Every organization has one or more systems they need to conduct day-to-day business operations. Often, there’s an ERP, or Enterprise Resource Planning, which is the one system the enterprise cannot function without. The ERP system covers so many of the fundamental elements of the operational and financial aspects of an enterprise, it’s unable to exist without it. In healthcare, the ERP is called the “Electronic Health Record System” (EHRS or EHR for short).
This system facilitates and guides the organization’s staff through all of the major steps associated to their existence. The EHR system covers all of the following:
- Intake
- Diagnosis
- Treatment Plan Development
- Treatment Plan Management
- Measured Outcomes
- Fiscal (Billings to Payers)
EHR Systems in Health and Human Services
Specific to Health and Human Service agencies that focus on non-physical health, this enterprise resource planning system – the EHR – is also its heartbeat.
Unfortunately, most EHR systems are not set up well. Both large and small health & human services agencies struggle with implementing and consistently using the system. Leadership and staff have so much to focus on, making it nearly impossible to ensure all service lines and programs are configured properly to use the system from intake through to reimbursement.
In addition, many agencies use their EHR system on a partial basis. The agency’s EHR system becomes what we call a “half-baked cake.” As staff resort back to the use of spreadsheets and file storage solutions manage Protected Health Information (PHI), they’re only half baking it into the organization’s foundation. This creates inconsistencies, and the organization fails to fully leverage the benefits of the EHR.
Organizational Change Management (OCM) for EHR System Implementation
The lack of Organizational Change Management into the culture of the agency furthers this piecemeal outcome when agency leadership and software vendors do not have successful system implementations.
Further, with the continuing pattern of consolidation in the agency space, we find mid-size and larger agencies with multiple EHR solutions to manage. In some cases, some smaller agencies still are without a true EHR system which means a single entity made up of several agencies has some utilizing an EHR while other aspects of the roll up are not.
An Important Distinction
An important question to understand is What’s the difference between implementation and optimization? Here’s what each of those terms mean.
Implementation is the initial engagement of the technology to the operational and fiscal aspects of the agency.
Optimization is the standardized operations model across all service lines and program areas to drive the Implementation.
Additional FAQs about EHR Systems:
The questions we are most commonly asked about EHR systems include the following:
Do we need to optimize as part of our implementation? Short answer: you should do so, but optimization can occur after the initial implementation too.
What is the value of optimization? Management’s job becomes easier, and staff can be shifted from program to program with less effort, when standards are implemented across all service lines and programs.
Where do we start if we want to look at system selection or optimization? Get Help! Unless your agency has the financial wherewithal to hire, train, and manage an EHR team, you must find a partner to help guide you through the process.
Is it expensive to work with a partner for our needs? Answers to several additional questions are needed to determine this. These include:
- Am I able to staff properly?
- How many reimbursements are being kicked back?
- How man reimbursements are we losing?
- What is my turnover rate for staff due to ineffective system automation? Turnover costs hard dollars to recruit, hire, train, and engage staff. Retention should be measured, and system use plays a major role.
Is EHR optimization a project with a beginning and end date? NO! There are many changes that will take place in your agency. Some you control and others form outside of your agency. System optimization “tuning” along with a strong Organizational Change Management Model (OCM) must become part of your agency culture.
How do we start the process of engagement to being optimization? Contact EHR Edge Our EHR optimization team is working with a growing number of agencies to fix the issues and systems from poor implementations.
How EHR Edge Engages with Health & Human Services Agencies
EHR Edge works exclusively with organizations in the non-physical health space: Mental Health, Behavioral Health, Intellectual Disabilities, Autism, Addiction, Children and Family Services, and more.
For Human Services Agencies seeking to optimize their EHR systems, we provide solutions that drive organizational change, improve outcomes, and maximize compliance and reimbursement—empowering agencies to focus on their core mission in the community.
Our subject matter and Organization Change Management experts engage with agencies to minimize the complexity and overall costs of implementation by guiding them through the process with less disruption and frustration.
EHR Edge’s Offerings Include:
- Workflow Design and Documentation
- System Selection Processing
- Implementation Services
- EHR System Optimization and Support
- System Update Services
- Revenue Cycle Management Modeling
- New Programs
- Reporting
- Service Desk
Contact us today to learn more about how to can help you with your EHR initiative.
About EHR Edge
EHR Edge is a trusted partner for Human Service Agencies, helping them navigate change with confidence. Our collaborative approach empowers your team, streamlines workflows, and drives lasting success, so you can focus on making a meaningful impact in your community.