3 Mistakes Companies Make When Implementing EHR and How to Avoid Them

3 Mistakes Companies Make When Implementing EHR and How to Avoid Them

Implementing an EHR can feel like assembling furniture without instructions; everything seems to be there, yet something always goes wrong.

With almost two decades?in healthcare technology, I’ve seen outpatient practices invest heavily in EHR solutions, only to find themselves frustrated, overworked, and underwhelmed?by the results. The problem isn’t just about picking the wrong system; it’s often how the implementation is approached.?Instead of enabling better care and efficiency, many practices fall into common pitfalls that actually slow them down.

The good news? These mistakes are avoidable with the right strategy. Let’s break down the top three missteps outpatient facilities make when implementing an EHR; and how to sidestep them for a smoother, more successful transition.

1. Adopting What’s Popular Instead of What’s Right for Your Practice

The Mistake:

Many outpatient practices select an EHR based on what’s most widely used, assuming that if everyone else is using it, it must be the best option. Instead of reimagining how technology could help shape their ideal workflows, they simply transition from where they are now to where everyone else is; constrained by the rigid structure of their chosen system.

The problem? Most EHRs are designed to fit a broad range of use cases, meaning they often come packed with unnecessary features, confusing interfaces, and workflows that may not align with how your practice actually operates. Instead of choosing technology that adapts to your practice, many end up adapting their workflows to fit the system.

The Consequences:

???Workflows dictated by software?rather than by clinical and operational needs.

???Excessive workarounds and inefficiencies?due to a lack of customization.

???Technology feels like a burden, increasing frustration and slowing down operations.

How to Avoid It:

? ?Define Your Future Vision First:?Instead of asking, Which EHR should we pick??start by asking, What do we want our practice to look like in five years??Choose technology that supports that vision.

? ?Prioritize Customization & Flexibility:?Select systems that allow for configuration?and grow with your practice, rather than ones that lock you into rigid structures.

? ?Evaluate Workflow Fit Before Committing:?Conduct hands-on testing?with your clinical and administrative teams to ensure that the EHR enhances workflows, rather than forcing unnecessary changes.

2. Training That Turns Users Into Passengers, Not Drivers

The Mistake:

Most EHR training models focus on one-size-fits-all approaches; both in how the system is structured and how people are taught to use it. Customization, if available, is often limited to end results rather than the most efficient or intuitive way to get there.

This is like using a GPS that gets you to your destination but ignores your personal preferences; forcing you onto toll roads or through heavy traffic when a smoother, more efficient route was possible. Instead of teaching users how the system truly works, training often focuses on memorizing rigid step-by-step processes?for completing specific tasks.

The Consequences:

???Users learn “their” specific functions?but don’t gain a deeper understanding of the system, leaving them vulnerable when something changes or malfunctions.

???Workflows become fixed rather than optimized, as users are trained to follow predefined paths rather than explore better ways to complete tasks.

???Lost opportunities for innovation, as the very people who use the system daily; the ones best positioned to suggest improvements; are never empowered to think beyond their assigned functions.

???Long-term disengagement, as users become passengers rather than drivers?of the technology. Eventually, they forget they ever knew how to “drive” at all.

How to Avoid It:

? ?Teach the System, Not Just the Steps:?Training should focus not just on “how to enter a note” but on how the system processes, organizes, and retrieves data; giving users a functional understanding of its logic.

? ?Enable Workflow Flexibility:?Ensure staff can navigate different ways to achieve the same outcome, rather than being locked into rigid, predefined steps.

? ?Encourage Active Problem-Solving:?Instead of simply following instructions, users should learn how to troubleshoot issues, adapt workflows, and suggest optimizations.

? ?Identify Future Super-Users:?Every practice has staff members who are naturally analytical?and willing to explore new ways to improve efficiency. Identify and empower them to help shape the EHR’s ongoing evolution.

3. Outpatient Practices on a Leaky Ship – Security Gaps and Preventable Risks

The Mistake:

Most outpatient practices don’t have dedicated IT security personnel, leaving them in a constant state of risk management instead of risk prevention. The reality is that many are operating on a leaky ship, hoping that the pumps can keep up with the water coming in; rather than patching the holes before a crisis occurs.

Security is often treated as an afterthought, seen as too expensive or complicated to address proactively. Many facilities assume that basic password protection and common-sense measures?are enough, but this mindset leaves them wide open to data breaches, HIPAA violations, and financial loss.

The Consequences:

???HIPAA violations?leading to regulatory fines and legal consequences.

???Data breaches?that compromise patient trust and practice reputation.

???Operational disruption, where cyberattacks cause costly downtime.

How to Avoid It:

? ?Preventative Security Measures Don’t Have to Be Expensive:?Many security gaps can be closed without costly specialized personnel or equipment; just a willingness to take action.?Simple measures like multi-factor authentication, strong encryption, and role-based access control?can make an immediate impact.

? ?Technology Should Help Prevent Human Mistakes:?Security isn’t just about training staff; EHR systems themselves must minimize risk by making errors harder to commit.?Think of it like automotive safety features; backup cameras, lane departure warnings, and automatic braking exist because we acknowledge human error. EHRs should be designed with similar fail-safes.

? ?Schedule Routine Security Checkups:?Even without in-house security experts, outpatient practices can perform quarterly risk assessments?and seek external support for HIPAA compliance reviews.

? ?Encourage a Culture of Security Awareness:?Instead of assuming cybersecurity is an IT problem, train all staff members to recognize phishing attacks, social engineering tactics, and data handling best practices.

Final Thoughts

By avoiding these three mistakes, outpatient practices can improve EHR adoption, enhance efficiency, and provide better patient care.

The key is to:

1. Select a system that aligns with your practice’s vision; not just what’s popular.

2. Provide training that teaches users to be adaptable, not just memorize steps.

3. Integrate security proactively, rather than hoping problems won’t happen.

A well-implemented EHR isn’t just a piece of software; it’s a cornerstone of a more efficient, patient-centered practice.?The right approach can reduce burnout, streamline workflows, and set the foundation for future growth.

What’s been your experience with EHR implementation? Let’s discuss! Drop a comment or reach out directly.