10 Signs It’s Time to Upgrade Your EHR

Written by: Auren Weinberg M.D., M.B.A.

An Electronic Health Record (EHR) system serves as the backbone of your practice's operations. It not only manages sensitive patient data but also supports the daily practice workflow. However, as technology advances and healthcare regulations change, an outdated EHR software system can become more of a burden than a benefit.

Sluggish systems, compatibility issues, and inefficient processes can hamper your team's ability to provide prompt and effective care, leading to frustration and potentially impacting patient outcomes.

Many healthcare providers cling to their legacy healthcare EHR systems due to familiarity or concerns about the costs and complexities of transitioning to a new EHR. Yet, holding on too long to outdated technology could cost you more in terms of efficiency, compliance, and satisfaction.

Recognizing the signs that it's time to upgrade your EHR system is crucial in making an informed decision that aligns with your practice's needs and future goals.

Why EHR Systems are Crucial for Modern Healthcare

In 2011, only 34% of office-based physicians in the United States used EHR systems. Ten years later, the percentage has skyrocketed to almost 78%. The vast majority of practices rely on software to improve workflows, compliance, and patient care. Providers can access patient data at point-of-care with several clicks, which allows them to spend more time treating patients. Also, healthcare EHR systems help practices accurately track and report patient data to ensure regulatory compliance.

EHR systems can also improve healthcare coordination between practices, specialist offices, and hospitals by securely moving data between systems. Care teams across multiple organizations have the information they need to request tests and prescribe treatments without having to ask patients to recount their medical history. Certain EHR features can improve clinical decision-making and help patients schedule and keep regular appointments, leading to better health outcomes.

10 Signs You Need to Upgrade Your EHR System

EHRs can streamline workflows and improve patient care in modern practices. However, when EHRs can't keep up with practice growth or have frequent technical difficulties, they can become a hindrance instead of a help. The following signs help you know when to stop compromising with your current EHR and look for an EHR that supports your practice's goals.

1. Slowed Performance and System Downtime

EHRs are used heavily throughout the day in most practices, from checking in patients to updating medical histories, recording visit notes, and submitting claims. If healthcare EHR systems suddenly turn off or process information slowly, delays can become a major problem for everyone involved, including patients. For example, patients may spend more time waiting to be seen, or doctors may make a prescribing error if they can't access patient treatment records.

In contrast, newer EHR systems are designed to handle larger data sets and integrate with other software platforms without getting bogged down. These systems' larger processing capabilities help providers and staff focus on patient care, not software malfunctions.

2. Lack of Compatibility with Modern Technology

New software and hardware solutions can relieve administrative burdens for staff and increase patient engagement. However, some older EHRs don't have the necessary interfaces to communicate with new software. Older EHRs may store data in different formats than new technology or include customizations that make compatibility impossible without modifying new technology.

In comparison, EHR systems that integrate smoothly with new technology allow practices to easily add innovative tools to improve operations. For a real-world example, a practice used Veradigm's Unity API via Veradigm Connect to incorporate Medsien Remote Patient Monitoring software into Veradigm EHR. Because the systems communicated easily, the practice could use the new tool to improve patient care while optimizing staffing levels.

3. Increasing Difficulty in Meeting Compliance Requirements

Regulatory requirements are constantly evolving, and older EHRs often struggle to keep up. For example, changes in data privacy laws and reporting requirements require processing capabilities that may not be available with legacy systems, leaving practices in the lurch.

In contrast, new EHRs are developed with changing regulatory requirements in mind. Veradigm EHR accommodates new software updates to remain compliant with new regulations, such as longer reporting periods for performance evaluation by the US Centers for Medicaid and Medicare Services' Merit-based Incentive Payment System (CMS MIPS).

4. Inadequate Vendor Support and Updates

The risk of security breaches increases when EHR software is outdated and unsupported. According to the HIPAA journal, a new record of 725 security breaches occurred in healthcare organizations occurred in 2023. Security breaches jeopardize patient privacy, can seriously damage practices' reputations, and may put practices in legal and financial peril.

Working with an EHR provider that frequently updates security helps mitigate this risk. Security teams must actively monitor technology for points of failure to prevent breaches. Veradigm EHR has an involved team working to ensure the system is up to date on security measures.

5. Poor User Experience and Staff Frustration

A 2021 study found that most doctors spend an average of 37% of their workday on an EHR. Results from another study of 155,000 US physicians and 100 million patient encounters showed doctors spend an average of 16 minutes and 14 seconds on an EHR during a patient visit. Providers may become frustrated by excessive time spent navigating an EHR instead of caring for patients.

Usability is key to relieving common frustrations providers experience with EHRs and preventing physician burnout. Veradigm EHR elevates the user experience through a highly efficient user interface. For example, instead of physicians starting visit notes from scratch each time, Veradigm EHR provides visit templates that populate patient information with a single click and enable physicians to document only what is necessary.

6. Limited Data Analytics and Reporting Capabilities

Knowing how to optimize practice workflows and revenue management is difficult without tools to track practice performance. Older healthcare EHRs may not have transparent access to data or the built-in functionality to identify and highlight performance trends.

Newer systems, however, have the capacity to help healthcare providers and practice administrators clearly see trends and generate useful reports. Tracking data can help practices identify areas for improvement, catch problems early, compare growth with competitors, recognize and reward growth, and adjust pricing and services to reflect changes.

7. Escalating Maintenance Costs

A recent American Hospital Association survey found that 53% of hospital systems consider EHR maintenance and upkeep a major challenge. When the cost of maintaining your EHR balloons, consider replacing it with a newer system that requires less maintenance and has built-in updates and support for service issues.

8. Patient Demand for Better Access and Services

Consumer-centric care is becoming essential for healthcare organizations to attract and retain patients. Practices must prioritize improving the patient experience to meet rising demands for easier access to medical records, telehealth options, and streamlined services.

Older EHR systems may not have the capacity or interoperability to support features that enhance the patient experience. Newer systems, however, are developed to enhance the patient journey-from streamlining appointment scheduling to simplifying clinical intake and providing follow-up communication with providers.

9. Minimal Functionality

To support the needs of a modern practice, EHR systems must be more than a depository for medical records. They also have to improve workflow for practice staff and providers, communicate with outside systems, and bolster the patient experience. Newer systems with expanded functionality can help practices grow and thrive. Since the healthcare community does not necessarily know what other features will be needed in the future, EHRs that have the capacity to take on new functions are a competitive advantage.

10. Inability to Support Staff During Practice Growth

Growing practices require that staff be up-to-date on EHR best practices. When EHRs do not include comprehensive training for staff, senior staff must take time away from other duties to train junior staff or leave staff to navigate the software themselves and risk slowing operations.

Veradigm's Education and Optimization services offer courses tailored to increase the knowledge of providers and staff throughout a practice-from physicians to billing to reception. Training can be done onsite or online through self-paced courses, which means practices train on their own schedules and through methods that work best for their staff's needs. The services are ongoing, ensuring staff are always up-to-date on EHR best practices.

Types of EHR Systems

When the time comes to upgrade your practice's EHR, there are multiple types of EHRs to choose from. Server-based EHRs keep data on a local server maintained by an organization's IT department. While this more traditional method may work well for practices with dedicated technology support, it can be an obstacle for smaller practices that don't have the staff to manage a server.

Cloud-based EHRs store data securely online. Providers and staff can access accounts virtually, without downloading software. Virtual access improves care coordination and is a more scalable solution for growing practices, as adding users is as simple as creating a new account. Also, cloud-based EHR vendors may offer automated updates to optimize the system's functionality and security.

Some practices may benefit from a hybrid EHR, which uses both server-based and cloud-based services. Providers can choose to access the system via a WIFI network or software downloaded on their computers. This option provides both the flexibility and interoperability of cloud-based solutions and the familiarity of a server-based solution. Hybrid EHRs do require that organizations have an IT department to maintain the local server.

Whether you choose a server-based, cloud-based, or hybrid EHR depends on your facility's specific needs. Consider setting up a consultation with an EHR provider to explore options before making your final decision.

The Benefits of Upgrading to Veradigm EHR

Knowing when to upgrade your system is the first step to finding an EHR that will help, not hinder, your practice's growth. The second step is choosing which EHR is best for your practice.

Veradigm EHR is a flexible, convenient solution for specialty and independent physician practices. The software is designed to be intuitive to use and adapt to your practice's current workflows. Additional benefits include open integration with other healthcare solutions, regulatory submission support, and comprehensive education and training for staff. Overall, Veradigm EHR helps practices provide cost-effective, high-quality care that drives revenue and improves patient outcomes.

Want to see Veradigm EHR in action? We'd love to show you!

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