By Sheryl Bushman, DO, FACOOG(D) | SVP, Physician Advisory
It’s not every day that you update your EHR system. Implementing even the smallest changes can pose major challenges. My role at Continuum Health IT is to help health systems and providers get through the day-to-day struggles with the electronic health record. I help doctors and other stakeholders become comfortable and savvy with their systems, help ease the transition, and strengthen processes.
With this blog series, I aim to help health systems and providers avoid common pitfalls and launch their new EHR system with success.
Avoiding Pitfalls of New EHR Systems: Communicating Changes
Making regular changes to EHR systems is essential to keep healthcare providers operating efficiently with their patients’ best interests in mind. However, workflow modifications take time to adjust to, and poor communication of decisions and changes within new systems can lead to unforeseen issues. To make sure that the right changes are made, you need the right people at the table.
Potential Consequences
When frontline workers are not adequately informed about changes to the EHR system, they struggle to adapt. This leads to disruption of workflow and increased frustration for everyone.
For example, changes to computer systems can happen as often as every three months. If not communicated properly, these constant changes can be a huge contribution to provider burnout. Providers become unsteady and uncomfortable while struggling to adjust to changes quickly, taking away time and focus from patients.
Even seemingly small changes can make a big impact. Updates to how or where certain pieces of information are recorded can lead to critical errors in documentation (e.g., allergies, medical history, diagnoses, etc.). These lead to very real consequences for patients.
Without proper communication, healthcare systems can see a whole host of potential consequences:
- Potential for errors due to lack of understanding of new workflows or documentation requirements.
- Decreased provider satisfaction and increased burnout.
- Compromised patient care due to missed critical information or inefficiencies in documentation.
How to Be Better Communicators
Despite the challenges that can accompany making changes to your EHR systems, there are a few ways to protect employees and ensure a smooth transition for all.
Give Everyone a Voice
To ensure effective communication during EHR system changes, it’s essential to give everyone a voice and foster a sense of ownership throughout the transition. This means actively involving frontline healthcare workers, including physicians, nurses, and administrative staff in the decision-making process.
Be Transparent
Transparency is the key to building trust. It is crucial to highlight specific changes to EHR systems by each role to ensure that providers on all levels understand how they will be impacted. This can be done via meetings and/or email updates tailored to each role’s responsibilities.
Communicate Proactively
Proactive communication should be prioritized to minimize disruptions and ensure smooth transitions during EHR system changes. Rather than waiting for issues to arise, provide regular updates and progress reports to give everyone the chance to address potential concerns or challenges upfront.
Work With a Healthcare IT Consultant
From developing tailored communication plans to providing ongoing support and guidance, healthcare IT consultants can play an important role in ensuring that your communication efforts are targeted and effective. At Continuum, our team is here to help you navigate complex EHR system changes with confidence.
Schedule a Consultation With Continuum Health IT
It’s never too late to make your EHR system better, and amid complex changes, it’s crucial to seek a fresh perspective. A trusted partner can offer you invaluable support in navigating communication challenges and ensuring smooth transitions.
Continuum Health IT has the expertise to assist and advise healthcare organizations in all phases of their EHR journey, including new EHR system implementation. We have a team of experts who have held operational leadership roles from clinicians to patient access and revenue, poised to assist you in maximizing the talent within your organization. If you have any questions, feel free to contact us — we’re always here to help.