EHR Change Management: The Key to Unlocking Practice Transformation

Change management is essential for successful integration of a new EHR system into your practice. It is the basic principle that underlies all phases of implementation and helps to achieve meaningful use and real practice transformation.

Successfully implementing an EHR system requires more than just new software. It requires a clear plan to help staff adapt and stay engaged.

Without effective change management in EHR implementation, transitions can lead to confusion and frustration, especially for large practices, where multiple departments and leaders are involved. 

It is essential that all leaders have a shared vision for the practice and for the new EHR system.

Establishing leadership early

The first step to bring about successful change is to assign an EHR leader. This individual, ideally involved in system selection, should be well-respected and able to communicate the benefits clearly (this point person will likely be a physician, nurse, or practice manager). Their role is to generate enthusiasm and ensure adoption.

[Change management] is the basic principle that underlies all phases of implementation and helps to achieve meaningful use and real practice transformation.

Clear communication and preparation

The EHR leader should hold a practice-wide meeting to introduce the system, set a timeline for training, and address staff concerns. Two-way communication ensures employees understand their roles in the transition and feel involved.

Anticipating and addressing resistance

It is important to expect resistance when introducing such a large change, but clear and open communication will improve buy-in. Reasons for resistance will include:

• Complacency: “We've always done it this way.”
• Resistance to technology: Unwillingness to learn new systems.
• Heavy workloads: Concerns about additional responsibilities.
• Low morale: Perceptions that change is driven by cost savings rather than efficiency.

Therefore, it is important to clearly and accurately convey the benefits for each level of personnel:

• Administrators benefit from improved efficiency, streamlined billing, and cost savings.
• Clinicians spend less time on documentation and more on patient care.
• Patients get better access to their records and improved provider communication

Keep communication open during EHR change management and you will achieve greater user buy-in. Clinical staff need to approach EHR implementation with a positive attitude for more successful training and utilization.