How to Choose an EHR system for your Medical Practice

There's no doubt that technology is changing every day. We will forever be inundated with updates, analytics and compliance and security issues.

While choosing a good electronic health record (EHR) system is crucial for your medical practice's efficiency, compliance, and patient care, it doesn't need to cause you unnecessary stress and become a major issue disturbing your sleep at night. You need to be able to properly choose an EHR that will suit your needs, as opposed to "blindly" selecting one just because a colleague says that it is a "good system" in their humble opinion.   

Here are a few key steps to guide you through the selection process:

1. Assess Your Practice’s Needs

• Practice Size and Specialty: Consider the specific needs of your practice, such as the number of providers, specialties, and the types of patients you serve. Larger practices may need more complex features like multi-site support, while smaller ones may need a simpler solution.

• Current Workflow: Identify your practice’s current workflow and areas where it needs improvement (e.g., patient data management, billing, scheduling, communication).

• Integration Needs: If you use other systems (like billing software or lab management tools), ensure the EHR can integrate with them to avoid data silos.

  
  

2. Check for Usability

• Ease of Use: The EHR should have an intuitive interface that minimizes the learning curve. Both administrative and clinical staff should find it easy to navigate.

• Customization: Look for an EHR that allows you to tailor features, templates, and workflows to match your practice's specific needs.

• Training and Support: Ensure that training is available for your team and ongoing customer support is accessible, especially when troubleshooting or adapting the system.

  
  

3. Consider EHR Features

• Patient Management: Ensure the system offers features like patient scheduling, appointment reminders, and tracking of patient records in one central location.

• Clinical Documentation: The system should allow easy input of patient data, with customizable templates, and streamline note-taking, including voice recognition or handwriting recognition if needed.

• Compliance & Security: Check if the EHR is compliant with standards such as HIPAA (in the U.S.) and offers strong encryption, user access control, and audit logs.

• Interoperability: The system should be able to share data with other healthcare providers or organizations, ensuring a smooth transfer of patient information for referrals, specialist visits, or lab results.

• Reporting & Analytics: Look for built-in reporting tools for clinical, financial, and operational data. These can help with decision-making and meeting regulatory requirements.

• Telemedicine Capabilities: If your practice offers telehealth, the EHR should integrate with telemedicine solutions.

  
  

4. Evaluate Costs

• Pricing Structure: Understand whether the pricing is subscription-based, with additional fees for extra features, or if there is an upfront cost for installation and maintenance.

• Total Cost of Ownership (TCO): Consider costs beyond the initial setup, including training, ongoing support, and potential future upgrades.

  
  

5. Vendor Reputation and Customer Reviews

• Vendor Track Record: Research the vendor’s history in the market, product updates, and how long they’ve been in business. A reputable vendor will offer reliable customer support and regular system updates.

• User Reviews: Read reviews and testimonials from practices similar to yours to gauge overall satisfaction, especially regarding the system’s reliability and customer service.

• References: Ask the vendor for references from similar practices or even conduct interviews with other practices using the system.

  
  

6. Assess System Performance

• Speed and Reliability: The EHR should operate without significant delays or downtime. Ask for a demo or trial to test its responsiveness.

• Data Migration: Ensure the system can smoothly transition existing patient data from your previous EHR or paper records.

  
  

7. Scalability and Futureproofing

• Scalability: Consider whether the system can scale as your practice grows in terms of users, locations, and patient volume.

• Updates and Innovation: Find out how often the system is updated with new features and if it can accommodate future technological advances (such as AI-powered tools or enhanced mobile capabilities).

  
  

8. Trial Period and Demos

• Demo Sessions: Request a live demonstration of the system so you can assess the usability, features, and workflows in action. Involve staff from different roles (doctors, nurses, admin) in the demo.

• Trial Period: A trial or pilot phase will give your practice hands-on experience with the system and help identify any potential issues before full implementation.

  
  

9. Support and Customer Service

• 24/7 Support: The availability of round-the-clock customer support is essential, especially when critical issues arise.

• Online Resources: Check if the vendor provides helpful documentation, video tutorials, and user communities.

  
  

10. Vendor's Long-Term Viability

• Stability: Ensure the vendor has financial stability and a long-term commitment to supporting the EHR system. Ask about the vendor’s roadmap for updates and system enhancements.

By carefully evaluating these factors, your practice can find an EHR system that fits your specific needs, improves workflow efficiency, and enhances patient care while remaining within your budget.