Importance of Process Mapping for A Successful EHR Implementation
Key takeaways
- An Electronic Health Record (EHR) is the solution to electronically storing the patients’ medical details and other important data.
- For EHR implementation, it is important to map and document their existing processes to handle the upcoming changes to the processes and systems.
- Process mapping is an effective way of understanding a business process through maps or flowcharts.
- Performing an elaborate process mapping gives clear data on what factors the process is dependent on, their collaborators, and interactions, allowing the organization to devise a plan for the implementation.
- Process mapping on Cflow aids in identifying pitfalls within the processes and helps automate them.
Electronic Health Record (EHR) and Its Implementation
An Electronic Health Record (EHR) is the solution to electronically storing the patients’ medical details and other important data such as administrative clinical data, patient demographics, notes, symptoms, medications, medical history, etc. that are relevant to patient care. The EHR software aids hospitals in streamlining tasks in patient care and enhancing the overall experience with faster patient processing.
However, the implementation of EHR software involves numerous risks as the implementation can go wrong, affecting the existing process and data management. One of the biggest concerns associated with this change is the acceptance of the organization’s workforce.
EHR implementation includes the process of planning the implementation of the integration of the software with the healthcare processes. This implementation is an organizational change and has a great impact on the working environment.
Table of Contents
How Long Does EHR Implementation Take?
The duration of the implementation can vary based on the size of the healthcare setup and the context. The degree of change will determine how long the implementation will last. Creating an EHR implementation plan can help you roughly determine the time required by your healthcare organization to implement the EHR software as well as some in-depth estimations of the time required and implementation strategies.
Why is EHR Implementation Important?
EHR deployment can be a big step that changes most of the core processes such as patient management and data access and storage, which has a greater impact on patient care. Hence, organizations need to have a planned approach to deal with the new changes. These medical institutions are advised to map and document their existing processes to handle the upcoming changes to the processes and systems.
Many such institutions in the healthcare sector often tend to face the barrier of having very little experience with documentation or mapping the process workflows. With limited technical knowledge, it is difficult to analyze and understand the technical details and models of different processes and how to document them using technical jargon. This is why EHR implementation is quite a handful for health organizations such as clinics and hospitals.
Process Mapping Defined
Process mapping is an effective way of understanding a business process through maps or flowcharts. The business processes are diagrammatically depicted, showing their multiple stages and how one process interacts and intersects. Additionally, the automated EHR software can identify and rectify the inefficiencies and bottlenecks by mapping the processes.
The mapping of the processes involves their analysis, aiming to uncover the aspects that need to be optimized using the software. The software must be implemented systematically determining the processes and stages that have to be automated, and redesigning it to be more effective.
How Does Process Mapping Help?
Process mapping offers several advantages when a healthcare organization implements an Electronic Health Record system. The major benefits are as follows –
- Identifies inefficiencies – All the inefficient factors like redundancies, silos, and bottlenecks are easily identified and eliminated.
- Simplifies ideas – The process mapping technique breaks down complex ideas into simpler and understandable pieces of information, making it easy to ponder over.
- Delegates responsibilities – As the process stages are broken down into simpler formats, the roles and responsibilities are clear and facilitate delegation.
- Facilitates communication – Communication is made seamless
- Creates documentation – The mapping of the processes helps teams to understand and document processes.
- Builds transparency – The breaking down of the steps in the process gives improved visibility and identifies drawbacks.
Mapping Existing Processes for EHR Implementation
Mapping makes the existing process more susceptible to the alteration being made. Using techniques like optimal visualization, analysis, and documentation, inefficient processes are optimized to perform better through automation, RPA, AI, etc. Performing an elaborate process mapping gives clear data on what factors the process is dependent on, their collaborators, and interactions, allowing the organization to devise a plan for the implementation.
EHR implementation can cause quite a disruption to the working of the health center. Process mapping is an ideal way to simplify workflow analysis through proper visualization and identification of any pitfalls. Eventually, corrective measures can be taken to navigate the impact of the change brought in through the implementation of the EHR software. Certain steps can be followed to manage the transformation effectively.
Steps Involved in the EHR Implementation
EHR implementation is a long and complex process that includes multiple process roadmaps and checklists. This complex process can be broadly divided into eight core stages. The steps include –
Step 1 – Selection Team Building
The first step is to determine who will be part of the EHR implementation process. The implementation team members are chosen at the very first stage. This particular team decides the trajectory of the implementation process.
Step 2 – Requirements Gathering
The second stage is where all the required materials are sought after. The implementation process requires several factors like determining the required features, the number of users, the functionality, etc.
Step 3 – Request for Information (RFI) and Request for Proposals (RFP)
The third stage is where potential vendors are identified. The information regarding all the potential EHR software will be collected and sorted based on several factors. This step is called the Request for Information (RFI). This is followed by sending the proposals to the process, which is called Request for Proposals (RFP)
Step 4 – Evaluate RFI and RFP Responses
The requests sent have been received, and the implementation evaluates the reverted responses. Based on some set criteria, the responses are evaluated and shortlisted by the vendors.
Step 5 – Ranking of Vendors to Create a Shortlist
The next step is where the vendors are ranked based on the fulfillment of the requirements and criteria. Two or three vendors from the shortlisted category are finalized for proceeding with vendor demonstration.
Step 6 – Vendor Demonstrations
The vendor demonstrations guide the EHR implementation team to finalize the right vendor for the implementations and have discussions on the needs and goals.
Step 7 – Selection
The next stage is where the final selection is made, based on the discussion during the demonstration. The implementation preparations are carried out here.
Step 8 – Planning and go-live preparation
The final stage is where the software goes live followed by planning. The planning part includes process mapping that studies the existing process and plans the implementation of the software.
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A Guide on How to Approach the EHR Implementation
A detailed plan has to be curated to make the EHR application. So, how can you safely approach the implementation? Here are some best practices to follow to make the transformation seamless.
Build an EHR Roadmap
An EHR roadmap will have an in-depth detailing of how the process will be carried out based on a schedule. The roadmap can include the role of the EHR committee, the results of process mapping, segregation of the implementation i,e., stage-by-stage, the testing of EHR software, the migration of patient details, and the role of the different departments.
Processing mapping can be effectively done using workflow automation, where the mapping process can be put on an automated workflow. Cflow is a workflow automation platform that can be used to automate EHR implementation as well as process mapping for improvement.
Have an EHR Committee
An EHR committee can lead the implementation process with much more efficiency. The team will be responsible for devising a plan of implementation as well as ensuring that the existing processes are mapped effectively.
Carry out Mapping of the Existing Processes
It is essential to ensure that your EHR execution runs smoothly with the existing process. To ensure this, existing processes have to be mapped and scanned for inefficiencies and pitfalls.
Forecast the Implementation Budget
It is ideal to have a budget plan for the implementation process. Understanding how much it would cost to make the necessary changes, offers some certainty about the implementation’s success.
Migration of Patient and Practice Data
All the data has to be securely formatted and migrated to the EHR database. The important stages that go behind the migration process are –
- Transforming paper records to electronic ones
- Data cleansing and verification
- Setting EHR database
- Mapping of data to the new database
- Transfer of data to the system
- Test and verification process of the old transferred data
- Test and verification of the new data inputs
Curate a Use Training Program
A training program for the EHR implementation can better impact the new system’s ROI. A comprehensive training program can give you the following –
- Trained users
- A transparent and clear communication channel
- Role-based training
- Feedback provisions
Process Mapping with Cflow
Cflow is a workflow automation platform that effortlessly facilitates process mapping for business operations. Complex processes can be optimized by transforming the process flows into simple flowcharts using the drag-and-drop interface.
Process mapping on Cflow aids in identifying pitfalls within the processes and helps automate them. The automatic notification system lets the users set up reminders for tasks and approvals, helping to maintain the process flow. Some advanced features that Cflow offers are –
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Conclusion
Taking the right steps to face a challenging transformation is ideal. Electronic Health Record implementation is quite a chore and demands a lot of time, effort, and resources. A spontaneous implementation of such a change can be catastrophic. This is why processing mapping is highly recommended before EHR implementation.
Plan your process mapping with Cflow for a seamless and successful implementation. A workflow automation solution like Cflow eases and simplifies process mapping and reduces the stress around EHR implementation. To partner with Cflow, sign up now!
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