EHR Transition Checklist for Managers

Before you embark on purchasing a new electronic health record (EHR) system, develop transition checklists, one for each phase. will help ensure proper choice, transition, and implementation. Each EHR transition checklist plays a critical role in a successful transition for staff and patients.

Phase 1: Pre-Transition Checklist (Months -12 to -6)

Developing an EHR migration project plan before you get to work on a new EHR system will save you many headaches down the line. Even while you are in the process of choosing a system, you can develop the rest of your pretransition checklist.

Understanding Your Needs and Preferences: Map out workflow and determine where troubles begin, where staff may be wasting time, and where you see errors. Additionally, document any special or irregular requirements, the complexity of the data, and your patient volume.

Knowing What Existing Systems the New ERH will be Connected to: Consider other software you are and will continue to use, such as imaging, billing software, and management tools, to ensure your choice of an ERH system will flow seamlessly with them.

Choosing an EHR Champion and the Rest of Your EHR Team: Your project manager, or “EHR Champion,” needs an understanding of IT and healthcare. Other team members need to understand the technical requirements and clinical workflows while specializing in specific responsibilities. The team will include IT staff, trainers, clinical specialists who will use the system daily, and compliance personnel who ensure proper regulations are met during the transition.

Choosing Your Software: Determine what you must have, should have, and really don’t need in your new EHR system. Reanalyze the pros and cons of each and how the cost factors into your budget.

Phase 2: Design & Data EHR Data Migration Checklist (Months -6 to -3)

Once you have chosen and purchased your new software, it is time to work with the EHR consultation team to install it and integrate your existing systems with it.

Together you should:

Organize a mapping plan for proper migration
Determine what needs to be migrated to the new system
Determine what data needs to be shared between the new EHR system and existing systems
Decide where the data that will not be migrated should be stored
Schedule your training sessions

Phase 3: Testing & Training Checklist (Months -3 to -1)

Now it is time for everyone to become familiar with the new EHR system and begin to collaborate with it. Your health information management training team members should have gained an understanding of the new system during Phase 2 and be ready to train others.

First, test the new software and ensure it is performing properly. Follow the training schedule as already prepared and determine a working transition plan for when use of the new system will officially start. Tell patients about the new system.

Develop contingency plans for any issues that may develop on go-live day. Create a process for reporting and documenting them. Be prepared for the start day with dedicated troubleshooting personnel ready to manage issues for staff and patients.

Phase 4: Go-Live & Hypercare Checklist

You are there; launch day. Ensure you are properly staffed and ready for triage. Be sure to document issues for post-live follow-up through another comprehensive checklist.

You will want to:

Review the post-go-live checklist
Obtain feedback from staff and patient users on the functionality of the program
Determine the most critical issues and address them according to severity
Transition to a regular IT support team with their healthcare IT project checklist
Monitor the system daily and check for overlays, duplication, and other data discrepancies

Navigating the Transition with Confidence

Purchasing and implementing a new EHR program is a huge step, and while it may seem daunting at times, preparing an organized EHR transition checklist at the onset is crucial for mitigation and your success. So is choosing the right EHR consulting partner. Reach out to our team at HPG to get started today!

Image Credit: PeopleImages/ Shutterstock