Outdated electronic health record (EHR) systems can be a significant drag on your organization’s ability to care for clients and overall operational efficiency. Manual data entry, multiple logins, and complex workflows often lead to time-consuming delays, errors, and frustrated staff. These inefficiencies can have serious financial consequences, while also wasting time and contributing to staff burnout. It’s time for a change. Your agency needs the right technology to support your strategic and financial objectives. But first, you must convince your Board of Directors, as they are responsible for approving technology investments that impact the entire organization. In this article, we outline a strategy for communicating the value of adopting an EHR built specifically for behavioral healthcare.
The Case for a New EHR: Is It Time for an Upgrade?
There are several crucial factors to consider when weighing the pros and cons of upgrading your EHR. Assessing macro market conditions is an essential first step. For many behavioral health providers, the market landscape has never been more complex. A second crucial step is documenting your organization’s current challenges, as well as what is working. One practical exercise is to create a worksheet that clearly outlines the following:
- A current challenge your organization is facing
- How you would like that challenge to be resolved
- How this challenge relates to your EHR
- If your existing EHR can address this challenge
This exercise allows you to practically lay out what challenges your organization is facing and thoughtfully consider if a new EHR could solve them. The financial consequences of older EHR systems can be significant, wasting time and depleting finite resources. Here are three significant improvements your organization can realize by investing in a modern EHR.
“Behavioral health technology impacts our mission because the client and provider experience both start in the EHR. The platform’s efficient workflows and intuitive data collection improves our client outcomes, customer experiences, and expands access to care within our communities. Without Qualifacts’ EHR, we would have far less efficient systems and workflows.”
1. Improved Efficiency and Automation
One of the most significant benefits of a new EHR is the ability to simplify workflows and reduce administrative burdens. Automation frees up valuable time for clinicians, allowing them to focus more on the client sitting in front of them. For example, a new EHR can:
- Automate data entry: Speed up data entry and reduce human errors.
- Improve billing and collections: Automate billing processes and reduce claim denials.
- Generate reports and analytics: Quickly generate reports on key performance indicators and identify areas for improvement.
- Integrate with other systems: Integrate with other healthcare systems, such as the Centers for Medicare & Medicaid Services (CMS) and electronic prescribing systems.
“With the current state of behavioral health finances, we need EHR technology. There is no way to track data or ensure funding accountability without having supportive technology.”
2. Enhanced Client Care
A modern EHR should expedite a clinician’s ability to deliver compassionate care. By improving access to past visit information, enhancing provider-client communication, and facilitating data-driven treatment planning, clinicians can deliver personalized care that leads to improved outcomes. The right digital tools help providers do the following:
- Document progress: Monitor client progress over time, making it easier to identify areas where adjustments to treatment may be needed.
- Improve communication with clients: Provide a secure platform for sharing information and scheduling appointments.
- Personalize treatment plans: Identify patterns and trends in client data to tailor a treatment plan to an individual’s needs.
3. Harness the Power of Data
A robust EHR system can significantly upgrade your organization’s performance through powerful analytics and reporting capabilities. EHR-supported insights and data visualizations unlock your agency’s ability to:
- Simplify billing and boost profitability: Gain a deeper understanding of your financial performance and identify areas for improvement.
- Track organizational priorities: Monitor key performance indicators and measure progress towards your goals.
- Improve efficiency: Identify bottlenecks and inefficiencies in your workflows and implement targeted improvements.
- Deliver Exceptional Client Care: Use data-driven insights to inform treatment decisions.
These data analytics empower informed decisions that drive success throughout your organization.
“Having the information when I need it is vital. Having Credible has been so helpful, because I can quickly find the history I need about the client or the person we’re trying to see, allowing us to perform the best services we can to help them in their moment of need.”
How to Prepare for a Board Presentation?
Present a Compelling Narrative in 6 Simple Steps
Now that you’ve decided to make the switch, it’s time to convince your Board of Directors. Present a compelling narrative to your board that resonates with their interests, the value of the new technology, and how it will benefit the communities you serve. Here are six simple steps to follow:
- Identify Key Stakeholders
Start by identifying the individuals involved in the decision-making process. Understand their perspectives, priorities, and potential concerns with adopting new technology.
- Highlight Operational Benefits Using Concrete Examples
Once you have a clear understanding of your audience, highlight the specific benefits that a new EHR can bring to your organization. Focus on the positive outcomes that will result from the upgrade, such as improved efficiency, enhanced care, reduced provider burnout, and increased revenue. Use concrete examples to support your claims and make the benefits tangible. This might include citing specific examples of where technology—or a lack thereof—caused a slowdown or disruption for staff. With your examples, clearly explain what tools or digital processes can address those issues. This offers a clear vision of what better technology can do for your specific organization.
- Cite Data and Evidence
To make a compelling case, collect data on your current EHR’s performance and compare it to industry benchmarks. Provide examples of similar organizations that have implemented your prospective EHR and how the technology benefited them. Talk to other staff members from various roles within your organization—such as billing, scheduling, and different types of providers—and ask them about their primary challenges with the current setup.
- Pinpoint Areas of Improvement
Identify areas where a new EHR can improve your organization’s workflows. For instance, this could include the billing team that needs a system to automate applying CPT codes or providers that need transcription services to improve clinical documentation and reduce administrative burden. Tailor your presentation to address their specific needs and concerns.
- Be Visual
Using the data you have collected, create charts, and other visuals to illustrate your point. Consider graphs that show the average time certain administrative tasks currently take or your organization’s clean bill rate. Visual aids can help you convey complex information in a clear and concise manner.
“Data is imperative for the future of behavioral health. Data will demonstrate the effectiveness and outcomes of our program.”
- Address Common Objections
When presenting the case for a new EHR to your board, anticipate and address common objections. Every technological change comes with risk, and by addressing those risks head on, you can ease concerns and produce risk-reduction plans. Common concerns around a new EHR include cost, implementation, and data protection. Here are some key points to consider:
Cost-Benefit Analysis:
- Demonstrate the long-term ROI of a new EHR.
- Highlight potential cost savings from improved efficiency, reduced errors, and enhanced client care.
Implementation:
- Outline a comprehensive plan for managing the transition.
- Offer potential strategies for training staff, communicating effectively, and providing ongoing support.
Data Migration and Security:
- Emphasize that your organization will conduct regular security assessments and audits to identify and address potential vulnerabilities.
- Discuss researching potential vendors’ security practices and highlight what qualifications must be met to meet your organization’s data security standards.
Engaging Your Board: A Collaborative Approach to EHR Selection
Although it may seem daunting, pitching your board on a new EHR does not need to be complicated. Discuss pulling together relevant staff members from various departments to further research your organization’s needs, budget, and pain points. Additionally, consider forming a team to evaluate different EHR options and select the best fit for your organization. If you need further guidance on the selection process, explore our vendor-agnostic EHR Buyers Guide. This resource provides invaluable insights and probing questions to consider when evaluating prospective vendors.
