One key factor that will determine the project's success:

Once you have made the commitment to adopt an EHR/PM system, the next step is to begin "planning for success". It is not simply a matter of buying a few computers and installing some software. Well... maybe it is for a lucky few. But, for the rest of us, the planning phase is critical to ensuring that the project succeeds and that you do not end up with an expensive mess that falls well short of your goals. "Failing to plan... is planning to fail..."

Recognize that EHR implementation is a team effort:

It is imperative to have a cooperative and well organized team manage the project. The goal is to have minimal disruption on the practice while successfully completing the project on time and on budget. You want to preserve continuity of care for the patients, the revenue stream for the practice, and reduce stress on everyone involved. Consider having three members acting together as the Project Management team. One member from the practice, one from the EHR vendor, and one from your IT department or vendor.

Outline and document your plan:

Listed below are the major steps that should be well though out, planned, and executed by the PM team. Keep in mind that conditions often change and that some contingencies will have to be dealt with as you go along. Having a well thought out plan in the beginning will minimize problems that may crop up later in the project:

• Kick Off Meeting - Involve everyone in the practice, discuss the purpose of the project, its goals, any concerns, and solicit suggestions. Everyone needs to be onboard in order to make this project a success
• Assemble The Project Team - Designate who will be the Project Manager (PM) for the practice. Also identify a vendor PM and an IT contractor PM (if outside IT services are used). Identify your Subject Matter Expert(s) to help with workflow redesign, training, etc.
• Build The Project Plan - Formalize and document a PM plan. Microsoft Project is a great tool for this. Define - all roles & responsibilities, budget, goals & objectives, timelines, issue tracking/resolution, and a change management process
• Communication - Have regular meetings, communications, etc. to update all personnel and stakeholders on project status. Inform patients of pending changes that will occur due to EHR implementation
• Workflow - map existing workflows in detail. Look for areas of improvement. Determine which workflow elements will change due to the EHR/PM system. Document and test how the new workflows will operate
• EHR Vendor/Product Selection - Research vendors and their products to develop a list that meets your requirements, goals, and future expansion plans. Conduct on-site demos using valid practice data. Visit other sites that are running in production if possible. Make a final determination and negotiate the price, financing, support, delivery, and contract
• Data Entry - determine which data will be brought forward into the new system, who is responsible, and how it will be accomplished. Include provisions for connecting to outside sources such as pharmacies, labs, and Health Information Exchanges (HIEs)

» Continue to Next Page