Post Go-Live Planning
and System Optimization

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The Final Phase of your EHR Migration Journey

Your EHR Go-Live date has come and gone. You’ve done a good job of managing a complex, and arduous EHR migration project. You’re feeling a great sense of accomplishment and maybe some relief, but there’s a little voice in the back of your mind reminding you to keep alert, keep your eye on the ball. You’re not completely out of the woods. Not yet.

Even if early signs look encouraging, there are several essential post Go-Live matters to consider and manage over the coming weeks, months, and beyond. If proper planning after initial system training and implementation is not in place, the project can take a sharp turn in the wrong direction. This article will provide you with some guidance and resources that may be of value as you move through the final phase of your EHR migration journey.

Does This Sound Familiar?

When moving to a new EHR, all eyes are focused on the Go-Live project. It’s the apex of months, sometimes years of planning and execution. However, if you haven’t thought through a few key elements of post Go-Live preparation, you may end up with unnecessary headaches, and a decrease in morale and productivity.

Here are a few common trouble spots that may be familiar to you, or perhaps by managing your specific situation and planning ahead, you can avoid some of them altogether:

We Can Help

4 Strategies to Consider

There are several recognized planning strategies and processes that improve your chances of a successful post Go-Live rollout as you transition towards utilizing your new EHR/PM platform to its full potential.

Based on over a decade of experience, Keena’s EHR/PM transition team has the experience and successfully assisted scores of organizations through complex migration projects. Here are 4-strategies to consider when planning and executing the final post Go-Live phase of your EHR migration project:

01Take Steps to Avoid Training and Support Gaps

An important planning step is to make sure you have an effective internal training team and structure in place and a sufficient external support team (new EHR partner) at the ready to help, as needed.

Important Factors to Consider:
Timely turnover on open tickets; completing user access and system provisioning processes; and, planning for consistent communication as adjustments are made during the early learning days.

02Conduct an IT Infrastructure Evaluation

23% of healthcare leaders worldwide identified IT infrastructure as a leading roadblock to using data effectively.

Important Factors to Consider:
Work closely with your EHR/PM vendor of choice to make sure you understand the infrastructure requirements needed for maximum system performance and conduct an internal audit to ensure you have the technology required to make a successful transition.

03Anticipate and Plan for System Optimization Projects

Once you’ve completed your initial training, department staff will likely start to notice reports and processes aren’t running as smoothly as with the previous system. There may be disruptions and/or errors in essential 3rd party applications. These disruptions could be related to application incompatibility or interface/integration shortfalls.

Important Factors to Consider:
Having a skilled and trained workflow team with a clear process in place for identifying and implementing new processes is essential to success. Alerting all critical 3rd party app vendors of your new system and Go-Live dates is also required to ensure any interface adjustments are made ahead of migration. Having integration engine resources available to fix errors as needed will limit critical workflow stoppages and result in a smoother transition to the new system.

04Retrain IT Staff on New Practice Integration Processes

If your organization intends to maintain or increase some level of growth after your new system is live, you’ll need to plan for integration training and implement new processes to continue the efficient transition of new practices into your network.

Important Factors to Consider:
Plan ahead to determine whether you’ll need 3rd party assistance for future integrations or if your current team has the skills and time to make the transition.

Client Success Spotlight

Hutchinson Clinic

Hutchinson, Kansas

Take a look at our client success story, Staff Augmentation and Advisory Services:

Read our case study

We were at a point in time where our IT staff shortfall and tight local labor market had the potential to disrupt our ability to manage mission critical daily operations. After bringing in skilled and experienced Keena IT consultants to support our department, we were not only able to effectively maintain essential IT systems but also implement new quality and efficiency enabling applications and programs.

The result was an increase in staff satisfaction and an overall increase in our clinical operations and improvement in care delivery.”

Verlin Janzen
Chief Medical Officer, Hutchinson Clinic