3 Reasons your EHR Budget Overran

Transitioning to an EHR system is a lengthy but crucial process for any medical practice. Over time, utilizing an EHR system will indeed save money. However, the process of implementing it can be costly, making it essential to establish a realistic budget for this transition. Below are some of the common reasons your EHR budget might overrun, along with strategies to avoid these pitfalls.

1) Poor Planning

Remember the old adage: “If you fail to plan, you plan to fail.” This saying perfectly applies to the implementation of an EHR system. Inadequate planning is the primary reason for budget overruns. During the planning phase, it's critical to consider everything your practice will need. Effective EHR implementation planning must include consultations with all departments and user types to ensure all needs are addressed.

Additionally, your plan must account for costs associated with new equipment, training time, clinic space, and the inevitable reductions in clinical productivity during training and implementation. Planning should also factor in the cost and time required for transitioning from old paper files to the new electronic system. By developing a comprehensive and strategic EHR transition plan, you can better prepare your budget for the financial commitments involved.

Recommended Reading: EHR Selection Survival Guide - A guide to selecting the right EHR for your practice

2) Unforeseen 'Extras

It’s crucial to understand that no single EHR system will have everything your medical practice desires, but there should be several viable options to meet most of your needs. With this in mind, it's important to choose a system that covers as many of your practice’s requirements as possible.

Many EHR systems offer a basic “package” with additional features and services available as add-ons. If you assume your EHR system includes resources like patient education handouts, only to later find out these resources are “extras” that come with additional costs, you’ll likely be frustrated.

To avoid unexpected expenses, ask detailed questions during the selection phase to determine whether the potential EHR system aligns with your practice’s needs. Inquire about any extra services or features offered beyond the basic system.

3) Quick Fix Solutions

Don’t make the mistake of thinking you can select an appropriate EHR system in just a couple of days. If your clinic needs to transition to electronic records, resist the temptation to go for a quick fix. Quick solutions often lead to more frustration and demand additional time from clinical staff because they typically fail to meet the practice’s needs.

Rather than increasing productivity, a poorly chosen EHR system can lead to low user buy-in and staff resistance. The result? You might end up having to purchase a new system, wasting both time and money. Refer back to the first point: careful planning is essential.

 
Frequently Asked Questions (FAQs)

 What are the common 'extras' that might not be included in an EHR system's basic package?

Common extras can include features like patient education resources, advanced reporting tools, and specialized modules for different types of medical practices. These features often come as add-ons, which can significantly increase your overall EHR costs if not accounted for in the initial budget.

How can I avoid unexpected costs when selecting an EHR system?

To avoid unexpected costs, thoroughly research and ask vendors specific questions about what is included in the base package versus what is considered an extra. Make sure to clarify any potential add-on costs during the selection process, so there are no surprises later on.

What steps can I take to keep my EHR budget on track?

To keep your EHR budget on track, create a detailed and realistic budget that includes all foreseeable costs. Regularly review your budget during the implementation process, adjust as necessary, and maintain open communication with your EHR vendor to address any issues or changes that could impact costs.