A poor electronic health record (EHR) platform usually has teams stressed out, spending more time on data entry than with patients. But a successful EHR implementation can leave them thinking, “Why haven't we been doing this all along?”
Hospitals that succeed in adding EHR technology to their operations don’t just pick a solution off the shelf. They take on a complete process to solve their most important needs, such as breaking down silos, unlocking more time to focus on patients, and improving quality of care. Let’s break down what EHR success looks like and how to refine your implementation project.
The Pieces You Need for Your EHR Implementation
No matter how ready you are to begin, you can’t rush an EHR project. Walk before you run by defining the core elements of your EHR implementation, including people involved and timelines.
Stakeholder Engagement
The success of your EHR implementation hinges on engagement. Deliver on time and fully integrate the system into your organization by soliciting buy-in from stakeholders.
As a new change to the status quo, the software needs these voices as advocates for end users. Their buy-in ensures end users feel heard, making them more likely to adopt the new system.
team responsibility
This isn’t a top-down initiative. EHR implementation changes the way you work, so it needs to bring members across the organization together at the same table. Collaborate with other C-suite leaders and key personnel across functions, such as:
- Service and department leads
- Physicians and nurses
- IT and informaticists
- Legal and compliance teams
Agreed-upon scope
Clinicians prioritizing A, while you want B? All sides need to agree on the scope of your EHR implementation, and that may mean compromising. Engage in a thorough assessment to determine the scope, avoid surprises during the project, and minimize scope creep.
realistic timeline
Put your team in the best position for success. The average EHR implementation takes six months to more than a year, and missing the go-live date because of poor planning is crushing and costly. Understand your scope and secure enough resources to stay on track.
Committed Resources
You need a dedicated team to take the lead throughout the project. Beyond improving workflows and efficiency, an EHR implementation is about teamwork.
The most successful EHR implementations identify core team members up front to provide in-depth support, even taking them off their usual responsibilities for the entirety of the project. They use their behind-the-scenes knowledge to become “super users” who have the skills to assist with training others and maintaining the system.
Keys to Nailing Your EHR Implementation
Take a 360-degree view to go from idea to implementation. Consider what your team needs each day, what will help them, and even anything unique about your organization to craft an ideal solution.
Understand Your Goals
You’re undertaking this project for a reason: Something just isn’t working. What does your current EHR look like compared to your ideal future state? Think about how your EHR implementation should support both your healthcare organization and patients.
Consider Desired Features, Functionality, and Usability
The EHR you select should help your organization—not add to your team’s workload. As you compare options, think about what would make this possible. Start with these suggestions and expand based on your unique needs:
- Intuitive interface: Minimize clicks and reduce the chance of errors and burnout. The best EHRs have easy-to-understand layouts with quick access to patient information at a glance.
- Workflow efficiency: Mitigate disruptions and clinician stress. Choose a new EHR that can be personalized to fit your hospital's specific clinical workflows.
- Data entry: Reduce the risk of errors, such as incorrect medication dosages. Your EHR should be customizable to ensure data entry fields are consistent and familiar to users.
- Interoperability: Make sure your EHR software can seamlessly share data with other systems across departments, clinicians, and organizations. Readily accessible patient data improves care delivery, decision-making, and efficiency.
- Data security and privacy: Patient confidentiality is crucial. Select an EHR that encrypts patient data to protect against unauthorized access. Certified EHRs adhere to standards such as USCDI, HL7 FHIR, HIPAA, and HITECH to protect data from breaches.
Personalize Your EHR
Most EHRs are built to operate the same way and perform similar functions. But if you don’t have a cookie-cutter organization, a personalized EHR may be a better fit.
Tailor the system to meet your needs, considering your discipline and technical requirements. But don’t rush, either. Organize and understand how to use your new EHR to unlock key benefits:
- Implement changes in-house instead of relying on a vendor.
- Create workflows that support clinicians.
- Reduce workarounds and burnout.
Ensure Staff Is Properly Trained
Show staff how the new system helps them with their daily tasks, going so far as to offer one-on-one help to try practice tasks in a safe environment.
Your core team members should be able to support the training function, showing others how the system works in the organization's specific context and creating training materials. Many healthcare organizations see tremendous value in this, transitioning these individuals into training and system maintenance resources after the EHR implementation is complete.
Common Pitfalls
Not enough green to complete your project, or receiving pushback from staffers about the new tech? EHR implementation is complex enough on its own, so take steps to avoid red lights throughout the process.
Unrealistic Timelines and Resources
Even as they readily obtain stakeholder buy-in for their EHR implementation, many healthcare organizations struggle with adequate resources and timelines. Between staff shortages and funding restrictions (e.g., using funds within a specific time frame), teams often rush their planning and put implementations at risk.
Talk about stressful. This frustration only builds as deadlines approach and tight timelines leave work incomplete. And if the team changes during the project, it slows everything down as new people catch up and try to introduce new ideas.
Poor Planning and Expectations
A successful EHR implementation is much more than meeting the go-live date in the project plan. It’s about patient safety, best practices, and preserving patient data. Failed projects don’t put the team in a position to hit its targets and end goals. Maintain realistic expectations and understand the scope of the implementation to see it through.
Lack of Change Management
“But we’ve always done it this way!”
Healthcare professionals are often resistant to changing their processes and are slow to adopt new technology. Involve stakeholders early and often to earn their buy-in and help individuals keep an open mind about changes in day-to-day operations. The most successful hospitals handle change management by implementing a steering committee to advocate for the project and build support prior to kickoff.
It’s important to remain firm but flexible. Be confident about why your EHR implementation is a must to improve operations. “Always” working a certain way doesn’t mean it’s more efficient, and the new EHR could be a positive change.
Choose the Right EHR to Support Your Needs
Your EHR is the central hub of your hospital, storing everything from patient notes to treatment plans and administrative documentation. Slow down and take stock of your unique needs to make your implementation a success.
Juno EHR is made to be made yours, supporting comprehensive personalization to work the way your team does. Subscribe to our blog for insights into healthcare technology and get the latest updates on our EHR to support your continued success.
