Most healthcare organizations will switch their EMR software at some point, with over 62% of organizations already having undergone the process at least once. But switching EMRs is no easy feat, especially as your collection of healthcare continues to grow each day.
It’s a daunting decision that impacts business processes, usability, and the level of care you’re able to provide to your patients. If you want the best chance of a seamless crossover with minimal impact on day-to-day operations, follow these four best practices for switching EMRs:

#1 – Prepare for Data Transfer Challenges

Data transfer remains the single most biggest challenge in switching EMRs. The problem largely falls on the lack of standardization between EMR vendors. Most vendors have their own hierarchy and data organization, making it difficult to move to a new EMR when business needs demand it.
Before you make the switch, you’ll need to examine what types of data will need to migrate to your new system. You will also need to decide how to handle legacy data that isn’t migrating, as there may be times when users will need to access something that didn’t cross over.

#2 – Plan for Downtime and Productivity Loss

There will be some amount of downtime or productivity loss as you’re moving to a new EMR system. But just how much will depend on how you plan your data transfer and how well prepared your team is to adopt the changes.
You can minimize your downtime by migrating bits of your old system to the new one over time and not turning off the old system until the new system is ready. In addition, you should take time to train and onboard your users to the new system so they’re already familiar with how it functions before they work with it in real time.

#3 – Develop Standard Operating Procedures Early

Your new system will likely look and function differently than your old one (otherwise, why would you need to switch?). These changes must be supported by new standard operating procedures that outline how the new system can and should be used.
Creating new SOPs also forces you to get specific on your expectations for the new system. Collectively, these SOPs can serve as a comprehensive training manual and FAQ guide to help onboard new team members and ensure consistency at scale.

#4 – Get User Buy-In and Support

Gaining support from the leaders and staff that will be using the new EMR is critical. It’s common courtesy to let them know you’re moving to a new system, but they also need assurances that they will be successful in using the system to the level you expect.
Earn their support by touting the benefits of the new system, how it will help them deliver a better patient experience, and how it will help your organization grow as a whole.

How HEF Solutions Can Streamline Your EMR Upgrade

If you’re switching EMRs, it’s easy to get overwhelmed in the process. Your organization is at stake when your new system goes live, and you want to ensure a seamless process so you can continue delivering a high level of care to your patients.
HEF Solutions has partnered with many healthcare organizations to ensure a smooth from start to launch. We convert your healthcare data to your new system to ensure your users can access the information they need the moment your system goes live.
Contact us today to see how we can take the guesswork out of switching EMRs so you can continue to move your organization forward.