Seven Stages in the Path to EHR System Transition

By MacKenzie Gonnelly

Although undertaking an EHR system transition can be daunting for healthcare organizations, establishing a comprehensive support plan is crucial for efficient and seamless project completion. No matter where you are in your IT journey, utilize the following seven support stages as a roadmap through the complexities of new system movement:

1. Strategy – Build a framework for EHR migration support by conducting thorough pre-EHR implementation planning. This can be achieved through a comprehensive current state analysis. First, assess existing workflows and determine an internal team’s capacity to support all phases of the system transition. This assessment can then determine supplemental support needs — utilizing options like partial IT outsourcing or interim executive management to create an optimal staffing mix throughout the project.
   
   
2. Legacy Support – Alleviate internal team strain, so staff can focus on new system training and optimization, without support quality degradation. Through 24/7 expert EHR legacy support coverage — including end-user issue mitigation, server patching and monitoring, regular reporting, and system maintenance — healthcare organizations can achieve continuity of IT support across IT and revenue applications.
   
   
3. Data Archival & Conversion – Ensure the right data is ready for day-one clinical decision making, patient care, and business processes. This can be done through effective data mapping, migration and conversion support. Best practice recommendations include initiating legacy system data clean-up 12 months prior to go-live as well as establishing strong correspondence between conversion and legacy teams. Additionally, evaluate existing archival software and, if necessary, seek a legacy data solution that can archive records from multiple EHR systems at a time. This greatly reduces data access issues during system merges.
   
   
4. Integration – Unify disparate systems to create an interconnected network of patient data information. This requires healthcare organizations to proactively assess integration software and evaluate the effectiveness of their current integration solutions. To meet expanding interoperability demands, prioritize a customizable integration engine that reduces the time and effort required to transfer data between systems and ensures data is transferred accurately and efficiently.
   
   
5. Training & EHR Implementation – Empower end users for accurate, optimal new system use for efficient cross-organizational alignment — from scheduling, registration, and care appointments to patient discharge and billing. Initially, develop a training program specific to organizational needs, including multi-format end-user training. Ensure EHR-certified analysts and credentialed trainers provide one-on-one knowledge transfer sessions and customized at-the-elbow (ATE) support. Additionally, conduct end-user readiness assessments to measure new system preparedness, then adjust individualized training plans accordingly.
   
   
6. Go-Live Support – Enable smooth new system adoption for continuous patient care during mission-critical change. To achieve this, healthcare organizations must develop a strategy to support end-user needs during either a big bang or phased go-live approach. Consider implementing a Go-Live Call Command Center as a centralized EHR support, communication and user training hub. This ensures scalable EHR system go-live support for a seamless new system rollout, despite fluctuating go-live demands.
   
   
7. Post-Live Support – Consider supplemental post-live resources to secure cost-effective, reliable support beyond the new system go-live. Additional support may consist of full suite EHR support — including Epic, Oracle Cerner, NextGen, and eCW — or Tier 1+ EHR help desk resources. Support may also extend to new version upgrades or continued resource flexibility during acquired affiliate facility roll outs.
   
   

By utilizing this roadmap as a guide for EHR transition support, healthcare organizations can optimize resources and maximize the value of EHR investments.