Implementing a new Electronic Health Record (EHR) system is a pivotal moment for a healthcare organization. It’s a strategic move that significantly impacts operational efficiency, client care, and overall business performance. The entire journey of selecting, implementing, and fully adopting a new EHR can be complex and time-consuming.
Many healthcare providers delay the implementation process by waiting until their current EHR contract nears its end. This approach, while seemingly cost-effective in the short term, can lead to significant challenges and disruptions of care in the long run. By starting the planning and implementation process early, healthcare organizations can mitigate risks, optimize workflows, prevent care disruptions, and ultimately achieve a smoother transition to a new EHR system.
“We couldn’t trust the FASAMS reports or the data, we didn’t have the support we needed, or the relationships we needed, and it was time for a change.”
-Suzanne Patterson, Senior Data Analyst for LMC of Life Management Center of NW Florida
Factors Affecting EHR Implementation Timeline
The exact timeline for a successful EHR implementation can vary significantly from one organization to another, as it’s influenced by a variety of factors. Understanding the intricacies of EHR implementation is crucial for healthcare organizations to make informed decisions and set realistic expectations to ensure a smooth transition to a new system.
“Previously, we were working in EHRs that weren’t developed for behavioral health, which made everything more difficult.”
-Candice Jacobs, Program Manager at Kodiak Area Native Association
Organization Size and Complexity
The size and complexity of a healthcare organization are primary influences on the EHR implementation timeline. Smaller practices with fewer providers and simpler workflows can often implement a new EHR system more quickly than larger organizations with multiple locations, diverse specialties, and complex care models.
Larger organizations typically require more extensive planning, configuration, and training to accommodate their diverse needs. Factors such as the number of providers, the volume of patient encounters, and the integration of multiple departments and systems can influence the overall implementation timeline.
Vendor Selection and Implementation Support
An EHR vendor with a proven track record brings with them an experienced team and robust support systems, which contribute to a faster process. Their configuration capabilities, integration options, and customer support are key to project timelines. For behavioral healthcare organizations, a vendor with relevant workflow expertise, a top-level security, and a commitment to customer satisfaction is especially valuable, providing essential guidance and support. Careful vendor selection, aligned with organizational needs, sets the stage for a successful transition.
“The transition from paper to a fully integrated EHR was a big change, and we’re settling in. This way of working was new for almost everyone. Qualifacts partnered with us to make sure we got the support we needed. We are where we need to be,”
-Beau Sudtelgte, VP of Finance and Administration of Crittenton Center
Internal Resources and Staff Availability
One key factor is having the right people and resources in place. Having the right team in place—including IT professionals, clinical and administrative staff, project managers, system analysts, and trainers—is paramount. Comprehensive training and onboarding are essential for a smooth transition and to minimize disruptions to daily operations. Planning must also include dedicated time for troubleshooting and resolving any technical challenges that may emerge.
Open communication about the benefits of the new EHR system and how it will ultimately improve workflows can help gain staff buy-in and encourage participation.
How Can You Accelerate Your EHR Implementation?
Start Early and Plan Ahead
One of the most effective ways to accelerate your EHR implementation is to start planning early. Begin the vendor selection process well in advance of your current contract’s expiration to allow ample time for research, demonstrations, and decision-making. By starting early, you can avoid rushed decisions and ensure that you select a vendor that aligns with your organization’s specific needs and goals, as well as give the vendor the time needed to configure the system to your unique workflows.
To optimize the implementation process, create a dedicated project team comprised of key stakeholders from various departments, including IT, clinical, and administrative staff. This team should be responsible for overseeing the entire implementation process, from vendor selection to go-live and post-implementation support. By establishing a dedicated project team, you can ensure clear communication, efficient decision-making, and timely execution of tasks.
Choose the Right Vendor
In addition to finding a system that meets your organization’s requirements, it helps to prioritize vendors with a proven track record of successful implementations, especially in behavioral healthcare organizations like yours. A strong commitment to customer support is essential to address any issues or challenges that may arise during the implementation process.
Consider vendors that offer cloud-based solutions and pre-configured templates to streamline the implementation process. Cloud-based solutions can reduce hardware and infrastructure costs, while pre-configured templates can expedite the configuration and customization phases. By carefully evaluating vendor offerings and selecting a partner that aligns with your organization’s specific goals and needs, you can accelerate your EHR implementation and achieve a faster return on investment.
“The evaluation process and then the implementation process continued to show us how Qualifacts and CareLogic would meet our needs today and into the future, as our programs and services grow and evolve and as payment models and compliance rules change,”
-Alex Hauge, EHR System Administrator at White Bird Clinic
Leverage Vendor Expertise
This experienced implementation team should provide valuable guidance and support throughout the entire process, from initial planning to go-live and beyond. Take advantage of their knowledge of best practices, industry trends, and lessons learned from previous implementations.
Be open to the vendor’s suggestions and recommendations, as they may have insights that can help you optimize your workflows, timelines, and overall implementation strategy. By collaborating closely with this skilled team, you can minimize risks, accelerate processes, and achieve a successful EHR implementation.
“Having a partner that has the expertise to really understand how to harness technology is key.”
-Josh Schoeller, CEO at Qualifacts
What Does the Typical Vendor Selection and Implementation Timeline Look Like?
On average, the full process can take anywhere from six months to a year, depending on the size of your organization and the complexity of the implementation. A strong partner will also keep working with your team after the implementation to ensure the system is running smoothly and that the customizations fit your workflows.
- Planning and Requirements Gathering: 1–3 months
- Negotiation and Contracting: 1–2 months
- Implementation and Customization: 3–6 months
- Go Live: 1 month
- Post-Implementation and Optimization: Ongoing, 1–3 months after Go-Live
Being Ready for EHR Implementation
While the exact timeline for EHR implementation can vary, by understanding the key factors and planning effectively, healthcare organizations can minimize disruptions and maximize the benefits of their new system. A well-executed EHR implementation can streamline workflows, improve patient care, enhance decision-making, and boost operational efficiency.
Qualifacts offers a comprehensive EHR solution designed to meet the unique needs of healthcare organizations. Our experienced implementation team and robust support services can help you navigate the complexities of EHR implementation and achieve a successful transition. By partnering with Qualifacts, you can accelerate your EHR journey and realize the full potential of your new system.
“We came through the switch to CareLogic with promises met, needs served, and teams engaged for partnership, learning, and the ultimate goal of self-management. Previously, workflows were not intuitive. Now they are built to our needs, and we can manage changes ourselves when our programs and services change. The implementation process was one of the best project methodology experiences I’ve had working alongside a technology partner.”
-Alex Hauge, EHR System Administrator at White Bird Clinic
