Transitioning from one electronic medical record (EMR) system to another is a challenge for any healthcare facility. Unfortunately, it is also an unavoidable task for many institutions. Their original system might be missing key features, have reached its end of life, or may not meet certain compliance standards.

Many older EMR systems have become obsolete in light of new population management requirements, such as the need to support for value-based care models.

Regardless of the reason behind the change, healthcare facilities will want to consider the following tips to guarantee their transition meets projected operational and patient care needs while minimizing disruption to their organization.

1. Do a Deep Dive into Your Current Workflow

Introducing a new EMR system is an opportunity to improve your current workflow and increase efficiency. To do this effectively, you will want to start by reviewing your current workflow processes. By doing this, you will set a clear baseline understanding of your current state so you can build from there.

Once your existing processes are analyzed and documented, you can begin working with your team to transition to your new system. This may include introducing new processes and redesigning any broken ones.

2. Try to Be Over-Prepared

When it comes to training staff on your new EMR system, a two-hour overview will not be nearly enough. To make your transition as smooth as possible, you will want to provide on-going support and resources to help your organization get up to speed.

Consider planning a training program that includes several phases to slowly get everyone comfortable with the new platform. You may want to start training as early as three months before your official go-live date. Begin with a skills assessment that will provide insight into your team’s current understanding of EMR usage. Over the following weeks, you can introduce basic skills trainings and slowly focus on more platform-specific information.

3. Assemble the Right Team to Get the Job Done

The best transitions occur when facilities assemble a team with members from multiple specialties that bring varied experience and perspective to the project.

Key team members include:

• An experienced project manager to keep track of specific tasks
• Department leaders that will be instrumental in training staff members
• Technical experts to provide guidance on hardware needs and to re-establish interfaces with existing third-party systems
• A point of contact at your new EMR vendor who understands your organization and can provide on-going support

Make a point to find a champion within every division of your organization who will help you push out a clear, consistent message to all staff and stakeholders. This will go a long way in ensuring a smooth transition.

4. Put the Right Infrastructure in Place to Support Your Change

Changing your EMR system can be a good opportunity to evaluate other vendor relationships. Transitions involve a great deal of time and resources, and you will want to make sure that you have the right infrastructure in place to support your change.

Ambir Technology provides best-in-class card and document scanners that offer compatibility with a variety of EMR systems. Leading providers like Cerner, Epic, and Meditech recommend Ambir scanners to their customers.

With nearly 20 years of experience in the healthcare industry, Ambir offers a wide range of scanners that:

• Enable rapid, accurate electronic capture of patient forms and credentials required for check-in and processing
• Offer plug-and-play compatibility with thousands of TWAIN-compliant software applications
• Are easy to setup, maintain, and require little to no training

With many healthcare organizations focused on decreasing their use of paper while still providing a great patient experience, new solutions are needed to accommodate changing scanning volumes. Ambir works with organizations to help them reach their goals while cutting costs. If you are interested in learning more, contact an Ambir representative today.

5. Recognize That Your Transition is an On-going Process

EMR transition is a lengthy process, and reaching your go-live date does not mean your work is done. Your team should continue to meet regularly to address specific issues as they arise. Continue to communicate with all departments and provide updates as you make changes and improvements. Encourage staff to provide feedback and ask questions. Make sure to reward the providers and team members for a successful transition.

At Ambir Technology, we understand that transitioning to a new EMR system involves a great deal of time and resources. We work alongside healthcare organizations going through changes to promote efficiency and cost savings. Reach out to an Ambir representative to help with your EMR related scanning needs.