When running a healthcare practice, choosing the right electronic health record (EHR) system is one of the most critical decisions you’ll make. It’s the foundation for nearly everything you do as a practice.
Beyond being a digital repository for patient records, EHR systems are the backbone of efficient, streamlined, and compliant healthcare operations. However, with so many available options, finding the right EHR can feel, well, overwhelming.
This guide provides valuable information and insight on how the right EHR system can make or break your practice. It also serves as a comprehensive EHR evaluation checklist to help you find the solution that aligns with your practice’s unique needs.
Let’s dive in.
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Understanding EHR Systems
An electronic health record is a digital version of a patient’s medical history maintained over time by healthcare providers. It includes essential data and information, including:
- Demographics: Name, date of birth, address, insurance details
- Test results: Lab reports, imaging studies
- Medical history: Diagnoses, treatments, medications, immunizations
- Progress notes: Physician and nurse observations, treatment plans
With all of this crucial data at play, it’s clear that choosing the right EHR system can significantly impact your practice’s efficiency, patient outcomes, and compliance.
While a well-designed system improves workflows and patient care, a poor choice can lead to inefficiencies, higher costs, and even regulatory risks.
Why an EHR Evaluation Checklist Is Essential
With countless EHR options on the market, finding the right one can feel daunting. Some of the most common challenges healthcare providers face during this process include:
High Costs
Not every system fits into the budget, and the cost of EHR implementation can vary. For example, according to one report, 73% of surveyed healthcare organizations use multiple public cloud vendors and are spending $9.5 million annually on average.
Here is a quick overview of costs to consider:
- Installing, maintaining, and upgrading software systems
- Customizations to align with your practice’s specific workflows, processes, and requirements
- Training and retraining your staff
- Subscription fees
- Storage, backup costs, and managing patient health records in a cloud-based or physical data center
Integration Limitations
Many EHRs struggle to communicate with existing software or systems, creating bottlenecks in daily operations. According to one review, this interoperability battle can lead to:
- Fragmented care
- Increased data and medication errors
- Redundant testing resulting in higher healthcare costs
- Greater provider workload burnout
Usability Issues
Complex interfaces can overwhelm staff, leading to human errors and inefficiencies. One review article in The Journal of Primary Care & Community Health states, “Compared to other forms of technology, EHRs tend to have a relatively poor overall usability score. This may be partially a result of overly complex interfaces and inefficient, nonintuitive workflows.”
With all the challenges providers face while searching for the right EHR, it’s important to nail down what is truly needed. A well-thought-out, structured EHR evaluation checklist lets you assess all critical factors when evaluating systems, helping you avoid oversights that could lead to costly errors later on.
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Must-have Features to Include on Your EHR Evaluation Checklist
Can the EHR system handle my existing workflows? Is it mobile friendly? Is the EHR HIPAA compliant? These are just some of the many questions you may face when evaluating an EHR.
While reviewing options, consider these top seven EHR features to ensure the system fits your practice’s needs:
1. Cloud-based vs. On-premise Systems
There are two main types of EHR systems: cloud based and on premise. Deciding which solution is a better fit is the first step to choosing the right platform for your practice. Consider the differences/advantages between the two systems:
On-premise System
These systems involve installing and operating the software on servers that are physically present within the healthcare facility.
Advantages: This set up provides a sense of autonomy and control, allowing practices to manage and maintain their server infrastructure. No internet? No worries. The system operates locally, so a poor internet connection does not affect its performance.
Cloud-based System
Remotely hosted EHR systems leverage external servers provided by third-party vendors.
Advantages: These systems operate via the Internet, letting practices access and manage patient data without a ton of on-site server infrastructure. This option also has the advantage of offloading maintenance responsibilities to experienced service providers. Other bonuses include:
- Cloud-based tools are scalable, allowing practices to expand or contract their health IT infrastructure based on changing needs.
- Cloud EHRs are well suited for healthcare systems with multiple locations, as data can be accessed and updated seamlessly across disparate facilities (better interoperability).
2. Interoperability
Make sure your EHR seamlessly integrates with other systems, like practice management software and billing platforms. Interoperability enhances data sharing and minimizes duplicate entries.
For example, EverHealth, an integrated ecosystem of communication tools, practice management, and charge capture solutions, offers a cloud-based EHR. This all-in-one platform merges software and services for an integrated health record and practice management suite, featuring embedded payments, patient engagement, communications, clearinghouse, and robust services like revenue cycle and chronic care management.
This interoperability boosts practice efficiency, revenue management, and patient record integrity by providing a consistent workflow between providers and staff.
3. Compliance and Security Features for EHRs
Compliance with regulations like HIPAA is non-negotiable. HIPAA violations can result in penalties ranging from $100 to $50,000 per violation. To avoid issues, look for robust security features, like encryption, multi-factor authentication, and regular system audits, to protect sensitive patient data.
Some experts feel that cloud-based systems are more secure than on-premise ones. The Cloud Standards Customer Council (CSCC) states, “Cloud service data centers are typically highly secure and well protected against outsider and insider threats using administrative and technical methods implemented and maintained by expert professional staff.”
4. EHR Customization and Scalability
No two practices are the same, even in similar specialties. Opt for an EHR that can be customized to meet your workflow and can grow with you over time. One way to do this is to future proof your practice with mobile-friendly EHR.
For example, the EverHealth EHR is built to be fully customizable for a practice’s specific needs, and it can be accessible from anywhere at any time. The native iPad software allows providers to spend more time interacting with patients and less time on a computer.
EverHealth also offers a full-featured EHR on iPhone. Providers can document a full patient encounter, lock the note, and bill insurance. With complete clinical documentation capabilities, physicians can see patients on an iPhone during their rounds.
5. Ease of Use and Interface Design
A user-friendly interface is a must have, reducing the learning curve and boosting administrative and clinical staff efficiency. It also can help save you money, such as training and hiring additional IT staff. For example, a healthcare IT consultant’s salary can cost upwards of $100,930 a year.
6. Cost Transparency
Evaluate the total cost of EHR implementation, including setup fees and ongoing updates. Transparent pricing can help you prepare financially. Ask the vendor about costs like:
- Hardware like servers and computers
- All software costs, including additions and upgrades
- Training for clinical and office staff
- System maintenance, data conversion, and workflow support
- Maintenance fees such as hardware and software license maintenance agreements and IT support fees
7. EHR Support and Training Services
It’s important to compare EHR vendors in different areas, especially regarding their support and training. Research information about various vendors online and look for a company that meets your customer support and training needs.
Knowing that help is only a call or chat away can make all the difference during implementation and daily use. HealthIT.gov offers tools to help providers compare EHR vendors, including:
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Tips for Successfully Implementing an EHR System
Once you’ve selected the right EHR, the work isn’t over. Check out these practical tips to ensure a successful implementation:
Plan for Data Migration
EHR data migration involves transferring patient records from one system to another. This process is crucial for maintaining patient care continuity, avoiding disruptions, and ensuring compliance with regulations.
Work with your chosen vendor to seamlessly transfer patient records and historical data. Ask the vendor questions such as:
- Do they plan to move all data simultaneously or in phases?
- What will the data mapping and transformation process entail? Data mapping ensures that data from the previous system aligns accurately with the new EHR structure.
Prioritize Staff Training
Implementation is only as successful as the people using the system. Schedule training sessions for all employees, from administrative staff to physicians. This ensures the team feels capable and confident when using the new system.
Pilot the System
Conduct a phased rollout or pilot program before committing the entire practice to the system. This allows you to identify potential issues and refine workflows without disrupting operations.
Talk with Patients
Share the news about your new EHR system with patients. Explain how it will enhance their experience, from quicker appointment scheduling to better access to their medical records. Send out information on the new system through patient portals and/or hand out materials during check-in.
Metrics Matter
Gather feedback from staff and patients post-implementation. Use this feedback and other metrics to refine how your staff uses the EHR system and address any issues.
Choosing and implementing an EHR system is no small feat, but it’s one of the best investments you can make in the future of your practice. By using a thorough EHR evaluation checklist, you can confidently select the right solution to streamline your operations, enhance patient care, and drive success.
Contact EverHealth today to learn more about our EHR solutions and how we can guide you through the selection process.
