A Smooth 90-Day EHR Go-Live Timeline Explained in Detail

Switching to a new EHR system can feel overwhelming. There are new screens to learn, data to move, and workflows to rebuild. But when it’s planned right, it doesn’t have to be stressful. Many clinics have successfully gone live within 90 days by following a clear, step-by-step plan that keeps everyone focused and calm.

This guide walks through a 90-day timeline that has worked again and again. It’s simple, realistic, and built around one goal: helping every clinic go live smoothly.

Think of it like building a house. You start with the foundation, move to the structure, and then finish with the details. Each step has its place, and when done in order, everything falls into line.

Here’s a quick snapshot of what we’ll be covering below:

• Days 1 to 20: Get everyone aligned, map workflows, and plan the build.
• Days 15 to 40: Configure the system and start testing small pieces.
• Days 35 to 60: Migrate data, train users, and test everything together.
• Days 55 to 80: Final training, rehearsals, and go-live prep.
• Days 80 to 90: Go live, monitor, and stabilize.

Every phase overlaps slightly, so that no one waits around. It’s all about keeping momentum without rushing.

Before Day 1: Getting Ready

Before the 90 days officially start, a few important things should already be in place. These steps are like laying the groundwork so that the rest of the project moves faster.

Make sure these are ready:

• The EHR vendor or partner is chosen, and contracts are done.
• Internet, hardware, and network setups are complete.
• Roles and responsibilities are clear for everyone involved.
• Old data is reviewed, cleaned, and ready for migration.
• Leadership and team members understand the overall goal.

Having these items ready saves a lot of time later. It also builds confidence from the very start.

Days 1 to 20: Planning and Workflow Mapping

The first few weeks are about setting direction and getting everyone on the same page. This phase may not feel ‘technical,’ but it’s one of the most important. When people understand what’s coming and what’s expected, everything else goes smoothly.

1. Start with a Kickoff Meeting

Bring everyone together, leadership, doctors, nurses, billing, front desk, IT, and the vendor team. Talk about what’s ahead, share the timeline, and make sure everyone knows their role.

During this meeting:

• Explain why the new EHR is being implemented.
• Share how it will help patients and staff.
• Discuss key dates, goals, and responsibilities.

A good kickoff sets the tone. It tells everyone that this project is a team effort, not just an IT task.

2. Build a Core Project Team

Create a small team of people who will make day-to-day decisions.

This usually includes:

• A project manager or coordinator
• Clinical lead (doctor or nurse who understands daily workflows)
• Billing lead
• IT lead
• Vendor representative

They will meet regularly, track progress, and handle quick decisions without waiting for long approvals.

3. Map Out Workflows

Every clinic runs differently. Before building anything, it’s important to document how things work today, and how they should work in the new system.

Go through each key process:

• Patient registration
• Scheduling
• Clinical documentation
• Ordering labs and imaging
• Billing and claims
• Follow-ups

Draw these out on paper or a whiteboard. Identify what’s working well and what needs improvement. These workflow maps will guide how the EHR is configured.

4. Set Clear Priorities

Not every feature has to be perfect on day one. Decide what’s most important for the first go-live, and what can wait for later updates.

A good way to think about it is:

• Must-haves: Core clinical workflows, billing, patient records, and compliance items.
• Nice-to-haves: Templates, custom reports, reminders, automation.

Starting small reduces risk and helps the team focus on what matters most.

5. Communicate Early and Often

People fear what they don’t understand. So communicate regularly. Share weekly updates, even short ones, about progress, challenges, and next steps. Simple communication keeps rumors down and excitement up.

6. Create a Risk Plan

No project is risk-free. The key is to plan for what could go wrong before it happens.

Common risks include:

• Data not migrating correctly
• Staff not having enough training time
• Hardware or network delays
• Scheduling conflicts during go-live week

List them all, rate how serious each one is, and assign someone to monitor it.

7. Review Infrastructure and Security

Check that internet connections are stable, computers meet system requirements, and backups are set up. If your clinic handles patient data (which it does), confirm that everything follows HIPAA rules.

This might sound technical, but your vendor or IT lead can handle most of it. The main thing is to confirm that nothing blocks you when the system starts running.

8. End of Phase 1: Sign-Off

By the end of the first 20 days, everyone should:

• Understand their roles and what comes next.
• Have workflows mapped and reviewed.
• Have a clear list of priorities and configurations to start building.

Once this foundation is in place, the project can move into configuration and testing without confusion.

Days 15 to 40: Configuration, Build, and Initial Testing

Now that everyone knows their role and the workflows are mapped, it’s time to start building. This is where the EHR system begins to take shape (screens, templates, and menus start coming alive).

It’s an exciting stage, but it also needs patience and attention to detail. The goal here is to make sure that what you set up in the system actually matches how your clinic works in real life.

1. Start the System Configuration

Once the workflows are clear, the technical team and vendor begin setting up the actual system. Think of this as ‘fitting’ the EHR to your clinic’s daily life, and not the other way around.

What happens here:

• User roles and access: Decide who can see what, doctors, nurses, billing staff, front desk, etc.
• Templates: Build easy forms for notes, prescriptions, and patient histories.
• Clinical settings: Add order sets, alerts, favorite lists, and defaults that save time.
• Scheduling: Set up appointment types, time slots, reminders, and color codes.
• Billing and codes: Configure CPT, ICD, modifiers, and clearinghouse connections.

Every detail should make sense for your team. If something feels clunky or unnecessary, fix it now. This is the perfect time to fine-tune.

2. Create and Review Sample Scenarios

Before going deep into development, it helps to walk through a few “day-in-the-life” examples inside the new system.

For example:

• A patient calls to schedule an appointment.
• The doctor completes a visit note.
• The biller posts the claim.

If these steps flow smoothly, you’re on track. If something feels confusing, pause and adjust the setup before moving forward. This saves a lot of headaches later.

3. Interface and Integration Work

Most clinics don’t use their EHR alone. It has to connect with other systems ( labs, pharmacies, imaging centers, billing platforms, and sometimes patient portals). That’s where interfaces come in. They act like bridges between systems, so data moves automatically.

During this time:

• The technical team works with external vendors to link systems.
• Test files are sent back and forth to confirm data formats.
• Each integration (lab results, e-prescribing, billing, etc.) is checked line by line.

Even if you’re not technical, it’s good to know that this step is happening behind the scenes. It’s one of the most important parts of EHR success.

4. Unit Testing

Once pieces of the system are built, each part is tested individually.

This is called unit testing. Think of it like checking every room in a new house before moving in.

Examples of what’s tested:

• Does the registration screen save data correctly?
• Do appointment reminders go to the right patients?
• Do billing codes appear as expected?
• Do clinical notes print properly?

It’s better to find and fix small issues now rather than after go-live.

5. Engage ‘Super Users’ Early

Super users are your secret weapon. These are staff members who understand both the clinic’s workflow and technology fairly well. Train them early, even during this phase.

They can:

• Test early versions of the system.
• Give practical feedback.
• Help other users later during training and go-live.

Having strong super users reduces pressure on your IT and vendor team later.

6. Regular Check-Ins with the Team

During configuration, communication becomes even more important.

Hold short weekly check-ins with your project team:

• What was completed this week?
• What problems came up?
• What’s planned for next week?

These meetings should be quick; 30 minutes is usually enough. The main goal is to keep everyone updated and avoid surprises.

7.  Early Data Preparation

While the build is happening, start working on data migration.

Even though full migration happens later, cleaning your old data now saves time later. 

Do these steps early:

• Remove duplicate patient records.
• Fix wrong or missing details (like addresses, phone numbers).
• Standardize things like provider names and insurance carriers.

When you move this data to the new system, it’ll be much cleaner and easier to work with.

8. Integration Testing

By around day 30 to day 40, it’s time to see how everything works together, not just as separate pieces. This step is called integration testing.

Here’s what usually happens:

• The team runs full patient journeys inside the system.
• Data is entered once and tracked as it moves across different modules, from check-in to billing.
• External systems (like labs or billing services) are tested to ensure information moves properly.

Everyone in the project, from the front desk to the doctor, should take part in at least one test scenario. It helps everyone see the ‘big picture’ before training starts.

9. Fix and Re-Test

You’ll find issues during testing. That’s completely normal. What matters most is how fast they’re fixed and re-tested. Track every problem in a simple log.

Assign someone responsible for each fix, set a target date, and don’t close the issue until it’s verified. That discipline saves a lot of stress later.

10. Phase Wrap-Up

By the end of this phase, your EHR should start feeling real. People can log in, move through basic workflows, and see how the clinic’s daily activities will look in the new setup.

Here’s what you should have completed by day 40:

• Core modules configured (registration, scheduling, billing, documentation).
• Interfaces built and tested at least once.
• Super users identified and involved.
• Data cleaning started.
• Basic test runs done and reviewed.

The next step is all about training, full data migration, and deeper system testing. That’s where users get hands-on experience, and your clinic prepares for the real switch.

Days 35 to 60: Data Migration, Training, and System Testing

By this stage, your EHR is almost ready to feel ‘real.’ The screens work, the modules connect, and people are getting a sense of how the new system fits into their daily work.

Now comes one of the most important stages: moving your old data and training your team to use the new system with confidence. This phase combines a lot of moving parts, but when done carefully, it sets the clinic up for a smooth go-live.

1. Getting Ready for Data Migration

Every clinic has years of patient data stored in different systems (appointments, lab results, notes, and billing records). Before go-live, this data needs to move safely and correctly into the new EHR.

Data migration sounds technical, but it’s really about one thing: making sure nothing important gets lost or mismatched.

Here’s how to make that happen smoothly.

Step #1: Clean Your Data

Start by cleaning up what you already have.

• Remove duplicate patients.
• Fix wrong birth dates or misspelled names.
• Make sure contact details are up to date.
• Check for missing insurance information.

Clean data saves time and prevents confusion once the new system goes live.

Step #2: Map and Match

Next, the technical team matches data fields from your old system to the new EHR. For example, your old system may call something ‘Visit Reason’ while the new one says ‘Chief Complaint.’ These small differences need to be matched so everything lands in the right place.

Step #3: Test the Migration

Never move all the data at once. Start with a small sample, maybe 50–100 patient records, and test how they look in the new system. Ask doctors and staff to check if the notes, allergies, and medications appear correctly. If something looks off, fix the mapping before moving the full database.

2. Validate Everything

Once data is loaded, double-check it from both sides, clinical and administrative.

• Are medications and allergies showing correctly?
• Do lab results appear under the right patient?
• Are billing histories complete?
• Are phone numbers and insurance details correct?

It’s common to find a few small mismatches. What matters most is catching them now, and not after go-live.

3. Start Hands-On Training

Now that the system is up and running, training should begin for everyone who will use it. The goal here is to let people learn by doing, not by watching.

Step #1: Train Super Users First

Your super users (trained earlier) become the first trainers.

They know the workflows, understand your clinic’s setup, and speak the same language as their coworkers. They’ll help others feel comfortable and act as first-line support during go-live.

Step #2: Create Simple Role-Based Sessions

Keep training short and focused. Not everyone needs to learn everything.

• Front desk: Registration, scheduling, and insurance verification.
• Clinical team: Charting, orders, e-prescriptions, referrals.
• Billing team: Charge posting, claim submission, denial tracking.
• Managers: Reports, analytics, and user management.

It’s better to run multiple small sessions than one big one that overwhelms everyone.

Step #3: Give People a Safe Space to Practice

Set up a training environment, a copy of the real system, where people can experiment without fear of breaking anything. Let staff register test patients, enter fake visits, or run billing cycles. The more they practice now, the easier go-live week will be.

4. System Testing with Real Scenarios

After initial training, it’s time to test everything together, end to end. This step is called system testing or sometimes end-to-end testing.

You can think of it as a ‘dress rehearsal’ for go-live.

A few good test examples:

• Register a patient → schedule an appointment → check them in → complete a note → send a bill.
• Enter a lab order → get the result → document it → close the visit.
• Submit a claim → receive payment → generate a report.

If these full workflows work correctly, your system is almost ready for real patients.

5. Fix Bugs Quickly

As you test, you’ll find issues. That’s normal. The key is not to get frustrated, just log each issue and resolve it fast.

Keep a simple tracking sheet with:

• What went wrong
• Who found it
• Who’s fixing it
• When it was fixed
• Whether it was re-tested

This keeps everyone organized and shows steady progress.

6. Keep Communication Open

At this stage, people start forming real opinions about the system. Some will love it; some may struggle. That’s completely natural.

Here’s what helps:

• Share updates about fixes and improvements.
• Listen to feedback and make small adjustments when possible.
• Remind everyone that practice is part of progress.

A few kind check-ins go a long way in keeping morale up.

7.  Repeat Testing and Validation

Once fixes are made, test again. Don’t assume one round is enough.

Each round of testing should feel smoother and more realistic.

By around day 60, your system should be fully functional and stable, with staff fairly comfortable using it.

8. Review Security and Access

Before training ends, review everyone’s access rights again.

Sometimes roles change during the project, and permissions can drift.

Make sure:

• No one has more access than they need.
• Sensitive data (like billing or reports) is protected.
• Password and login policies are clear.

These checks prevent issues later and keep you compliant with privacy rules.

9. End of Phase Recap

By day 60, most of the heavy lifting is done. Your data is in the system, your staff knows how to use it, and major workflows are tested. You’re now ready to focus on final training, dress rehearsals, and the actual go-live.

Days 55 to 80: Final Training, Dress Rehearsals, and Go-Live Preparation

You’ve come a long way. The system is built, the data is in place, and your team has been practicing. Now it’s time to make sure everyone feels ready, not just technically, but mentally too.

These last few weeks before go-live are about polishing, practicing, and preparing for every ‘what-if.’ It’s like doing final checks before takeoff. Everything needs to be tested, clear, and steady.

1. Refresh and Strengthen Training

Even after initial training, it’s normal for people to forget a few steps. That’s why a quick round of refresher sessions is so valuable in this stage.

• Go over the most common workflows again (patient registration, documentation, billing, and scheduling).
• Keep the sessions short (30 to 45 minutes) and focused on real tasks.
• Let users ask questions and share what still feels confusing.

These sessions are not about teaching from scratch; they’re about building confidence. When staff feel calm, the go-live day feels less like a storm and more like a routine day with new tools.

2. Run Dress Rehearsals

A dress rehearsal is a full simulation of your clinic’s daily operations, but done in a safe, test environment. This is one of the best ways to spot small issues before real patients arrive.

Here’s how to do it:

• Register a few sample patients.
• Schedule mock appointments.
• Have the clinical team document visits.
• Process charges through billing.
• Print or send reports.

Treat it like a real workday. Keep track of where staff hesitate, what screens take too long, or what information feels hard to find. Fix those areas right away. Even small improvements can make a huge difference when you go live.

3. Validate the System One More Time

During this phase, perform one final system validation. That means double-checking that every part of your EHR works as expected, both alone and together.

Check these key areas:

• Patient data: Names, allergies, and history appear correctly.
• Appointments: Can be created, moved, or canceled easily.
• Billing: Charges flow correctly to the clearinghouse.
• Labs: Orders go out and results come back.
• Templates: All forms open and save properly.

This step gives your leadership team confidence that the system is truly ready for daily use.

4. Freeze Any Big Changes

Once validation is done, stop making big edits. This is called a configuration freeze.

It simply means you’re locking in the version that everyone has trained on. No new templates, features, or shortcuts should be added now, unless it’s an urgent fix. Changing things at the last minute only confuses staff and increases mistakes.

5. Plan the Go-Live Week Carefully

A successful go-live depends heavily on planning. This week should not be rushed or left to chance.

Here’s what to plan:

• Go-Live Date: Choose a day when the clinic has lighter patient flow, if possible.
• Support Coverage: Ensure vendor and IT support are available on-site or virtually during all clinic hours.
• Super User Schedules: Arrange for super users to be on every shift, especially on day 1 and day 2.
• Help Channels: Create a simple hotline or chat group for quick questions.
• Downtime Plan: Keep paper forms or offline workflows ready in case of unexpected downtime.

The more you plan, the less stress you’ll feel that week.

6. Prepare Everyone Mentally

Even with all the testing, people still worry about change. So spend a little time talking about the emotional side of go-live, too.

Remind your team that:

• It’s okay to make mistakes. That’s why support will be nearby.
• The first week will feel slower, but speed will return soon.
• Everyone is learning together, and teamwork matters most.

Sometimes, just acknowledging these feelings helps everyone relax and stay positive.

7. Test Performance Under Real Conditions

Before flipping the switch, run a quick performance test with multiple users logged in. You want to make sure the system stays fast and stable when everyone is using it at once. If you notice any lag, coordinate with IT or your vendor to fix it before go-live. A slow system can frustrate users more than any other issue.

8. Run a Cut-Over Practice

A ‘cut-over’ is the switch from your old system to the new one. It’s worth doing a full dry run of that switch.

During this practice:

• Final data from the old system is exported.
• Data is loaded into the new EHR.
• A few test patients are verified in the new system.
• Everyone confirms they can log in and access what they need.

This rehearsal ensures no surprises on the actual go-live day.

9. Final Readiness Checklist

By around day 75 to 80, the steering team should go through a final checklist together. Everything should be marked ready before you move ahead.

Checklist Example:

• All users trained
• Super users scheduled for go-live week
• Data migration and validation complete
• Interfaces tested (labs, billing, etc.)
• Contingency and rollback plans ready
• Hardware and network tested
• Support schedule confirmed
• Communication plan finalized

Once this list is complete, you can officially say: ‘We’re ready for go-live.’

Days 80 to 90: Go-Live, Hypercare, and Stabilization

The big week is finally here. After months of planning, testing, and training, your clinic is ready to go live on the new EHR. It’s the moment where everything comes together: technology, people, and processes, all working in real time.

This is also the stage that can feel the most intense. Everyone is adjusting, small issues pop up, and the pace can feel different for a few days. But with calm leadership and good support, things settle faster than most people expect.

1. The Go-Live Day

On go-live morning, start simple and stay organized. Keep the first few hours light, fewer appointments, shorter slots, and extra staff on hand. This gives everyone breathing room to get comfortable. 

Steps for go-live day:

• Make sure every workstation is logged in and working.
• Check that printers, scanners, and label machines are connected.
• Have super users walk the floor to help anyone who gets stuck.
• Keep IT and vendor support available in real time.
• Note down small problems right away instead of ignoring them.

A calm, steady start sets the tone for the whole week.

2. Monitor Everything Closely

During the first few days, focus on watching and listening.

• Track how quickly patients are checked in and out.
• Make sure notes, orders, and prescriptions are saved correctly.
• Keep an eye on billing workflows. Are claims moving properly?
• Watch for any delays in lab results or e-prescriptions.

It’s normal for some hiccups to happen. The key is catching them early and fixing them fast.

3. Provide Constant On-Site Support

These first few days are often called the hypercare period. It simply means having extra help available at all times.

Here’s what good hypercare looks like:

• Super users move between desks and exam rooms to assist staff.
• Support desks or ‘war rooms’ handle tickets, issues, and quick fixes.
• Daily huddles are held every morning and evening to discuss what went well and what needs improvement.

If the team knows help is always nearby, stress levels drop quickly.

4. Keep Communication Short and Clear

When everything is new, too many updates can overwhelm people.

So keep your communication simple and steady.

A good rhythm is:

• A short morning message to share reminders and known issues.
• An evening update on fixes and successes.

And always end with appreciation, even a short ‘thank you for your patience’ makes a difference.

5. Handle Issues Fast

Every go-live comes with a list of small fixes. Some are technical, others are just small workflow adjustments.

To stay organized:

• Keep a shared issue tracker visible to everyone.
• Mark each item as critical, high, medium, or low.
• Fix critical ones immediately, and schedule the rest.

Never let a staff member struggle quietly. If they report a problem, respond quickly; it shows that their feedback matters.

6. Take Care of Your Team

Go-live week can be tiring. Long days, new systems, and constant changes can wear people out.

Simple things help:

• Offer short breaks and snacks.
• Keep a positive tone.
• Celebrate small wins each day.
• Remind everyone that the tough part is temporary.

When staff feel supported, they stay patient and focused.

7. Check Data and Reports Daily

During the first week, review data daily to make sure nothing’s going wrong in the background.

• Are new patients being created correctly?
• Are billing batches complete?
• Are lab results matching the right charts?
• Are reports generating without errors?

Doing this daily avoids bigger surprises later.

H. Move Toward Stabilization (Days 85 to 90)

After about a week, the clinic usually starts to settle.Users become more confident, and most issues shift from urgent to routine.

During this time:

• Gradually reduce on-site support to normal helpdesk hours.
• Begin planning small improvements or tweaks.
• Collect feedback from every department on what’s working well and what could be better.

This is also a good time to restart any postponed features or modules that were ‘nice-to-have.’ But only after the main workflows feel steady.

I. Review Key Metrics

Around day 90, it’s time for a short project review. Numbers don’t tell the full story, but they help measure progress.

Check simple, clear metrics like:

• Patient check-in time before vs. after go-live
• Claim rejection or denial rates
• Average chart completion time
• User satisfaction or feedback ratings

If these numbers look stable or improving, your go-live is officially a success.

J. Capture Lessons Learned

Every EHR go-live teaches valuable lessons. Before moving on, take a moment to write them down.

Ask your team questions like:

• What worked best during training?
• What slowed us down?
• How can we make upgrades easier next time?

These lessons help future rollouts, new hires, and system updates go even smoothly.

J. Celebrate the Win

Reaching a successful go-live in 90 days is a big achievement. Most clinics underestimate how much coordination it takes, but your team did it. So take a day to appreciate that. Share a thank-you message, a group lunch, or even a small certificate of completion. Moments like these help people feel proud and invested in using the system long-term.

Concluding Thoughts

A smooth EHR go-live doesn’t depend on luck; it depends on structure, teamwork, and communication. When each phase builds on the previous one, the whole journey feels less like a rush and more like a rhythm.

The 90-day plan works because it keeps things simple:

• Plan clearly.
• Build carefully.
• Train thoroughly.
• Test honestly.
• Support generously.

Every clinic is different, but the core principle stays the same: when people feel prepared, technology fits naturally. And that’s what makes a go-live truly successful.