Crucial EHR Implementation Steps: Cost and Timeline Considerations

EHRs have become a vital aspect of modern healthcare, facilitating a smooth interchange of patient information and enhancing the overall quality and efficiency of services. According to Statista, the projected market value of EHRs is anticipated to increase to $47 billion in 2027. And notably, as per Technavio, 41% of this growth is concentrated in North America.

However, EHR implementation is also associated with great investments in time and costs. So, in this edition, I will share some critical insights about the financial and time factors impacting EHR adoption. As always, feel free to message me on LinkedIn about your experience implementing, utilizing, and integrating EHRs for healthcare practices.?

Cost

The financial commitment to an EHR implementation guide is not uniform, as each organization will encounter distinct needs, challenges, and resources, resulting in diverse expenses.

Below are the primary categories of costs associated with the EHR adoption process:

1. Acquisition costs — initial expenses for procuring EHR software or obtaining licenses, with pricing variations depending on whether the solution is cloud-based or on-premise.
2. Customization costs — additional charges for tailoring the system to align with the unique workflows and requirements of the facility. That may involve developing specific modules or adjusting existing ones.
3. Training costs — the preparation of staff to effectively use the new system. That includes training sessions, workshops, and materials, which can constitute a substantial portion of the budget.
4. Data migration costs — the transfer of data from an existing system to the new EHR can be intricate and costly, especially if data cleaning or conversion is required.
5. Ongoing costs — maintenance fees, software updates, support, and potential future expansion or further customization contribute to the overall cost of ownership.
6. Hidden costs — may include unforeseen downtimes, productivity slowdowns during the transition, or adding extra modules/add-ons post-implementation.

Obtaining a detailed breakdown of immediate and long-term costs from vendors is crucial to prevent unexpected expenditures and ensure adherence to the budget.

Timeline

The timeline represents the duration necessary for implementing EHR, from formulating the initial plan to the go-live phase and extending to full adoption.

1. Assessment & Planning — Determining EHR implementation requirements takes several weeks to a few months.
2. Configuration & Customization — Depending on complexity, this phase may take a few months. More intricate customizations or integrations might extend the timeline.
3. Training — The duration of training depends on staff size, their tech proficiency, and the system's complexity. It can range from a few weeks to several months.
4. Testing — It takes weeks to months, especially if iterative testing and fixes are needed.
5. Go-Live — From a single day (big bang strategy) to several months (phased approach).
6. Post-Implementation Evaluation & Adjustment — Continuous monitoring and refinements can extend for months or even years, ensuring the EHR system aligns with evolving institutional needs.

The precise timeline of your EHR implementation will hinge on the company's size, readiness, the chosen implementation strategy, and unexpected challenges. Maintaining a buffer in the timeline is advisable to accommodate unforeseen delays or obstacles.

Wrap Up

Finally, when it comes to costs and timeline, transparency, detailed planning, and constant communication with stakeholders can facilitate a smooth and predictable EHR implementation. And although such a journey may appear challenging, EHRs are evidence of the industry's dedication to innovation, collaboration, and a patient-centered approach.

SPsoft experts have vast experience providing healthcare partners with the best possible EHR interoperability. Our team has performed over 60 successful integrations with Epic, Cerner, and AllScripts. The good news is that SPsoft's accelerator platform facilitates integration with any FHIR and HL7-based EHR. Write to me at [email protected] or fill out the contact form, and we will gladly assist you with your project.?