How to Prepare for a Successful EHR Implementation

Adopting a New EHR? Here’s How to Set Your Practice Up for Success

Electronic health records (EHRs) can help improve patient outcomes, streamline daily operations, and enhance patient experience. However, a successful EHR implementation doesn’t happen accidentally; it requires strategic planning, engaged leadership, and thoughtful change management.

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Without proper preparation, practices risk disruptions to patient care, increased staff burden, and lost momentum. With the right approach, however, you can turn implementation into a growth opportunity for your organization.

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What a Well-Prepared Practice Looks Like

If you’re reading this, chances are you’ve already chosen your EHR system or are close to signing on the dotted line. It’s normal to feel overwhelmed. Change is hard, especially in busy healthcare environments. But practices that succeed in EHR implementation often share a few key traits:

They embrace change.

These leaders see change as an opportunity, not a disruption. They plan strategically for industry shifts, new technologies, and evolving regulations, all in service of better patient care.

They have engaged practitioners.

When passionate about delivering excellent care, clinicians are more likely to participate in professional development, champion new initiatives, and model a growth mindset.

They rely on positive administrative leaders.

Transparent communication, access to resources, and a culture of accountability can inspire buy-in across the team and keep morale high throughout the transition.

They’re flexible.

From unexpected staffing changes to workflow adjustments, resilient practices are willing to iterate and respond in real-time without letting care or operations suffer.

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Best Practices for EHR Implementation

1. Identify your “practice changemakers.”

These people naturally lean into process improvements, enjoy solving problems, and can energize the team. If you involve them early, they’ll serve as implementation champions, informal trainers, and morale boosters throughout the project.

2. Plan for patient data migration.

Data migration is more than a technical task; it’s a legal, financial, and patient care consideration. Make sure you understand:

• The data you are required to retain by law or regulation
• The process, timeline, and cost of migrating data
• How and when you’ll communicate the transition to patients

3. Stay organized and come prepared to meetings.

Implementation meetings with your EHR vendor will move quickly. Bring the right subject matter experts and be ready to discuss schedule templates, provider appointment types, NPIs, fee schedules, and banking information. Designate a project manager or point person who can keep everything organized.

4. Set aside dedicated time each week.

Implementation tasks can easily slip through the cracks. Block one to two hours each week, preferably early, to stay ahead and avoid scrambling at the end.

5. Keep your team informed.

Involving stakeholders early leads to better buy-in. Even if vendor selection is complete, staff still want to know what’s changing, when, and why. Keeping the lines of communication open throughout the process is a key success factor for implementation, according to the Office of the National Coordinator for Health IT.

6. Create a thoughtful training plan.

Not all training formats work for every team. Talk to your vendor about options, such as virtual classrooms, self-paced modules, or hands-on “sandbox environment” time. Choose what works best for your practice.

"Users find at-the-elbow training and support more useful than lecture or didactic instruction, and EHR learning should include supervised playground time…" — American Medical Association

7. Prepare for go-live.

• Run a mock go-live to reduce first-day surprises
• Adjust provider schedules with built-in time buffers
• Have a contingency plan in case of unexpected issues

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We Can Help Make the EHR Work for You

For over 35 years, we’ve guided organizations of all sizes through EHR transitions. We know that no two implementations are alike, and that change management is just as important as technical readiness.

System Implementation & Onboarding

We design tailored implementation strategies to optimize workflows, educate your team, and drive internal adoption.

System Migration & Optimization

From data integrity to system performance, our experts help ensure a smooth transition and identify post-go-live opportunities to support your goals.

👉 Let’s Talk About Your EHR Transition