5 EHR Go-Live Tips for a Successful Implementation 

Implementing an Electronic Health Record (EHR) system, and successfully launching it’s go-live event, is a significant milestone for any healthcare organization. While EHR systems are not new to healthcare, each system operates differently, carries various benefits, and holds diverse capabilities. Epic, for example, is rolling-out Hyperdrive – a modernized version of their industry dominant EHR system – that promises to enhance interoperability, streamline workflows, and create a more productive experience for users. Meanwhile, other EHR systems still work in siloed, unintegrated ways. Hospitals and clinic should spend careful time considering which EHR system will be the right fit for their organization and will meet their needs.

Whether an organization is implementing a brand new EHR system, or enhancements are being made to an existing system, harnessing a successful EHR go-live event is essential for ensuring a seamless transition with improved user experience. It also minimizes the risks of decreased productivity, drops in revenue, and substandard quality of care given to patients.  But in order to achieve a successful EHR go-live, careful planning, effective communication, and thorough training are vital, and organizations must prepare well in advance.

5 EHR Go-Live Tips

While implementing a brand new EHR system or adding on to an existing system may be challenging, organizations should focus on taking carefully planned and proactive measures to ensure they maximize their benefits. The following tips serve as a way to help guide organizations towards a successful EHR go-live event.

1. Alleviate Staff Anxiety

Leading up to the EHR go-live, your healthcare staff will have experienced the challenging task of continuing to provide quality care and service to patients while learning a new system and workflows. Just like the success of this engagement and adoption, the success of your EHR go-live heavily relies on engaging and supporting your staff. This will be the first time they will work in a real-time environment with the new EHR system. Stress and anxiety are bound to be experienced by staff and having strong leaders addressing this anxiety timely and appropriately are crucial. By providing unwavering support from your leadership team, you can build trust and foster a sense of shared purpose among your staff.

Open communication channels are also essential during the EHR implementation process. By hosting regular meetings and check-ins, as well as inviting all staff to express their concerns and ask questions on their own time promotes a culture of trust and transparency. Actively listening to your staff’s feedback is crucial to making them feel valued and heard. Additionally, showing patience during the learning process and energizing and engaging your staff will motivate them to embrace the change and adapt to the new EHR system smoothly.

2. Inform Patients

Effective communication is the cornerstone of a successful EHR go-live. This communication extends beyond just your staff – it includes patient communication as well. Keeping your patients informed throughout the implementation and go-live process is important for managing their expectations, promoting trust, and minimizing unnecessary disruptions along their care journey.

Be sure to share regular updates through various channels, such as emails, posters in waiting areas, and other informative pamphlets. Explain to patients the benefits of the new EHR system, such as improved medical record accuracy, increased security, and streamlined processes. If patients are left in the dark, your organization risks misunderstandings, impatience, and frustration to be experienced on both parties. This transparency will help patients feel more confident in the hospital or clinic and more supportive of staff during the transition, enhancing their overall patient experience.

3. Choose the Right Approach

Before your organization begins implementing a new EHR system, it’s important to select the appropriate approach of a go-live strategy. The two common methods are the “big bang” and “phased” approach. The “big bang” approach involves deploying your new EHR system across your entire organization all at once, where as the “phased” approach is deployed in a gradual manner, usually department or unit specific.

Though the “big bang” approach may bring faster results, it carries higher risks. For example, if issues arise, they will be felt across the entire organization. This may not be too impactful for a small practice, but it has the potential to carry a significant risk for larger organizations. A “phased” approach, on the other hand, will bring a slower speed of implementation, but it will allow for targeted training and issue resolution. When making your go-live strategy decisions, consider the resources at your disposal, the complexity of the EHR system, and your staff’s readiness.

4. Create an Issue Escalation Plan

Even with meticulous planning, unexpected challenges may arise during your EHR go-live. In order to address and resolve issues promptly, it’s important to devise a well-defined plan for escalated issues. This plan should outline the roles and responsibilities of individuals involved in issue resolution, as well as the appropriate methods to report and track issues. For instance, issues can be categorized based on their severity and impact on patient care. By addressing and resolving these issues in a timely manner, unnecessary frustration among staff can be prevented, ensuring a more seamless EHR go-live experience.  

5. Prioritize Staff Training

Ensuring that all staff receive comprehensive training is fundamental to the success of your EHR go-live. Adequate training and preparation can not only significantly reduce staff anxiety, but it will increase their confidence in using the EHR system in real-time. Insufficient training can be disastrous for your organization, potentially leading to unhappy staff, critical mistakes, high turnover rates, and revenue loss. Evaluate your existing infrastructure and assess the need for additional resources, such as training modules and hands-on workshops. If any staff, including providers, are unable to complete training before a go-live, training the individual should become a priority before the EHR system is launched.

Creating a well-structured training program should include theoretical knowledge, numerous practical exercises, and simulated scenarios to reinforce learning. Training sessions should be conducted well before the actual go-live date to allow your staff to practice using the EHR system in a controlled environment. This will promote a seamless transition once the system is officially running, minimizing disruptions to both staff workflows and patient care.