Electronic health record (EHR) systems provide a secure platform for healthcare organizations to store and efficiently access a wide range of patient health data. As EHR system vendors transition to newer versions of their systems with upgraded features, many healthcare organizations will face the decision to migrate their data and implement a new system.
When organizations embark on a new EHR implementation, management often expects a smooth transition resulting in improved efficiency, workflows, and financial outcomes. However, even the best planned implementations can encounter significant challenges. Understanding the potential pitfalls and knowing how to address them can help prevent a temporary setback from turning into a long-term operational struggle.
What Are the Potential Pitfalls of EHR Conversion?
Several common challenges arise during EHR conversions and implementations that can negatively impact financial performance and operational efficiency. These include:
- Increased Discharged, Not Final Billed (DNFB), & Accounts Receivable (AR): Delays in charge capture or billing errors can lead to revenue leakage.
- Missing Revenue Due to Charge Capture Issues: Poorly configured systems or staff unfamiliar with new workflows may lead to incomplete charge entry.
- Denials for Timely Filing: Inadequate tracking of claims submission deadlines can result in denials, increasing the administrative burden.
- Staff Adaptation Challenges: A lack of sufficient training can hinder operational efficiency, leaving staff unable to navigate the system effectively.
- Limited Understanding of System Functionality: When employees are unclear on how to resolve system issues without external assistance, productivity suffers.
Other EHR Implementation Risks
While vendors play a crucial role in EHR system implementation, there may be gaps in post-go-live support and optimization. Organizations should consider:
- Standard Operating Procedures (SOPs) Updates: Consider updating organizational SOPs to align with new functionalities.
- Workflow Adjustments for Efficiency: Align workflows to meet operational needs.
- Future Staffing Needs Assessment: The new system may require adjustments in staffing.
- Key Performance Indicator (KPI) Metrics Comparisons: Consider the importance of baseline KPIs for future performance monitoring.
- Extended Post-Go-Live Support: Consider ongoing support after implementing the new EHR system.
Preventive Measures & Strategies for Successful EHR Implementation
To help organizations mitigate EHR conversion and implementation risks, we recommend a structured approach across three key phases:
Pre-Implementation: Readiness & Risk Assessment
Before beginning an EHR implementation, organizations should understand their current capabilities and risks, as well as develop a plan for success. Important steps in this phase include:
- Conducting an in-depth risk assessment to help identify vulnerabilities in the existing system.
- Establishing readiness benchmarks and mapping all critical workflows.
- Defining objectives and expectations for vendor deliverables.
During Implementation: Monitoring & Execution
Once implementation is under way, organizations should maintain consistent communication and oversight to stay on course and respond to challenges as they emerge. This includes:
- Monitoring the implementation timeline to help keep key deliverables on track.
- Conducting regular progress checks with stakeholders to identify emerging issues.
- Maintaining alignment and collaboration between IT, operations, finance, and compliance teams.
Post-Implementation: Performance Tracking & Optimization
The post-implementation phase is not just about maintaining stability, but driving continuous improvement to sustain value from the investment in a new EHR system. This approach can transform implementation from a one-time event to a dynamic process of growth and innovation. Important considerations in this phase include:
- Establishing a system for tracking post-implementation issues and providing immediate resolutions. Identifying the project management team and assigning roles as needed.
- Monitoring KPIs to determine when performance returns to baseline levels.
- Assessing optimization opportunities to enhance efficiency beyond the initial implementation phase.
How Forvis Mazars Can Help
Our team has honed its approach to EHR conversion, implementation, and post-implementation through extensive experience assisting healthcare organizations through this transition. We are committed to helping you develop operational efficiency and financial discipline to support achieving health for your organization and those you serve. If you have questions or would like assistance, please reach out to our experienced revenue cycle professionals today.
Navigating EHR Migration & Post-Go-Live Optimization
This informative, CPE-eligible webinar will dive deeper into strategies and tactics to help mitigate risks and achieve a successful EHR system conversion.