Managing change for successful implementation of your replacement EHR

Change management is essential for the successful integration of a replacement EHR system. If you led the original EHR implementation, you're familiar with the time and effort involved. With experience in planning, training, and troubleshooting, you'll now implement the new system more effectively.

Switching to a new system demands careful consideration and precise execution to avoid pitfalls. This article explores key elements of change management when transitioning to a replacement EHR system, emphasizing leadership, planning, stakeholder engagement and operational efficiency.

1. Setting clear goals for your new EHR
2. Engaging stakeholders in the transition process
3. Identifying and addressing potential risks early
4. The role of leadership in EHR change management
5. Efficiency, consistency, accuracy and privacy as key objectives
6. Continuous support post-go-live

Setting clear goals for your new EHR 

Before committing to the transition, it’s crucial to establish clear objectives for the new EHR system. These goals should align with the broader vision of your practice and focus on improving clinical outcomes, enhancing administrative workflows and ensuring data integrity.

Ask yourself and your team: What specific problems did the old EHR system present? How will the new system address them? Goals may include streamlined patient information management, better data-sharing capabilities, and enhanced decision support for clinicians. These defined goals will keep the project on track and measure success at every transition phase.

Engaging stakeholders in the transition process

Involving key stakeholders, including physicians, administrative staff, nurses, IT teams and patients is essential during the transition process to ensure buy-in and long-term success. Their feedback will not only help shape the system's configuration but ensure that their concerns are addressed from the outset.

When stakeholders are actively involved in the process, they are more likely to embrace the change, reducing resistance and helping them see the new system as a tool for improvement rather than a burden. Regular communication, updates and feedback loops will maintain a more inclusive and collaborative process.

Identifying and addressing potential risks early

No EHR replacement comes without risks and challenges. Common issues may include data loss during migration, disruptions to patient care workflows, or training inefficiencies. Identifying these risks early on allows you to create contingency plans to mitigate them.

For instance, having a backup system in place for critical patient data during the transition can prevent loss. Newer systems may also have a steeper learning curve (depending on your requirements) that could lead to initial decreases in productivity. By proactively addressing these potential risks, you pave the way for a transition that is as smooth and seamless as possible.

The role of leadership in EHR change management

All leaders must have a shared vision for the practice and the replacement EHR system. You know the features that your practice needs in an EHR system and you can use your experience to keep stress and costs to a minimum.

You should make sure that the change process is methodical and well thought out. Cost is an expected and unavoidable consequence of change. Change requires time, money and resources. Schedule comprehensive training for all staff and ensure they adhere to changes by explaining how the new system addresses current EHR complaints.

Recommended download: a healthcare practitioner's guide to achieving C-level buy-in for your EHR project.

Key objectives

The change leader must portray the following objectives for the transition:

• Efficiency: The transition period must be done efficiently, readily providing information from the legacy system to the new system. If data is transferred efficiently, there will be less of a negative impact on clinician workflows.
• Consistency: The converted clinical data, system features and communication features must be functionally equivalent (or better) than the old system. There should be no area of the system that is lacking.
• Transparency: Show your staff the old functionality and display the new way it will be done. A side-by-side comparison of a few problem areas will ease some hesitation. There should also be consistency in the implementation and expectations for all users with a well-planned go-live date.
• Accuracy: During data migration to the new system, the topmost attention must be placed on inputting accurate patient information. Accuracy should be prioritized over speed and completeness in data migration. Inaccurate information will cause clinician frustration and can even implicate the safety and quality of patient care.
• Privacy: Converted clinical information must follow all legal and ethical guidelines for patient privacy. Protected health information must be kept confidential during the migration from the old system to the new system.

Continuous support post-go-live

Even after the go-live date, the work doesn’t stop. Providing continuous support after the new EHR system is launched is essential to ensure that any technical problems or user challenges are addressed promptly. This will prevent long-term issues that could disrupt daily operations or create dissatisfaction among users.

Ongoing training, updates and technical support will help staff adapt to the system fully, maximizing its potential and long-term benefits.

Conclusion

By keeping your administrative, clinical and operational staff abreast of these objectives, you will ease some anxiety regarding the transition. Acknowledge that no system is perfect and that you are working diligently to implement a system that will best serve the practice as a whole. Above all, the change management team must remain positive and enthusiastic about the transition.