EHR Selection: 5 Tips for Facilities

Electronic health record (EHR) systems have become essential to health services. Clinical staff are able to improve care efficiency, quality, and safety by maintaining electronic versions of paper medical charts. As this technology continues to evolve, the list of EHR vendors present in the healthcare market is undoubtedly becoming more expansive.

If your organization is going through the EHR selection and decision-making process, it can be challenging to know which charting system best suits your facility’s needs. In this article, we’ll review the importance of choosing an EHR company that supports your facility’s care delivery practices. We’ll also explain how to select an EHR system, and give you practical resources that will help you with your research.

What Is an Electronic Health Record (EHR)?

Before learning how to select an EHR in healthcare, it’s helpful to understand the concept and what it’s intended to accomplish. An EHR is, ideally, a digital account of every encounter a patient has with the health system. This record is designed to provide comprehensive, realtime health data for the patient, their support network, and their healthcare team.

This is similar to an electronic medical record (EMR), which is a digital version of the patient’s health records within one practice — essentially, an electronic version of the patient’s chart. When considering the meaning of EHR vs. EMR, the key difference to be aware of is that an EHR should include input from all providers who interact with the patient, from primary care providers to specialists.

Why Is EHR Selection Important?

The quality of your EHR technology will influence the workflow, data security, and clinical processes at your facility. When implemented properly, EHRs not only protect patient information, but they also enhance staff efficiency and clinical decision-making by automating essential work processes.

Having a suitable system in place is an important way to ensure that these benefits are maximized. A reputable vendor is more likely to provide a user-friendly and dependable system that fosters the long-term success of your operations. Additionally, your vendor will be the go-to support line that’s responsible for system updates and minimizing technical issues that could compromise patient privacy.

How to Choose an EHR System: 5 Tips for Facilities

Every vendor offers different qualities and strengths. Older companies like EPIC and Oracle (which acquired Cerner in 2022) have become some of the largest EHR vendors in the healthcare space. On the other hand, newer and relatively small EHR companies, such as eClinicalWorks or Practice Fusion, offer novel services that aren’t available from other vendors.

The bottom line is that there’s no one-size-fits-all list of best vendors. What’s most important in EHR selection is that you carefully research and choose a company that provides all of the features, services, and support that your particular facility is looking for. Follow these five practical tips to find a system that meets your unique needs.

1. Create a List of EHR Goals for Your Facility

The first step to finding the right vendor is understanding what you’re trying to achieve through your EHR installation or upgrade. Is your facility trying to enhance data security practices or improve health outcomes through more meaningful use of EHR data? Fundamentally, it helps to have a clear list of goals so that you know which features to look for.

Your list can also include potential deal-breakers of features that don’t align with your needs. For instance, if you’re running a home health agency, you’d likely want a vendor that offers cloud-based data storage so your staff can chart remotely. In this case, a system that can only be accessed on-site might be a dealbreaker.

2. Research Vendors Within Your Field of Care

It’s also important to research vendors that are reputable within your particular area of care. For instance, behavioral health EHR vendors will offer a different landscape of tools than, say, long-term care vendors. Every patient population has different needs, and the information that your staff keeps track of each day will differ because of this. Follow these strategies to find vendors with the expertise you’re looking for:

• Browse certified vendors using the Certified Health IT Product List repository.
• Consult with other experts and health professionals in your specific field of care.
• Search for vendors online and read available reviews.

3. Consult Your Regional Extension Center

You can also consult your local Regional Extension Center (REC) to receive guidance on what types of EHR infrastructure and software would be best suited for your facility. RECs are part of a federal network created to help facilities implement EHRs in more productive ways. Since these RECs are run by knowledgeable experts appointed by the government, they serve as a great resource to get objective input on EHR selection options.

4. Compare Costs and Functions of Different Vendors

Once you’ve narrowed down a list of vendors, you can begin comparing more specific costs and functions of each one. In addition to the information you collected online or through your REC experts, contact vendors directly to obtain price quotes and details about how their system functions. You can also utilize the following federally-run tools to help you compare the qualities and prices of different vendors:

• Meaningful Use Compare Tool
• Vendor Pricing Template
• Vendor Evaluation Matrix Tool

5. Schedule Vendor Demonstrations

Finally, it’s important to evaluate the actual usability of the technology that you’re considering before definitively choosing an EHR and signing a vendor contract. While you may have gathered a list of functions on paper, they could look quite different in practice. Contact your final list of vendors to set up live demonstrations. This allows you to test out each system in person while having face-to-face consultations with the teams you’ll potentially be working with.

Get More Help Making Informed Facility Decisions

Finding current information to guide important decisions like EHR selection can be challenging. Our experts sift through the latest research for you and put it together in streamlined healthcare resources and guides, so that you can focus on running your facility.