Though the HITECH Act incentivized the industry-wide shift to electronic health records (along with the Meaningful Use criteria, which were later repurposed into the MIPS programme), many doctors did not see the HHS’ financial incentives as compelling enough to make the switch. It’s easy to see why: EHRs are notoriously difficult to use, have lengthy implementation timelines, necessitate employees learning new processes and tools, and are typically – and most importantly – very, very expensive.

Despite the high cost, there are some obvious advantages to making the switch. When used properly, EHRs make it easier to manage patients’ care by:

• At the point of care, providing accurate, up-to-date, and complete information.
• Providing easy access to a patient’s medical history and other records.
• Giving practices the ability to securely share information with patients and other clinicians.
• Promoting legible and complete documentation in order to improve billing and coding accuracy.
• Errors in documentation and duplicate records are being reduced.

How Much Does EHR Implementation Cost?

Several studies have estimated that the total cost of purchasing and installing the systems required to implement EHR ranges between $15,000 and $70,000 over the years. While costs obviously vary depending on the size of the practice, the average practice recovers the initial cost of its EHR system in about 2.5 years.

Of course, in larger hospital systems, the figure can be much higher. ProMedica, a health system based in Toledo, Ohio, was one extreme example. Executives stated in their financial statements for the first half of 2019, that their massive $1.9 million operating loss was “primarily driven by significant expenses incurred as a result of the Epic electronic health record launch.” In the first six months of 2019, the estimated financial impact of the Epic launch for ProMedica’s twelve hospitals was $19 million.

How to Reduce EHR Implementation Costs

1. Before you go shopping, determine your must-haves and a reasonable budget.

Costs in the healthcare technology space vary so widely that it’s critical to know what you need, what you want, what you can live without, and what you can afford before you start listening to sales pitches. Speak with colleagues for vendor recommendations, inquire with your medical billing service about which tools integrate with their system, and conduct extensive research before contacting vendors.

2. Think about a cloud-based solution.

EHRs that are hardware-bound are almost always more expensive than systems that are software-as-a-service (SaaS) or “cloud” powered. Cloud computing also eliminates the need for costly in-house servers, and most solutions can integrate with the laptops, desktop computers, and mobile devices that your practice already has – no office-wide technology upgrades are required.

3. Keep an eye out for hidden fees.

Many “free” EHR systems on the market have significant drawbacks – ads, slow load times, limited functionality, and more – and should be avoided at all costs. As you go through the vendor selection process, make sure to ask each prospective EHR company what they charge and when they charge it; many vendors charge extra for training, support, licensing, and other things.

4. Consider the long term.

What’s more expensive than putting your first EHR in place? You’re putting in your second EHR because you were so dissatisfied with the first (more on that in a moment). Don’t let your frugality rule your decisions. Make sure the system you choose will meet your needs, integrate well with your medical billing process, and help you improve overall office efficiency in the long run.

Contact our team today to learn more about how our billing and coding services can help you realize the full potential of your EHR system and get started on improving your revenue cycle management.

Most EHR implementations nowadays aren’t about converting a practice to a digital solution from the ground up, but rather about replacing their first choice of EHR – or even re-replacing their second choice – with a better solution. However, when it comes to the actual implementation process, practices that fail to learn from previous deployments are doomed to repeat their errors.

If your practice is thinking about implementing a new EHR, now is the time to look back at previous experiences to remember what worked, what didn’t, and what challenges arose during the process. Sometimes it’s just recognizing that the flip side of a good choice can still cause problems if it’s accompanied by the wrong approach.

Consider the following issues as you plan the next stage of your practice’s EHR journey.

Do: built workflows to increase buy-in.

Earning the support of management, administrative, and clinical team members requires ensuring that all parties understand the advantages of a new solution. One smart way to do this is to walk through how a chosen EHR will adapt existing workflows in the front office, back office, and exam room, demonstrating to all parties how they will benefit from increased productivity and efficiency.

Don’t: Expect too much change too quickly.

However, be careful not to overpromise (and under deliver) on the implementation’s new and improved elements. If you claim that the EHR will enable significant workflow improvements, make sure you can back up your claims; if you can’t, you risk losing your team’s trust in the value of the switch.

Do: Implementation should be phased.

Scaling your deployments over time is the best way to avoid becoming overwhelmed if you have multiple office locations to onboard to a new solution. If all teams are put on a new platform at the same time, small problems are more likely to grow out of proportion during the first few weeks on the new solution.

Don’t: Make unrealistic timetables.

A phased implementation, on the other hand, can only work if the right schedule is in place. Avoid the temptation to put too-short timelines behind your deployment plan at each location, or you risk having a small round of delays lead to long-term postponements as your implementation calendar slips.

Do: Activate staff to advocate and champion the cause.

Every implementation consultant will tell you that having experienced staff members on board with your EHR initiative is critical to its long-term success. Best practices include enlisting senior team members as “super users” to learn the software and including clinical and administrative staff members on the project management team (to ensure the solution meets their unique needs).

Five Components of EHR Implementation

EHR costs are usually broken down into five categories. Depending on the goals and resources of a practice, some of these components may cost more or less than they would for another company.

Hardware:

Hardware that must be purchased in order to host and administer EHR data. Servers, desktop/laptop computers, and a variety of tablets or Internet of Things (IoT) smart gadgets could all be included.

EHR Software:

Depending on whether the practice buys a license for on-site software deployment or subscribes to a cloud-based SaaS (software as a service) option, the actual software can cost a lot of money.

Implementation assistance:

Contractors who are needed to install the system, such as IT professionals or even electricians who need to rewire the workplace.

Training:

Learning how to manage EHR systems and get the most out of them can be difficult. However, it’s essential not to scrimp on training. According to recent research, poorly managed EHR systems play a significant role in increasing physician burnout.

Ongoing Fees and Maintenance:

EHR systems, like any other technology, have recurrent expenditures such as license renewals, support fees, and continuing education.

WWS Can Help You Understand Your EHR Options

WWS has seen nearly every EHR system imaginable as an experienced medical billing provider. We understand the pitfalls of implementing a new system and have a track record of assisting practices in getting up to speed so that you can get the most out of their EHR software.