The EHR
Migration Guide

Post-Implementation Training and Support Gaps

As you move beyond basic day-to-day system operational tasks, some organizations run into difficulties managing more complex data access and reporting needs required to manage their departments effectively.

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.

Key Question: Do you have sufficient internal and external training and support teams in place to provide the resources required for the expected increase in initial needs?

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.

Network Infrastructure Strains

As more practices and/or departments come on board and begin using the new system, your IT network begins to strain with more frequent down time incidents and slowing system response times.

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

Key Question: Have you done a thorough IT infrastructure evaluation and test before rolling out your new system?

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.

System Optimization Shortfalls

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.

Some 3rd party applications and standard plugins are not functioning effectively, and standard and custom departmental reports are not capturing data required to make important clinical and business decisions. In addition, specialty workflows will likely need to be adjusted to leverage your new system.

Key Questions: Have you taken 3rd party application inventory and contacted your vendors well ahead of Go-Live to plan for potential failures? Have you done an interface audit and planned resources for supplemental post Go Live testing, validation and refinement?

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.

New Practice Integration Slowdowns

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.

New practice extraction/conversion integration processes have changed and are not running as smoothly as with the past legacy system, impeding system-wide growth initiatives.

Key Questions: Have you worked with your new platform vendor to determine appropriate skills required or 3rd party resources available to assist in new practice integrations going forward?

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.