Here’s Why Your EHR Implementation Is Failing

Your electronic health records (EHR) system is one of the most significant purchases your practice will make, so it stands to reason that you would want to maximize that investment. However, this is where many physician groups fail.

At my firm, Kaufman Rossin, we have seen firsthand the common mistakes of EHR implementation through working with hospitals and other healthcare providers, including physician practice groups across more than 20 medical specialties.

While some providers have yet to implement an EHR system, others are now making the switch from one system to another, and many more are sticking with their chosen system, despite frustrations, challenges and limited success. Regardless of which EHR system you choose, you should take care to avoid the following potentially disastrous pitfalls.

Choosing the wrong vendor

In the 2015 EHR Satisfaction Survey, readers of Healthcare IT News weighed in on their EHR picks, based on features such as user experience, interoperability with other clinical systems, and quality of installation support. The top-rated performers were Epic, eClinical, Allscripts and Cerner.

However, while there are many good systems on the market today, not every system works well for every provider. So the real question is not “Which is the best EHR vendor?” but rather, “Which EHR vendor is the best fit for my practice?”

Selecting a vendor that does not fit your needs can set you on a course to failure. An experienced healthcare consultant can assist at this stage by assessing your needs, conducting due diligence on vendors, making recommendations, assisting in the negotiation of contract terms, and reviewing and advising on the implementation workflow and timeline.

Not planning for temporary loss of revenue

An EHR system is a long-term investment. If implemented properly, it can help you to increase efficiency, effectiveness and ultimately profitability of your practice. However, there will be a period of adjustment. Many providers don’t fully account for the temporary loss of revenue that will initially result from implementing an EHR system.

It is typical for patient visit volume to drop for the first 30 days or so after an EHR system goes live. It will take some time for staff and physicians to learn and adapt to the new system, which means the office won’t be able to handle as many patient visits initially. Most practices will start to feel this loss of revenue about 60 days after launch, after which time productivity and revenue should start to slowly ramp back up.

To prepare for this temporary decrease in revenue, we often advise our clients to take out a line of credit – just in case. When it comes to cash flow, it’s better to have it and not need it than to need it and not have it.

Inadequate technology infrastructure

Assessing your technology infrastructure should be part of the upfront discovery process with your EHR vendor. For example, do you have enough bandwidth to handle the system requirements? Do you have enough server space? Are your other clinical systems compatible? Are your billing systems compatible? A qualified healthcare consultant can help you address these questions upfront and avoid unpleasant surprises during implementation.

Insufficient training and support

Imagine this: You have done your due diligence, selected a vendor, signed the contract, attended discovery and planning meetings, upgraded your existing IT systems, and patiently waited through several weeks of implementation. Now the moment you’ve been waiting for is finally here. It’s go-live day! The proverbial switch is turned on and … disaster ensues. Not the result you were hoping for, right?

Insufficient training for physicians, clinical staff and administrative staff can set you up for a nightmare on day one.

Training should be completed well in advance of go-live day. Webinars can be an effective learning platform, but don’t underestimate the importance of live training. You should schedule onsite training sessions with your EHR vendor for everyone who will be using the new system.

In addition, you should have experts onsite during the first week or two after launch (and possibly longer) to answer questions and assist with any issues that may arise.

Missing opportunities to improve business

The bad news: Your work isn’t over after the implementation has been completed. The good news: Your opportunities have just begun.

To maximize the value of your multi-million dollar EHR investment, you need to take advantage of the wealth of data that is now available to help you improve your business. If you have an integrated EHR system that includes both practice management and medical record management, this is even easier.

A qualified healthcare consultant can help you determine which key performance indicators you should be measuring at your practice and can assist in designing analytics dashboards and metrics reports to track financial and operational performance.

The key takeaway: Implementing an EHR can pay dividends in improving your practice, but there are also many points at which the process can go off track, compromising the success of the system and limiting the value you will derive from your investment.

Engaging an experienced healthcare consultant to guide you throughout the EHR selection and implementation process can help you to avoid common pitfalls and maximize the value of your investment by using the system as efficiently and effectively as possible.