Your Plan Of Action When Switching to EMR System

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EMR System

10 Steps to EMR Implementation  

Having a solid plan for a multi-step process like implementing an Electronic Medical Record (EMR) helps you save hours of stress for you and your staff. Here are ten essential steps to take for a successful EMR implementation.

  1. Create your team

You will need a reliable team to help the process go as smoothly as possible as you implement your EMR. The team can involve your personal staff such as your doctors, nurses, medical assistants, and administrative workers. They can support the implementation and transition by teaching EMR knowledge to their fellow coworkers. They will also be representing the practice as the medium to the implementation team that will help recognize early issues and problems along the way. 

Here are three essential roles that you will need:


  • Chief Super User

The chief superuser is the in-house EMR specialist. Some tasks may include creating templates and developing workflows. The role is also responsible for developing uniform operating procedures to fix consumer issues while using the system.

  • Chief Physician

The task of the lead physician is to direct the company through EMR implementation by acting as a liaison between main users and technical personnel. Consider choosing a tech-savvy physician for this role.


  • Project Manager

The project manager will be the primary contact point for the EMR provider and practice. Assigning a project manager will help you and the rest of your staff in concentrating on implementation deadlines, progress tracking, and resolving user concerns.


2.  Software Preparation   

Follow strict security precautions when implementing the EMR to avoid any HIPAA breach. Your company should require a HIPAA risk assessment. A healthy collaboration with your medical IT provider will help ensure compliance.


3. Hardware Needs Assessment

Your hardware options will significantly affect the practice’s time and resources. For instance, getting a printer in each room will save doctors 30 minutes a day. Many practices have a tablet or laptop for each staff member to reduce the time between each patient encounter. 

If the thought of doing all this sounds daunting, IT support providers will assist with device hardware needs by providing the right equipment for the cheapest price. Many businesses would even install and troubleshoot the units, minimizing office staff’s responsibilities.


4. Modify your Room Layout

As EMR software involves electronic data entry, the room layout will greatly affect patient engagement and satisfaction. If the patient’s attendants and physician look away when entering data, patients may feel overlooked. 

One approach to overcome that is through utilizing the “trust triangle,” a room arrangement where patient, physician, and machine shape a simulated triangle that enables patients and physicians to see each other. The whole layout works so the staff member or doctor has to move subtly when recording data, making the patient feel they’re being treated. Try putting semi-circular shaped tables in consultation rooms, or utilizing mobile carts to make the patient more relaxed during the visit.

5. Data Transfer

If all the hardware and software are ready to go, the next move is to migrate your files. You’ll need to decide how to transfer data from your previous recording system to your new EMR. There are several options to accomplish this. An example of this is by appointing workers or recruit additional or temporary workers for the data transfer to your new EMR records. To render this step as seamless as possible, prepare a checklist of important data to incorporate into the new EMR. The procedure would further ensure no loss of critical information.

6. Enhance and Plan Out Workflows

Decrease the amount of stress for you and your staff by establishing workflows before using the new EMR. Inefficient workflows, with an inadequate amount of trained employees for EMR use, can worsen problems throughout the implementation phase.

Consider these questions as you simplify your workflow processes: 

  • Is it necessary? 
  • Can this bring patient value? 
  • Can this improve staff efficiency? 
  • Is that the right order? 
  • Is the right person taking this step?

7. Prepare for Troubleshooting

Like all software, you must be ready for the inevitable glitch. Begin by coming up with ideas on how to formulate a comprehensive strategy to counter future occasional system glitches. 

Consider the following when designing the protocols:

  • How are doctors and personnel notified of a software glitch? 
  • How will the care flow continue? 
  • How could patient check-in transpire? 
  • How should doctors and workers document the appointment? 
  • Getting electronic and document protocols available to staff will help them perform troubleshooting methods during an EMR glitch. Some medical practices create a hard copy of the guidelines. Consider saving PDF copies on a protected server, so staff members will also have other alternatives to access it.

8. Facilitate an EMR Training Program

Extensive preparation and training are crucial for the efficient implementation of EMR. Develop a training schedule before launching so that both existing and prospective doctors and staff can acquire the knowledge on how to utilize the EMR.

9. Launch Approach

When your EMR implementation plan is set, it’s time to determine how to launch. There are usually two approaches to do this in a gradual approach, or all at once. If the launch approach is determined, doctors and workers can brace for the new processes and system. 


On the launch date, it is advised to minimize patient volume to ensure a seamless transfer for all patients and personnel. It is therefore advised that the front desk workers notify patients either before the-appointment on the day the clinic is transitioning software which can disrupt the procedure slightly. They would enjoy the perspective and have more tolerance if their appointment is prolonged.

10. Ask for Reviews for Further Improvement

Make sure to collect customer reviews and continuously enhance your administrative and clinical operations. Keep the contact channels open so your patients, staff, and doctors giving and receiving feedback. With proper coordination and communication, the new EMR will boost the efficiency and productivity of the practice. 

Providing you with the Best

At 1st Providers Choice, we understand the need and expectations of our clients for a higher level of performance and high-quality functioning of specialty-specific EMR. That’s why we only offer the best EMR system features that will allow your practice to operate at its optimum potential.

You can call us at (480) 782-1116 for immediate assistance, or you can schedule a free demo with our experts TODAY.