For Small and Medium-Sized Businesses (SMBs) and private practices in the behavioral health sector, the implementation of an Electronic Health Record (EHR) system can be a daunting task. With limited resources and complex workflows, the process can be challenging with disruptions to operations that impact client care. A successful EHR implementation requires a vendor that can deliver a seamless and efficient process, tailored to your specific needs.
Successful behavioral health EHR implementation is key to improving operations, patient care, and overall efficiency. However, a disruptive implementation can lead to data loss, compliance issues, and staff frustration. The risks associated with integrating a new technology often lead to practices making choices that significantly impact their financial sustainability and client outcomes.
“Our team needed an EHR platform and integrated technology solution that were designed specifically for behavioral healthcare. We were worn out trying to make a product that wasn’t designed for us to work for our specific needs.”
-Amee Markwardt, Program Coordinator of White Bird Clinic
Key Considerations for SMB and Private Practice Behavioral Health Agencies
Switching between cheap technology solutions leads to significant burnout among providers and makes them resistant to change, even when it is necessary. This stagnates the adoption of essential technologies, like EHRs.
A successful transition requires a partner that is committed to a prompt and non-disruptive process. A thorough implementation reflects a vendor’s dedication to specific client needs and a focus on equipping them with the tools and support to be proficient in this technology.
By investing in a trusted EHR provider that offers comprehensive support, training, and customization, SMB behavioral health agencies can:
- Overcome resistance to change: Build trust and confidence among staff, leading to a smoother adoption process.
- Ensure a successful implementation: Benefit from a tailored approach that minimizes disruptions and maximizes value.
- Improve client care: Leverage the capabilities of the EHR to enhance client outcomes and satisfaction.
- Long-term financial stability: Realize the long-term benefits of a well-implemented EHR system, including cost savings, improved efficiency, and enhanced client satisfaction.
“The evaluation and implementation process showed us how Qualifacts would meet our needs today and into the future both as our programs and services grow and evolve and as payment models and compliance rules change.”
-Alex Hauge, EHR System Administrator of White Bird Clinic
Customization for Optimal Efficiency
A successful EHR implementation requires a platform that can be customized to fit the unique workflows and needs of individual behavioral health agencies. This customization ensures optimal efficiency, improved client care, increased staff satisfaction, and enhanced compliance.
Key features that are essential for SMBs include:
- Robust reporting & analytics: Gain valuable insights into your organization’s performance with customizable reports, dashboards, and analytics tools.
- EHR user groups: Connect with other users, share best practices, and stay up to date on industry trends and best practices.
- Simplified billing: Optimize billing processes, reduce errors, and improve revenue cycle management.
- Hands-on training: Learn best practices and troubleshooting techniques through personalized training sessions.
By investing in an EHR that offers these essential features and can be tailored to their specific needs, SMB behavioral health agencies can maximize the benefits of technology and improve overall outcomes.
Post-Go-Live Support: Ensuring Long-Term Success
A successful EHR implementation extends beyond the initial go-live date. Ongoing post-go-live support is crucial to ensure that agencies continue to derive maximum value from their investment.
Virtual learning management system (LMS): Access to a centralized LMS with on-demand training videos enables staff to learn at their own pace and review information as needed.
Technical support: Prompt and effective technical support resolves issues quickly, minimizing disruptions and maximizing productivity.
Consistent technology updates: Stay ahead of industry trends and regulatory changes with regular updates and enhancements to the EHR system.
EHR user groups: Access to EHR user groups provides a valuable opportunity to connect with other users, share best practices, and learn from the experiences of peers who are using the same system as your practice.
By investing in a product that offers comprehensive post-go-live support, SMB behavioral health agencies can ensure a positive and enduring experience with their EHR system.
“Qualifacts became our third EHR vendor after we outgrew our two previous systems. Because of this, we wanted to be very strategic in our decision to adopt the right new EHR. We knew that Qualifacts had done many large implementations for CCBHCs, and during our evaluation process, we saw how the Credible EHR would offer us workflow configurability, integrated treatment plans, and the outcomes tracking and assessments we needed.”
-Dan Carlson, VP of Enterprise Solutions of People Incorporated
Data Security and Compliance: Protecting Client Information
The recent Change Healthcare attack underscores the critical importance of data security in the healthcare industry. With vulnerabilities exposed, sensitive client information can be compromised, leading to devastating consequences.
Choosing a reputable EHR vendor who prioritizes data security is essential. Such a vendor must invest in robust measures to protect client information, including encryption, access controls, regular audits, and incident response plans. Additionally, compliance with industry regulations, such as HIPAA and ONC certification, is crucial to safeguard client data and avoid legal and financial penalties. By prioritizing data security and compliance, SMB behavioral health agencies can protect client information, maintain trust, and avoid legal and financial penalties.
What to Look for in an EHR Provider
While evaluating EHR providers, it’s crucial to consider not only the technical capabilities but also the overall vendor partnership. A good partner will work collaboratively with your agency to ensure a positive implementation and ongoing support.
Industry Expertise: A Critical Success Factor
When choosing an EHR provider select a partner with a deep understanding of the industry. A vendor familiar with the unique challenges and workflows of behavioral health agencies can offer solutions that are specifically designed to meet your needs. This is especially important in when it comes to:
- Regulatory compliance: Industry knowledge ensures that the provider is up to date on relevant regulations and can help you navigate compliance requirements.
- Best practices: A provider with experience in the behavioral health industry can share best practices and insights to optimize your operations.
- Support and guidance: A knowledgeable provider can offer valuable support and guidance throughout the implementation and ongoing use of the EHR system.
- Long-term partnership: A provider with a deep understanding of your industry is more likely to be a long-term partner, providing consistent support and evolving with your agency’s needs.
“What is unique about Qualifacts is its sole focus on mental and behavioral health, enabling it to stand out from the crowd of technology behemoths operating in the healthcare space. Having a partner that is focused on our business and can support our needs is vital.”
-CIO of Health Connect America
A Customer-First Focus
In the competitive landscape of EHR providers, customer satisfaction should be a top priority. A vendor that is truly committed to customer satisfaction will go above and beyond to ensure a positive experience. A key aspect of customer focus is responsive support. A dedicated support team that promptly addresses questions, concerns, and issues is essential. Additionally, proactive communication throughout the implementation and throughout the ongoing use of the EHR system is crucial.
Another important aspect of customer focus is the discovery process. A reputable EHR provider will take the time to understand the agency’s pain points, needs, workflows, and goals. This customization ensures that the EHR system is tailored to the agency’s specific requirements, putting the focus on the customer and delivering a solution that truly fits their needs.
“Other platforms were too rigid for our needs. We needed a system that could be easily updated to meet our specific requirements and keep up with changing state reporting regulations. Qualifacts gives us that flexibility, allowing us to focus on providing the best possible care for our clients.”
-Noelle Carroll, Psy.D, Health Services Director of Polk County Health Services
Customer Support and Training
Many EHR systems are notoriously difficult to implement due to a lack of dedicated implementation teams. Providers may be forced to navigate the technology on their own, relying on outdated videos and dead forums. This can lead to frustration, errors, and delays in adoption.
A reputable EHR provider will offer comprehensive resources to help agencies maximize the value of their investment. This includes in-depth training, a robust LMS for future reference, and responsive support from the implementation team. Ongoing support and resources help agencies stay up to date on new features, best practices, and industry trends. By choosing a provider with a strong commitment to customer support and training, you can ensure a smooth implementation and ongoing success with your EHR system.
Choosing the Right SMB or Private Practice EHR
At Qualifacts, we understand the unique challenges faced by behavioral health agencies—both small and enterprise businesses. Our team of behavioral health experts provides tailored solutions, seamless implementations, comprehensive support, and scalability.
“C-suite individuals know that sustainability and growth is correlated to their ability to leverage technology, data, and analytics. That’s why they ask us to come in not just as an EHR software vendor, but as a true technology and data analytics partner to help them with the key insights that they need to drive their business.”
-Josh Scholler, CEO of Qualifacts
Our customer-centric approach and discovery process ensure that our solutions are perfectly aligned with your agency’s goals, workflows, and pain points. This means you can focus on treating your communities while we handle the complexities of your EHR platform. Our dedicated implementation team will guide you through the process, ensuring a seamless transition and minimal disruption to your operations.
To learn more about how Qualifacts can benefit your organization, reach out for a demo today.
