Change Management Playbook for EHR Upgrades

Electronic health records implementation is an essential aspect of healthcare IT transformation. EHRs offer a wholly digital way to securely access patient data, and where practices invest in advanced EHR tools, such as NextGen solutions, they also include features such as analytics, links to practice management tools, and collaborative solutions.

Yet despite the clear advantages of swift access to patient data, not all practices have EHRs that are fit for purpose. Many are looking to upgrade their systems, or may already have effective EHRs but want to upgrade to newer versions to access advanced features.

While organization-wide healthcare technology adoption can be daunting, it can also open up new growth and promote better patient outcomes. Effective change management is the key to successful, profitable EHR implementation.

Understanding Change Management in Healthcare

Healthcare practices are thriving ecosystems of medical professionals, administrative staff, executive leaders, and IT solutions. Because all aspects of the practice are interconnected, change is never easy. From the physical implementation of systems or tools to acceptance and training, there are many factors to consider.

That’s why healthcare project management requires change specialists, who can oversee the entire process, log and respond to objections, and feed back any challenges to the relevant stakeholders. In the absence of change management specialists, many healthcare organizations onboard specialist partners who can assist them with medical software integration and upgrades.

Developing an EHR Implementation Plan

Start by defining the goals of your electronic health record implementation plan. These may include:

• Clinical workflow optimization

• Improved clinical data interoperability

• Healthcare process improvement

• More secure health information systems

• Improved patient data management

You may already excel in some of these areas, and may need improvements in others. Understanding the driving factors behind your EHR upgrade will help you choose the most appropriate vendor. They’ll also help you quickly address any healthcare technology adoption objections, as you’ll be able to instantly highlight the benefits of the new systems or tools.

Identify the stakeholders involved in any upgrade. These may include vendors, technology professionals, chief information security officers (CISOs), and anyone involved in data governance. Remember to listen to concerns. If your CISO is worried that the new system won’t be fully HIPAA compliant during the data transfer process, for example, engage the vendor to provide evidence to the contrary.

Create a timeline for implementation. You may find it beneficial to take a ring-fenced approach, rolling out new systems to certain teams before implementing changes across the whole practice. You can gather feedback or troubleshoot before any teething problems impact your entire organization.

Phases of EHR Upgrade Implementation

Here’s how successful practices ensure effective EHR implementation.

Pre-implementation: Readiness assessment and planning

Are you ready to upgrade? Work with an expert consultant to consider where data is currently held, secure methods for transfer, and how to transform any physical documents into digital formats.

Plan for training and objection handling, and ensure all relevant personnel are kept informed.

Role your timeline out and have contingencies in place for unforeseen delays.

Implementation: Execution and monitoring

Once you roll out your system upgrades, it’s important to monitor key metrics for success. Always make a note of base KPIs before the implementation, and monitor them after one month, three months, six months, and a year.

You could also consider surveys or regular meetings with users to quickly identify issues that may need relaying to vendors or IT specialists.

Post-implementation: Evaluation and optimization

At the one-month mark, it’s time to compare your key metrics and log your findings. Helpfully, many modern EHR and electronic practice management systems, such as NextGen tools, include quality reporting features and visualization dashboards that offer insights virtually instantly.

Use your findings to optimize your EHR upgrades. This may involve:

• Adjusting the templates you use

• Switching to more specialized add-ons, e.g., cardiology or women’s-health specific services

• Optimizing workflows for efficiency

Again, remember to take on feedback from the people actually using the system every day so you can adjust the EHR ecosystem based on their needs and the needs of your patients.

Best Practices for Healthcare Change Management

Your implementation timeline will only run to schedule with effective change management practices in place. Change managers in healthcare environments must develop effective communication strategies. They have to be able to liaise as effectively with specialists as they do with executives or front desk personnel.

They are also responsible for ensuring adequate training is provided and implementing support mechanisms. In addition to ensuring staff can reach out for support when needed, there should be easily accessible channels to provide feedback and report any issues.

How TempDev Helps You Manage Successful EHR Upgrades

NextGen EHR systems are helping to transform practices, promoting growth and efficiency. TempDev supports practices by assisting with upgrades, optimizing workflows, and providing specialist templates and dashboards. Go beyond basic EHR capabilities and make the most of the digital tools at your fingertips.

The most recent statistics suggest that 83.6% of physicians are now using a certified EHR system. If you’re still coping with legacy systems, disparate digital tools, or frustrating data siloes, it could be time to consider an upgrade. Contact TempDev online or call 888.TEMP.DEV for personalized support for your EHR upgrades.