you begin shortlisting EHR vendors, the first step is to write down the features you’re looking for in an EHR software system. There are so many cloud based EHR solutions available in the market. They offer different features specific to your practice.
Chiropractic practices should look for cloud based chiropractic EHR system that matches the real workflow and processes you use in your clinic. Physical therapy practices need software that is designed around the needs of physical therapy services. The same applies to other practices. Because of these technology and requirement variables, it’s really important you find EHR software that works well with your practice needs.
Mistake #2 — Failing to Think About Interoperability
Interoperability in EHR refers to a system that can be easily integrated with another software to share important information. Interoperability ensures that patient data is shared accurately among providers and staff who needs to access it.
If your practice uses multiple digital solutions, such as online scheduling tool, billing software, patient engagement tool, and practice management software, it is important to know if the new EHR system is integrated well with all digital solutions.
The best option is to go for integrated EHR and practice management software as it increases the accuracy of data on all fronts. You input data one time and automatically pull information from the EHR to billing software and vice versa. Adopting an integrated EHR and practice management software is a cost-effective way to make your practice more efficient and profitable.
Mistake #3 — Not Considering HIPAA Compliance
HIPAA regulation mandates that providers must comply with privacy and security standards to safeguard protected health information (PHI). A transition to a non-HIPAA compliant EHR software can put a practice at risk for fraud investigations and medical liability issues.
Adopting a HIPAA-compliant EHR solution is the best way to show your commitment to the safety and security of patients’ sensitive demographic and healthcare data. Do your due diligence and ask plenty of questions to understand what HIPAA compliance programs the EHR vendor has in place to keep your patients’ data safe.
Mistake #4 — Failing to Include Practice Staff
The EHR implementation success depends on a variety of factors including the technology, tech support, the change management process, and the staff at your practice. Failing to recognize the importance of your staff’s choices in the EHR selection process could lead to failure.
Getting clinical and administrative staff involved as early in the EHR selection process as possible is the key to achieving success with the transition. Your EHR selection committee should include true end-users from each department in your practice, including providers, administrative personnel, billing staff, and office manager. Giving end-users of your EHR software an opportunity to contribute to this decision-making process can be invaluable for multiple reasons:
• The front office staff engages with the EHR and online scheduling software at the same time to manage appointment schedules and bookings.
• The office manager will be responsible for inputting the demographic data, contact information, and payment details.
• If the new EHR software comes integrated with a billing system, your billing staff needs to know how fast and accurately the new software can help him or her to process claims.
• The provider might need to access EHR, billing, and documentation software at the same time during a patient visit.
The EHR vendor selection process gives your practice an opportunity to involve all staff members and identify what your current procedures are, what you need to change, and how they can be changed through the new system.
Mistake #5 — Forgetting to Consider EHR Usability
A practice decides to switch its EHR software when it becomes outdated and does not meet its growing requirements. If you want to switch to a new integrated EHR and practice management software, it is crucial to find answers to these usability factors:
• How easy it is to use the software?
• Is it easy to setup?
• Is it cloud-based or client-server EHR software?
• Can you access it on Mac, PC, and tablet?
• Is it complicated to enter data?
• How accessible is the data after it is entered?
• Is there round-the-clock security and availability?
• How easy is it to configure the system for your practice?
Keep in mind, an expensive EHR system does not mean it will work for your practice. It should provide the features that you consider essential for your practice. An effective EHR software for your practice is easy to use, easy to configure, accessible across multiple devices, integrated well with other software systems, and affordable.
Conclusion
Don’t let these mistakes affect your EHR transition process. Avoiding these mistakes can help you minimize financial losses and productivity costs.
There are so many things to consider when choosing a new EHR system, but you don’t have to make the switch alone. If you’re in the market for new web-based EHR software to manage your practice, zHealthEHR can help. Request a free demo to get started.
