EHR implementation strategy
and a comprehensive roadmap

EHR implementation strategy and a comprehensive roadmap

June 8, 2023

Key EHR statistics

of European physicians used electronic health records in 2021


of personnel in physician-owned practices are satisfied with their EHR

JAMA network

CAGR of the global clinical EHR market from from 2022-2027

Mordor Intelligence

Scheme title: Adoption of EHR by hospital service type in the US

Data source: — Adoption of electronic health records by hospital service type 2019–2021

Our EHR implementation services

We support healthcare organizations implementing EHR for the first time, or switching from one system to another. Experts of our dedicated Center of Excellence can handle each stage of the EHR system implementation.

Our EHR implementation services


We help healthcare organization representatives choose an appropriate EHR system, assess their needs, identify main requirements, and outline priorities. Our experts help define a future EHR solution's functionality, usability, interoperability, and cost. We leverage vast industry expertise to create an EHR system that aligns with the organization's needs and strategic objectives.


We ensure the successful implementation of the selected EHR system and effective clinical staff training. This means creating a detailed project plan outlining tasks, timelines, and responsibilities, followed by hardware and software installation, system configuration and customization, staff training, workflow redesign, and change management.

Integration and data migration

During this stage, the EHR system is integrated into the organization's IT infrastructure and enhanced with various third-party apps, and all relevant data is migrated from legacy systems to the new one. Our team enables seamless patient information exchange and ensures data accuracy, integrity, security, and quality performance of the EHR solution inside the healthcare organization’s ecosystem.

Performance monitoring and optimization

We offer ongoing monitoring and evaluation of the EHR system's performance, along with continuous adjustments that are necessary to keep the system's security, usability, and interoperability up to the current quality standards and regulations, while remaining aligned with the organization's changing needs and requirements. Our services also include annual staff training and education to ensure that clinical staff uses the system properly and efficiently.

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EHR implementation examples

Almost any diagnostic or treatment software must be connected to EHR as the primary patient data source. Over the years, we’ve seen how a properly implemented EHR can boost a company’s productivity.

Sapiocare, a telemedicine-ready EHR

Together with Triptych Technologies Inc., we worked closely with a team of physicians to implement an innovative EHR solution that would support day-to-day clinical operations and simplify decision-making. Secure integrations with other medical service providers like laboratories and pharmacies enabled physicians to access test results or file prescriptions in one place, focus more on patients, and get the most out of the new EHR system while successfully overcoming major implementation risks.

An asthma monitoring suite

Our team created an asthma monitoring suite as a part of a bigger medical ecosystem. Though our project was mostly about developing mobile apps and the platform for results analysis, we also integrated it with external services and a data exchange channel linked to EHR. The successful implementation of EHR ensured access to patient data for medical personnel, patients, or even analytical software, elevating patient satisfaction.

EHR implementation approaches

Large healthcare organizations can implement electronic health records software in two distinct ways. An immediate implementation approach calls for simultaneous system rollout in all the departments. In contrast, an incremental approach means the new EHR will be implemented module by module, with user training and system tweaks performed along the way. Each method has its pros and cons and is suitable for different situations.






Quicker healthcare digitization All departments are involved Improvements seen throughout the organization immediately

Easier to locate and fix any issues before they affect the entire organization Less productivity disruption due to a gradual transition




Requires significant resources from the healthcare organization and time and effort from the medical personnel

Requires close collaboration with the EHR vendors and strict data governance to eliminate the possibility of data loss or contamination during the transition

EHR implementation strategy: key steps

Based on our experience, regardless of the chosen adoption approach, there are seven key steps providers need to take to overcome common roadblocks and ensure a smooth EHR system implementation.

Involve medical specialists

Gather a team of healthcare specialists who will collaborate with the development provider’s team members in order to create an EHR tailored to actual clinical workflows and specifics. Clinicians don’t need specific programming skills. They will just monitor the development to ensure the system’s usability and then help mitigate employee resistance to change to facilitate EHR adoption.

EHR implementation roadmap



  • Communicate with clinical staff to define EMR/EHR requirements and tech stack
  • Map out crucial workflows, create the project plan, and set the estimates
  • Establish a data governance strategy to ensure an effective and sustainable transition to the new system



  • Tailor the EMR/EHR solution to meet your practice’s requirements
  • Integrate hospital software or third-party tools
  • Migrate data from the legacy system to the new one
  • Perform all-round quality assurance and ensure HIPAA compliance of the system and its adherence to other regulations.



  • Monitor the system’s performance
  • Solve operational issues
  • Implement upgrades
  • Conduct personnel training

EHR implementation cost and timeline

The time and budget needed for a successful EHR implementation depend on many variables: whether it is a proprietary system or an open-source EHR, what feature scope and integrations with EHR it should include, and who the potential users would be. The implementation team usually calculates the approximate EHR costs and implementation timeline for your particular case, but it still can change a bit down the line if unforeseen circumstances arise.

Top EHR integrations

While EHR software offers significant benefits to healthcare providers “as is”, it can simplify even more processes and boost profits if supplemented with integrations relevant to the particular medical practice.

Key integration options
Patient portals
Financial and insurance management systems
Lab management systems
Hospital management software
Healthcare CRM

Improve doctor-patient communication and reduce routine tasks for healthcare staff by letting patients view and manage their personal health details and schedule appointments via the patient portal connected to the EHR.

Enable doctors to hold consultations from anywhere and keep the patient documentation synced by letting them upload their examination notes, diagnoses, and treatment prescriptions directly into EHR from the telehealth platform.

Financial and insurance management systems

Safeguard the financial interactions with patients by allowing only authorized personnel to access their insurance information. Provide patients with flexible payment options that suit their preferences when scheduling appointments.

Lab management systems

Reduce lab test waiting time, eliminate errors caused by manual input, and enhance the accuracy of diagnosis and treatment through seamless data flow between a laboratory information system and an EHR.

Distribute tasks and resources among personnel more effectively by uploading appointment scheduling and patient data into the practice management system from the EHR.

Connect your medical CRM with your EHR to improve your sales and marketing efforts and ensure smooth coordination between administrative tasks and clinical examinations, creating a seamless patient care experience.

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EHR implementation challenges and possible solutions

Despite all the arguments in favor of EHRs, many healthcare providers have valid reasons to be cautious about the adoption of the electronic health record system.

Additional workload

Many clinicians believe that dealing with EHRs is one of the major contributors to burnout and cognitive overload.

Pay attention to your clinical team’s feedback during the EHR implementation process to ensure maximum usability of the system. Also, invest in sufficient personnel training so that clinicians use the system effectively.

Too much time spent on bureaucratic tasks

EHR or other IT tools hurt my efficiency

EHR or other IT tools inhibit my ability to deliver quality care

Lack of training/proficiency on EHR or other IT tools

Scheme title: EHR-related contributors to burnout

Data source: — Global EHR Satisfaction 2022

Get more from your EHR with an experienced implementation partner

Whether a full-scale development or a feature optimization, implementing EHR is vital for a healthcare organization’s proper functioning, as it helps to keep patient data safe, prevent medical staff burnout, and center care around the patients. However, the implementation process is complex and challenging. Luckily, an experienced EHR implementation team can help healthcare providers reduce the number and severity of these challenges, make the adoption quicker and easier for the personnel, and start reaping the benefits faster. The critical success factors include industry experience, thorough preparation, and close collaboration with the clinical team.