A Proven Guide for A Successful EHR Implementation

1. eBook A Proven Guide for a Successful Implementation

2. Table of Contents What is EHR Implementation process?..................................................... Topic 1: Preparing for EHR Implementation............................................. Topic 2: Selecting the Right EHR Software............................................... Topic 3: Data Migration & System Integration........................................... Topic 4: Interfaces.................................................................................... Topic 5: Staff Training & User Adoption.................................................... Topic 6: Testing & Going Live with Your New EHR.................................... Topic 7: Post-Implementation Support & Optimization............................ Conclusion................................................................................................ 1 3 6 11 13 18 21 22 24

3. What is the EHR Implementation Process? An electronic health record (EHR) implementation is the process during which healthcare providers plan, configure, and deploy an EHR system in their medical practice. This process is important because it sets the stage for physicians, other providers, and administrative staff to: • • • • • • • Engage patients Enhance patient safety Improve patient care Increase efficiency Promote regulatory compliance Reduce costs Share and exchange data Effective EHR system implementation requires a thoughtful approach that includes change management, careful EHR vendor assessment and selection, successful data migration, extensive testing and training, and ongoing post-implementation support. However, EHR implementation is not a ‘one and done’ project. It’s a continual process of improving, enhancing, and augmenting the foundational EHR software to meet ever-evolving operational and strategic goals. 1 What is the EHR Implementation Process? | www.prognocis.com | 1-716-929-4700

4. Like many health information technology (IT) implementations, an EHR system implementation is not without challenges. Some of the key challenges that occur during some (but not all) EHR implementations include: • • • • • • • High initial costs Inability to integrate with other health IT systems Lack of physicians and staff buy-in Loss of data integrity during data migration Poor training Privacy and security concerns Workflow and business continuity disruptions The good news is that a PrognoCIS EHR implementation provides a seamless experience for providers, helping them avoid these common EHR implementation challenges, stay on track, and derive return on investment as quickly as possible. That’s because PrognoCIS EHR prioritizes user-friendliness, interoperability, scalability, privacy, and security at an affordable price, thereby avoiding many of the implementation challenges providers tend to experience with other EHRs. Designed to harmonize with all clinical workflows, PrognoCIS EHR maximizes productivity and caters to the needs of all specialties. With essential EHR features like telemedicine, e-prescribing, EHR portals, and quality metric dashboards, this cloud-based, fully integrated EHR solution is tailored to meet the demands of modern healthcare. In addition, PrognoCIS EMR’s superior customer service support that’s available via phone, live chat, and support ticket management, ensures providers have the information they need to be successful and productive during the EHR implementation and thereafter. 2 What is the EHR Implementation Process? | www.prognocis.com | 1-716-929-4700

5. Topic 1: Preparing for EHR implementation When implementing a new EHR system, the future of your practice depends on you having a good EHR implementation plan in place. At PrognoCIS, we partner with you to ensure you have a smooth implementation and receive improved efficiency with your new EHR. Following the outlined steps below will help to ensure a successful implementation. Step 1: Assessing Your Practice’s Needs A successful EHR implementation begins with having a deep understanding of our clinic’s unique workflows, challenges, and goals. This means getting input from everyone involved: doctors, admin staff, billing staff, and the IT team. Ask questions of your team like… What slows you down? What is working well? What is not working well? Identifying these items with key stakeholders will help identify what your new EHR software needs to do and for whom. 3 Preparing for EHR Implementation | www.prognocis.com | 1-716-929-4700

6. Step 2: Choosing the Right EHR Software EHR systems are not all the same. You need software that supports your needs, such as your specialty, company size, and workflows. PrognoCIS is built to be flexible, offering customizable templates and workflows, telehealth tools, and fully integrated billing and advanced reporting are just some of the many features you can tailor to your practice. We encourage practices to: • • • Book a personalized demo Get providers and staff involved in sessions Get feedback from all departments Choosing the right EHR is a big decision, which impacts your team, your patients, and your bottom line. We’re here to make sure you get it right. Step 3: Setting Clear Goals and Expectations When you begin the implementation process, our experienced EHR Implementation Team of expects, will schedule a kick-off and define your personal EHR implementation strategy. Together We Will: • • • Align your goals with implementation milestones Set smart EHR implementation timelines Define responsibilities With clear goals defined and open communication, we hope to set expectations for the success of your implementation and make the process smoother. 4 Preparing for EHR Implementation | www.prognocis.com | 1-716-929-4700

7. Step 4: Engaging Key Stakeholders The most effective EHR implementations are people-driven. That’s why we bring all the right staff members to the table: Physicians and clinical staff help shape how the system supports patient care IT teams ensure everything runs securely and smoothly Administrative leaders handle training, scheduling, and adoption Billing Managers ensure claims are generated correctly, in a timely manner We work closely with your champions in each area to ensure the system reflects your day-to-day needs, not just a vendor’s idea of it. Step 5: Budgeting, Planning, and Cost Considerations Implementing an EHR takes time, money, and resources. However, if you set it up right from the beginning, the return on investment is well worth the effort. Beyond the initial costs for software, hardware, and training, you’ll gain: • • • • Faster, more accurate billing Less paperwork and duplication Decreased documentation time More time for patient care We will guide you every step of the way because we care about your long-term success. 5 Preparing for EHR Implementation | www.prognocis.com | 1-716-929-4700

8. Topic 2: Selecting the Right EHR Software Choosing the right EHR Software for your practice is a big decision. Start by speaking with your team. Focus on the features that matter most to your team and practice goals. This will help narrow down your options. Key features to consider when in an EHR software. Analytics and Reporting. Look for built-in dashboards and custom reports that offer real-time insights into the population health trends and performance measures. Clinical Decision Support Tools. Does the EHR include clinical decision support, e-prescribing, computerized physician order entry, integrated lab results, voice recognition, predictive text, and customizable templates? Integration with other systems. Your system should easily connect with pharmacies, labs, radiology, devices, clearinghouses, other portals, and third-party apps? Can you create a customized integration, if needed? 6 Selecting the Right EHR Software | www.prognocis.com | 1-716-929-4700

9. Mobile-Friendly Access. Is the EHR accessible on the go from a tablet or phone? Patient and Practice Management Tools. Popular PM and patient tools include a secure patient portal, patient self-scheduling, robust intake forms, and automated appointment reminders. Population Health Management Tools. Your EHR should include care coordination tools, data integration, patient engagement tools, reporting, and population health dashboards. Privacy and Security Safeguards. Your EHR must include data encryption, access controls, audit trails, and secure backups. Revenue Cycle Management Tools. Billing features such as real-time insurance eligibility checking, automated claims management, explanation of benefits posting, and denial tracking should also be included. Telemedicine. The telemedicine platform in your EHR should be HIPAA-compliant and fully integrated. 7 Selecting the Right EHR Software | www.prognocis.com | 1-716-929-4700

10. Cloud-Based vs. On-Premised EHR With PrognoCIS you choose if you want an On-Premises or a Cloud-based EHR. Each have its own advantages and disadvantages. On-Premises Systems Cloud-based EHRs Access from anywhere with an internet connection Faster implementation Lower upfront costs Little to no in-house IT support required Easy scalability as your practice grows You have direct control over your data and servers Require a larger upfront investment Requires our own dedicated IT team Ongoing maintenance 8 Selecting the Right EHR Software | www.prognocis.com | 1-716-929-4700

11. How PrognoCIS Meets Practice-Specific Needs One size doesn’t fit all! Every practice has its own unique specialty, volume, and workflows. Choosing an EHR that understands and can support your individual needs is so important. PrognoCIS supports clinics of all sizes. From the small solo practice, mid-size medical groups, multi-specialty clinics, to the enterprise Healthcare systems, we have you covered. PrognoCIS is a scalable system that grows with your practice. Whether you depend on telemedicine, heavy automation, and various integration across multiple tools and vendors, we will adapt to meet your needs, not the other way around. Security and Compliance Considerations When selecting an EHR, it is easy to get caught up in the features, but two critical pillars that can make or break your practice’s success: Compliance and Security. It is protecting your patients, your reputation, and your bottom line. HIPAA is about keeping patient-sensitive health information private and secure. If your EHR doesn’t follow the standards, your practice could be at risk for data breaches, fines, and legal headaches. Your EHR should include: • • • • Strong Data encryption at rest and in transit Role-based access controls Automatic audit trails to track who accessed what and when Regular security updates and compliance reviews 9 Selecting the Right EHR Software | www.prognocis.com | 1-716-929-4700

12. MIPS and MACRA are value-based health care programs. Your EHR needs to track performance, submit reports accurately, and meet quality metrics. When choosing the right EHR, you should be able to: • • • • Easily capture data from patient visits Have access to dashboards to monitor your MIPS score Tools that simplify year-end reporting Provides vendor support that understands regulatory requirements and deadlines Your EHR should work hard to take care of your data, keep you compliant, and help you succeed in today’s complex healthcare environment. 10 Selecting the Right EHR Software | www.prognocis.com | 1-716-929-4700

13. Topic 3: Data Migration & System Integration What is Data Migration in PrognoCIS Implementation? Data Migration is the process of moving all your important patient data from your old EHR to PrognoCIS. This will help to ensure a smooth transition. Transferring patient data is one of the most important stages of the EHR implementation process. At PrognoCIS, we treat data migration and system integration with the care and precision they deserve, allowing providers to maintain continuity of care to access comprehensive patient information. 11 Data Migration & System Integration | www.prognocis.com | 1-716-929-4700

14. Steps to Securely Transfer Patient Medical Records Assessment and Planning: First, we need to identify the types of data that need to be imported. Once the data has been identified, we can map out a detailed plan, outlining the steps, timeline, resources, and responsibilities. Secure Data Extraction: Data is carefully extracted from the current Electronic Health Record system (usually by that old EHR Vendor). It is essential to ensure that the data extraction process is secure, and that no data is lost or corrupted during this phase. Data Transformation: The data will be reformatted to fit into the new EHR structure. This process includes field mapping and reviewing with your team for accuracy. Data Loading: The data is now imported into your new EHR system. Testing: All imported data is tested to ensure it is present, complete, and accurate, and functioning as expected. Go-Live and Support: Now you are ready to go live. Ongoing support is provided after go-live to ensure that the system operates smoothly. Steps to Avoid Data Loss and Ensure Accuracy During a Data Migration Backup All Data before starting any data migration. Conduct Frequent Checks and Validations to ensure nothing gets lost, changed, or duplicated. Team Involvement to help identify and address any potential issues. Integration with Existing Practice Management Systems PrognoCIS has a fully integrated Practice Management System, so integration with outside is not usually required. However, on the rare occasion that you are using a third-party billing platform, scheduling tools, or other practice management software, we make integration simple. Our team works directly with yours to connect the dots, and your workflows stay smooth, your data stays in sync, and your daily operations are easier. 12 Data Migration & System Integration | www.prognocis.com | 1-716-929-4700

15. Topic 4: Interfaces What are Interfaces and Interoperability? Interface is a connection between two different software systems that allows them to share information. An example of this could be that your EHR is linked to your billing system or an imaging tool. This connection can save time and reduce errors by eliminating manual entry. Interoperability takes it a step further. Here, different software applications are working together seamlessly. An example of this could be pulling in lab results from an outside lab or sharing medical records with outside providers. Interoperability is essential for the coordination of care and ensuring that all the patient’s health information is accessible. 13 Interfaces | www.prognocis.com | 1-716-929-4700

16. Types of Interfaces There are various types of interfaces. Each has a unique role in getting your data to the right place at the right time. Bi-directional Interfaces Allow you to send and receive data. For example, you may send lab orders from your EHR and receive results back electronically, eliminating the need for manual entry or faxing. APIs (Application Programming Interfaces) Help share data and features between different software. An example might be connecting with patient engagement tools or billing services. EDI (Electronic Data Interchange) Is used for secure communication between your practice and payers. With EDIs, you can send claims and receive payments electronically. Unidirectional Interfaces The information flows in a single direction. For example, receiving lab results. 14 Interfaces | www.prognocis.com | 1-716-929-4700

17. Interfaces Offered by PrognoCIS Tabular Reports Exports: Export patient or practice data into spreadsheet-style reports for easy review and analysis. LAB: You can send orders and receive test results within the EHR. RAD: Lets you share orders and view diagnostic reports. State Fund RFA: Allows you to submit Request for Authorization forms for California state- funded workers’ comp programs. PM (Practice Management): Syncs your EHR with scheduling, billing, and other admin tools. CCM (Chronic Care Management): Provides care coordination tools so you can manage chronic conditions and billing under Medicare guidelines. HIE (Health Information Exchange): Securely shares patient records with other healthcare providers and systems. Transcription: Dictation files to be transcribed and added directly into the patient chart. PDMP (Prescription Drug Monitoring Program): Provides access to your state’s Prescription Drug Monitoring Program so you can monitor controlled substances. PDF Auto-Attach: Attaches incoming PDFs (like faxes or referrals) to the right patient record without manual sorting. FMCSA: Uploads DOT physicals and reports to the Federal Motor Carrier Safety Administration. FHIR: Provides secure, real-time data exchange with other health systems using a modern API format. APIs: APIs allow your HER to work smoothly with other software applications. Custom Interfaces: These are built specifically for your clinic’s needs—if you have a unique system, we can help connect it. Vaccines: Sends immunization records directly to your state registry. 15 Interfaces | www.prognocis.com | 1-716-929-4700

18. How are we protecting your data? Compliance and Security HIPAA (Healthcare Information Portability and Accountability Act): PrognoCIS adheres to the strict rules set up by HIPAA to ensure your data is always secure and your practice is always compliant. For Electronic Health Records (EHR), protecting patient information is critical. Healthcare providers must follow strict privacy rules that protect sensitive patient information, which means any system connecting with your EHR must meet the same high standards. SFTP (Secure File Transfer Protocol) provides a secure and encrypted connection to transfer data without exposing patient data during transmission. TCP/IP (Transmission Control Protocol/Internet Protocol) ensures secure and reliable data exchange between systems. Web Service: Web services uses encryption and authentication to protect sensitive health information so that systems can communicate over the web. VPN (Virtual Private Network): VPNs protects from unauthorized access, keeping data private and protected, even over public internet connections. 16 Interfaces | www.prognocis.com | 1-716-929-4700

19. Benefits of Interfaces There are numerous benefits to having interfaces with your EHR. Increased Efficiency and Reduced Errors by automating data exchange between systems, interfaces reduce repetitive tasks, delays, and errors due to manual entry. Help in electronic transfer for various interfaces: With the right interfaces set up, lab results, prescriptions, and billing info can flow electronically between systems efficiently. Macro/MIPS and MU Reporting: Interfaces make it easy to track and report required health information. Interoperability: Interoperability provides instant access to up-to- date health information with outside entities. Improved Data Security: Enhanced security measures are implemented to keep sensitive data protected, as it moves between systems. Supports Scalability: As your practice grows or adds new tools, interfaces make it easy add additional systems or devices. Enhanced Efficiency: By automating data exchange between systems, interfaces cut down on repetitive tasks and delays, allowing your staff to focus more on patients and less on paperwork. Interfaces and interoperability allow PrognoCIS to connect smoothly with other systems your practice relies on. 17 Interfaces | www.prognocis.com | 1-716-929-4700

20. Topic 5: Staff Training & User Adoption The Importance of EHR Training for Physicians and Staff At PrognoCIS, we understand that moving to a new EHR, staff training, and user adoption are key elements for successful implementation. That is why we provide practical training, which is tailored to each role, with real scenarios that apply to your unique practice Physicians and clinical staff are trained on workflows that support patient care accurately and efficiently. Administrative teams are trained on tools like scheduling, billing, and reporting that are efficient and dependable. IT teams must be equipped to manage integrations and keep the system running smoothly. With PrognoCIS, training is the foundation for lasting success. We are here to guide you every step of the way. 18 Staff Training & User Adoption | www.prognocis.com | 1-716-929-4700

21. Developing a Role-Based EHR Training Plan Part of our EHR implementation strategy is to create customized training that meets the specific roles and needs of your practice. This is a natural part to your teams success. Steps for developing that training plan include… Computer Skills Assessment: First we need to gauge your team’s technology comfort level to determine the right level of training. Super User Development: We help you identify and train your key staff members to be “super users.” As a “super user,” they can help support their peers. Targeted Learning Paths: Training is then tailored to what each person does. This allows users to be trained on features relevant to their job. Training Materials: Users will be given access step-by-step guides, short videos and clear live training schedules and agendas. Hands-On Practice and Workflow Optimization Training is more than just instruction. The best way to learn is by doing, so after every training session, we encourage your team to have a hands-on experience that feels real and relevant to your team. Workflow Simulation: We encourage your team to go through practical, day-to-day scenarios. These will help identify ways to make your workflows more efficient and build staff confidence. 19 Staff Training & User Adoption | www.prognocis.com | 1-716-929-4700

22. Workflow Refinement: Our implementation experts will work with you to fine-tune workflows. Continuous Feedback: We encourage continuous feedback to keep training relevant, address concerns early, and make real-time adjustments. Addressing Resistance and Improving User Adoption Steps to avoid resistance and improve user adoption. Transparent Communication: Be transparent and clearly communicate why the change is needed and the benefits of that change. Stakeholder Involvement: Include staff in the process of finding an EHR because when people are involved, they are more likely to embrace the change. Training is a Shared Commitment to Your Success Ongoing Support & Super User Access: You will have continued support through our customer service team, resource center, as well as your own super users. At PrognoCIS, we share the responsibility of change with you. We stand beside your team, from planning to post-go-live, to ensure your people are truly ready to thrive. Celebrating Wins: Show your team you value their efforts by celebrating wins big or small. 20 Staff Training & User Adoption | www.prognocis.com | 1-716-929-4700

23. Topic 6: Testing & Going Live with Your New EHR So, you are now ready to go live with your new EHR! Before turning on the system, here are 4 things you should do to ensure readiness. Conduct a Final Pilot Test: In the live environment, involve a few key players to run through a few real-life clinical and administrative workflows. Confirm the system is aligned with your needs. Identify Technical Issues: Now is the time to send live data through your interfaces to ensure they working correctly. Check your staffs user-roles to make sure they can effectively to their jobs. Final System Checks & Security Audits: Before going live through audits are conducted which include a system validation, security audit, back-up and recovery plans are in place Utilize Go-Live Support: When it is time to go-live our dedicated Professional Service team is available to assist you. If you feel you need hands-on support, you can request to have a staff member to be on-site during this time. 21 Staff Training & User Adoption | www.prognocis.com | 1-716-929-4700

24. Topic 7: Post-Implementation Support & Optimization Monitoring EHR Performance and User Feedback After going live, the success of your EHR implementation really depends on how effectively you can use the system in your everyday clinical setting. At PrognoCIS, we conduct ongoing performance monitoring to ensure the EHR continues to meet your needs. Our team uses system analytics, user activity data, and direct provider feedback to identify any bottlenecks, workflow inefficiencies, or technical issues. By keeping a close eye on how the EHR functions over time, we can quickly resolve concerns, adapt configurations, and ensure the system supports your goals for patient care and productivity. Continuous Training and Software Updates Whether you're expanding your practice, hiring new staff, wanting to learn about new features, or want to be more proficient, PrognoCIS offers continuous training options. We conduct regular live and on-demand webinars to introduce new features and product updates. The resource center hosts training videos and user guides. Additional instructor-led training packages can be purchased upon request. 22 Post-Implementation Support & Optimization | www.prognocis.com | 1-716-929-4700

25. Measuring ROI and Efficiency Improvements Is your EHR investment delivering up to your expectations? With PrognoCIS, it is easy to track measurable outcomes such as faster charting times, improved billing accuracy, reduced administrative workflows, and increased patient engagement. Our fully integrated reporting and analytics tools reveal Key Performance Indicators, so that you can make needed improvements accordingly. With the ability to measure key metrics, you will gain full confidence in your return on investment while uncovering areas of improvement and cost savings. How PrognoCIS Offers Ongoing Support PrognoCIS is committed to your success beyond implementation. Our customer support has a variety of channels, including phone and email support teams, online chats, a ticketing system, and an online resource center. You will be assigned to a customer success manager to maintain open lines of communication. Our team is always ready to help. Our customer success team conducts regular account reviews. We offer optimization services to help your clinic adapt to changing needs, take advantage of new features, or expand your clinic. With this proactive, ongoing partnership, we help to ensure that your EHR continues to evolve with your practice. 23 Post-Implementation Support & Optimization | www.prognocis.com | 1-716-929-4700

26. Conclusion Every EHR implementation is a journey—not a destination. Even after go-live, providers must search for ways to leverage exciting new enhancements to improve patient care and increase operational efficiency as the technology evolves. Implementing an EHR system is a continual project of process improvement that can yield significant benefits. Understanding and executing key EHR implementation strategies is critical. In summary, the most successful EHR implementations are those with clear goals and expectations that prioritize doing what’s best for patients, providers, and the business as a whole. This includes an EHR implementation process with the following EHR implementation steps: • • • • Obtain user buy-in through mindful change management. Conduct extensive testing prior to go-live. Continuously monitor and improve performance over time. Create a formal EHR implementation plan for specific stages of EHR implementation with an overall EHR implementation timeline. Identify an EHR implementation team for implementing a new EHR system. Perform careful data migration. Provide role-based staff EHR training with workflow optimization. Research and select the right EHR software. • • • • 24 Conclusion | www.prognocis.com | 1-716-929-4700

27. PrognoCIS EHR streamlines each of these steps in the EHR implementation process so providers can continue to focus on providing high-quality patient care. With PrognoCIS EHR, providers enjoy the benefits of streamlined and simplified EHR implementation without any of the typical associated challenges and barriers. The result? PrognoCIS EMR integrates all aspects of clinical, business, and patient workflow to improve efficiency, enhance clinical care, reduce costs, and promote revenue integrity. PrognoCIS EHR is the right choice for today’s modern healthcare providers. Regardless of whether you’re implementing your first EHR or transitioning to PrognoCIS from a different EHR, our experts are happy to help. 25 Conclusion | www.prognocis.com | 1-716-929-4700

28. About Bizmatics Bizmatics, Inc. is a healthcare technology company serving the needs of ambulatory medical practices of all sizes and specialties. PrognoCIS cloud-based EHR, streamlines workflows through a stable and mature platform of features that include Documentation, e-Prescribing, Telemedicine, Practice Management, Revenue Cycle Management, and Patient Portal. PrognoCIS EHR delivers customizable, tailor-made workflows with rich specialty-specific content for medical clinics. To learn more, visit https://prognocis.com/. Contact Us sales@bizmaticsinc.com 1-716-929-4700