Three EHR project milestones to track in your timeline

Given the number of variables that can either increase or decrease the time needed for an EHR implementation, the typical time needed for EHR implementation varies according to setting and by-product.  As such, one cannot easily find a standard timeline for EHR implementation.

However, selecting milestones provides a way all practices can gauge the progress of an EHR project. Before discussing what should be considered necessary EHR milestones, one should consider in an EHR project timeline; it is important to consider the topic of defining milestones and how one measures their attainment.

Defining EHR milestones

An EHR project milestone should contain milestones that can be defined in a way that allows for progress toward them to be objectively measured. As such a milestone should have a clear definition that all stakeholders can understand and an agreed upon and generally accepted method of measuring progress toward achieving the milestone.

A second consideration that an implementation team should consider rests in the types of milestones that should be included in a timeline. Milestones can include planning milestones related to selecting or implementing the system or implementation milestones. Further, milestones may also include post-implementation goals such as the user or patient engagement, productivity, or proficiency.

Tracking both pre- and post-implementation milestones helps ensure continuous improvement. The following are three EHR project milestones to track in your timeline.

1. Goal setting

Goal setting is a significant part of an EHR project and can be considered an important milestone in a project as it represents an important part of the planning process. The assessment should look at the current state of the practice and consider what are the specific and measurable goals related to implementing the EHR system and identify any barriers to meeting these goals.

Tip: Set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals to ensure clarity and focus during the implementation.

For example, will the implementation not result in lost productivity over a certain specific level or disruptions or downtime will not exceed “X hours.”

2. Selection

In the process of selection, albeit early in the process, the evidence does indicate that on average, practices spend 16 weeks selecting an EHR. This crucial phase determines the overall success of the project and represents a significant milestone.

Given the importance of the task at hand and the time it takes to accomplish selection represents an important milestone in the process of adopting an EHR.

3. Planning

The planning phase should focus on mapping out how work currently gets done. During this stage, creating detailed workflows can help identify potential disruptions early.

With this information, it is important to consider how to minimize productivity loss during the implementation phase as disruptions are caused to the normal workflow as the new EHR system is put in place and stakeholders become accustomed to the new system.

Involving stakeholders in the planning phase

During the planning stage, some organizations elect to rely heavily on an implementation team representing various stakeholders in an organization that provides “on-the-ground information” regarding workflows and how the implementation will affect them.

Ultimately, an implementation plan will seek to get an EHR system in place with minimal disruption and lost productivity. An effective plan will outline specific steps to mitigate workflow disruptions and set realistic timelines.

How it accomplishes this goal remains contingent on the unique circumstances found in an organization. How long it takes depends on the size of an organization and the type of EHR system being put in place. However, by setting objectives and measurable milestones, a practice can better gauge its progress.

Conclusion

In summary, tracking key milestones such as goal setting, selection, and planning ensures a structured approach to EHR implementation, reducing the risk of delays and inefficiencies. Monitor these milestones to maintain momentum and achieve a successful EHR implementation.