Implementing a New EHR : Your Questions Answered!

Is your agency wondering “What is the EHR implementation process?”  Are you settling for an ineffective EHR because you don’t want to go through another EHR implementation? Implementing a new EHR can seem like a daunting process.  But with great communication, a team that’s committed to your success and a clearly defined process, implementing a new EHR can be smooth and painless.  Exym has an EHR implementation process that is personalized for each agency to ensure success!

“Exym implementation was the simplest and least eventful (in a good way!) EHR migration out of the 8 or so I’ve been involved with.  The Exym team was well-organized with very clear milestones and task assignments.  Within the first weeks of implementation, clinical staff had a better understanding of Exym than they did of the EHR we’d used for the previous 3 years!”

Winston Berger, Director of IT and Data Systems at A Better Way, Inc

Winston Berger, Director of IT and Data Systems at A Better Way, Inc said the following about his Exym EHR implementation: “Exym implementation was the simplest and least eventful (in a good way!) EHR migration out of the 8 or so I’ve been involved with.  The Exym team was well-organized with very clear milestones and task assignments.  Within the first weeks of implementation, clinical staff had a better understanding of Exym than they did of the EHR we’d used for the previous 3 years!”

How does Exym make this happen? First, when you’re implementing Exym, you will be assigned an implementation lead.  Exym’s implementation lead will meet with your organization for regularly scheduled calls until you go live. They provide admins with early access so that they can test out configurations and learn the system prior to going live. They also consult on your current workflows and streamline them in Exym for maximum efficiency.  The implementation leads will also guide you through the implementation process, which is split into 8 phases.

8 Phases of Implementing a New EHR at Exym

Phase 1: Administrative: A project kick-off call is scheduled with your team. During this call, we establish a regularly scheduled call, define your locations, payers and create login accounts for admin staff needing early access.  

Phase 2: Billing We define your billing programs and services/activities that you provide to your clients. We set up your activities with the appropriate rates, billing modifiers and rule codes to meet your county requirements. Exym custom builds your note templates and attaches them to the corresponding activities. 

Phase 3: Clinical: We walk through your clinical workflow and determine what user role we need to assign to each user at your organization. System configuration is also completed for tracking referrals, client status, memo categories and activity reminders. 

Phase 4: Review Progress Notes: Note templates that have been built will be reviewed, edited and finalized.  

Phase 5 & 6: Data import: Your client information will be imported into your database so that it’s ready to be accessed on your go-live date and billing can be sent out. 

Phase 7: Training: Exym will provide a clinician, billing and administrative training to your users.  

Phase 8Wrap-Up: Approximately one month after go-live Exym will conduct an implementation wrap-up call with you to assess how things are going. We will make sure that you’re connected with our helpdesk so that we can continue to provide you with support as you use the system. Implementation is considered completed at this phase.

The average EHR implementation at Exym takes 3-4 months.

Berger said of this process “Exym was different from the other EHR implementations I’d been involved in.  There was a solid, clearly-defined process.  Nothing was oversold or overpromised, and it was smooth, on time and on budget.  The people who work in implementation were super available to help build workflows and share their expertise.”

How can an agency prepare for EHR implementation?

Wondering what your agency should do to prepare for an EHR implementation?  Stephanie Jenkins, Exym’s Implementation Manager, recommends that agencies have one key point person that Exym can communicate with about the project. This person should have a good understanding about the agency and know where to go to get the information that’s needed.  Additionally, she recommends having a billing and clinical “expert” as part of the internal implementation team. 

Berger also has advice for agencies preparing to look for a new EHR and enter the EHR implementation process.  He recommends that agencies take the time to discover their real pain points and understand the problems with their current EHR.  If they have this knowledge, they can make sure those things are addressed in the implementation process. He says that since A Better Way had this knowledge, they were able to communicate those issues with the Exym implementation team.  The Exym implementation team helped them build custom reports to address those pain points and their entire team was happy with the results.

Agencies should not have to deal with ineffective EHR’s just because the implementation process has been difficult in the past.  Exym’s implementation process is well-defined and will help streamline processes so that workflows are smoother.  Exym’s implementation team will take the time to learn what each agency’s needs are so they can use their new Exym EHR to its fullest potential.