How To Find The Best EHR Software For Your Practice 

Since the United States government launched the EHR mandate under the 21st Century Cures Act in 2016, the use of EHR systems has grown strongly. 

• Today, nearly four in five office-based doctors and almost all non-federal acute care hospitals use a certified EHR system.  
• Many doctors in offices use some form of EHR software, while a smaller number rely on fully certified electronic health record tools. 
• The digital health market is expected to reach around 172 billion dollars in 2024, mainly due to telemedicine and EHR systems. 

Choosing the right EHR system is not simple. Many options exist, and every healthcare facility has different needs. Picking the wrong system can slow work, increase costs, and reduce overall efficiency. Research shows poor EHR software can even lengthen hospital stays by several minutes. 

This blog helps make the choice easier by showing steps and reflections for selecting the right EHR system. Here, we will see: 

• How Does EHR Differ From Practice Management Systems? 
• Steps to do an EHR needs assessment 
• Different types of EHR systems 
• Various parts and services in EHR systems and how they impact the work environment 
• Things to think about when choosing vendors 
• How to ask for proposals? 
• How to compare, calculate returns, and choose the vendor? 

EHR V/S PMS: Complementary Yet Different

EHR software and practice management systems are different, even though both handle patient information. 

An EHR system stores patient information digitally while following HIPAA and HITECH rules. Its main focus is the safe exchange of data across multiple providers using electronic health record tools in healthcare software. 

A PMS focuses on improving efficiency inside medical units. It handles administrative and financial tasks using medical software to support daily operations. 

Even though both systems deal with patient information, they manage different types of data and deliver different results in daily healthcare workflows. 

For instance 
EHR mainly stores clinical information through: 

• Diagnosis details 
• Treatment details 
• Medication records 
• Radiology images 
• Lab reports 

PMS holds administrative information through: 

• Appointment handling 
• Demographic records 
• Insurance details 
• Contact information 
• Payment information 

EHR software mainly links to clinical operations. It moves in a steady pattern through several key points: 

• A wide medical history view for better patient understanding. 
• A better shared understanding between providers and patients. 
• Stronger support in urgent cases. 
• Better decisions guided by digital records. 
• Higher protection of information inside Healthcare software. 

PMS stays focused on business operations. It guides medical software through: 

• A full audit trail inside the software. 
• Organised appointment flow with reduced wait time. 
• Automated billing paths and insurance checks. 
• Support for virtual visit handling and stock control. 
• Removal of paper-based work. 
• Long-range planning and forecasting inside medical software. 

Understanding the difference between an EHR system and a PMS helps clarify institutional needs. If clinical records or care tasks face challenges, an electronic health record becomes essential. If day-to-day operations or income flow are slow, PMS features become the main focus.  

This understanding guides the choice of an EHR that fits with an existing PMS or the move toward a single Healthcare software that combines both systems efficiently. 

Where Assessment Precedes Improvement 

Before selecting an EHR system, it is helpful to carry out an EHR needs assessment. This process identifies why the current system does not meet expectations. Slow performance or limited results may relate to customization, interoperability, security, or compliance. Each factor can affect growth and efficiency.  

By assessing these facts, the institution can determine which features are necessary in the next EHR software and which areas need extra focus when reviewing vendors or sending a request for proposal. This assessment usually follows three clear steps. 

Step 1: Recognize Key Stakeholders 

A team is formed with people who use the EHR system daily. Their experience provides insights into clinical and administrative tasks and the system’s performance.  

This team should include members from clinical departments, administrative offices, IT, and finance. Input from all sides helps understand real-world challenges in the current electronic health record and medical software. 

Step 2: Examine Your Current Condition 

The assessment should follow the Socratic method, asking each question to the right role. 

Chief Medical Officer: 

• What are the five clinical tasks that are hardest to manage with the current EHR software or electronic health record? 
• Are there support tools for clinical decisions missing in the present Healthcare software? 
• How would you rate patient data entry and retrieval on a scale of 1 to 10 in the current EHR system? 
• Which clinical templates or forms are used most often in daily work? 
• Would the method used by the current EHR system for patient histories and records get a positive rating? 

Operations Manager or Practice Manager: 

• How much time does the current EHR software save during appointment scheduling and patient flow tasks? 
• Are there administrative tasks that remain difficult or prone to errors with the current medical software? 
• Can the top three recurring challenges with the present EHR system be listed? 
• How well does the current system handle billing and coding, rated 1 to 10? 

Chief Information Officer: 

• Are there recurring technical issues or downtimes with the current IT setup supporting the EHR software? 
• How well does the current IT system work with other tools linked to the electronic health record? 
• What backup and recovery plans are in place for patient data? 
• How scalable is the current IT base for future growth in Healthcare software data? 
• How secure is patient data access under the current EHR system? 

IT Director or Systems Administrator: 

• What are the five most common technical issues in the current EHR software or paper system? 
• How easy is it to use and access the electronic health record, rated 1 to 10? 
• What level of support and maintenance is needed daily for the medical software? 
• Are there missing features or functions that limit technical efficiency in the current EHR system? 

Step 3: Mark your key performance indicators 

The goals of an EHR project are set based on input from the team. These goals often focus on patient care quality, work efficiency, and regulatory compliance. The next EHR system should provide clear patient records, reliable data exchange, and useful portals for patient communication and training that stay effective over time. 

Now, let’s take a wider look at how different EHR systems serve various healthcare needs. 

Never Forget These 3 Types Of EHRs 

Each type of EHR software has specific functions. Understanding these differences helps match the right EHR system to a healthcare setting. Interfaces and integration abilities vary, which can make adoption easier for staff and reduce costs. 

Types 

• cloud-based EHR 
• specialty-focused EHR 
• on-premises EHR 

Here is a general overview of how each EHR system is used. 

On-Premises EHR 

It is also called a client-server EHR. This system stays inside the practice on local machines. The practice team directly controls it, and all data moves within the local network. This EHR software is ideal for practices wanting full control over their electronic health record. 

Pros: 

• Highly customizable to fit the practice’s needs. 
• Full control over every part of the EHR system. 
• Integrates well with other in-house healthcare software and medical software. 
• It can expand easily with additional investment in servers, hardware, and software. 

Cons: 

• Requires a full technical team for support and maintenance. 
• Needs high investment in servers, hardware, and software. 
• Implementation and management can be complex over time. 
• Access is mostly limited to the practice’s physical location. 

Cloud-based EHR 

This EHR system uses an external server in the cloud. The vendor handles data storage, security, and management while the practice accesses the system online. It is a flexible healthcare software solution. 

Pros: 

• Accessible from anywhere with an internet connection. 
• No upfront costs for software or hardware. 
• Vendor handles updates and maintenance. 
• Built-in data backup in the electronic health record system. 
• Scalable as the practice grows. 

Cons: 

• Less control over EHR data. 
• Requires constant internet connectivity. 
• System outages may occur. 
• Subscription fees can accumulate over time. 

Cloud-based EHRs improve patient safety by reducing medical errors through easier access to updated data. – Health Informatics Team 

Specialty-focused EHR 

These EHR systems are built for specific medical fields like cardiology or dermatology. The electronic health record tools and workflows match the specialist’s daily needs. 

Pros: 

• Includes specialty-specific templates. 
• Supports field-specific coding. 
• Allows detailed documentation in multiple layers. 
• Provides tools for specialty-specific tests and procedures. 
• Offers advanced reporting and analysis within healthcare software. 

Cons: 

• More expensive than general EHR software. 
• Switching from another system may need extra training, slowing operations temporarily. 

Components That Are Critical For Success 

Customization 

Customization helps EHR software fit the specific needs of a healthcare facility instead of forcing staff to change their workflow. When daily routines align with the electronic health record system, staff confidence grows.  

A flexible EHR system can adapt to new healthcare requirements, improving service quality. Key features include editable templates, two-way e-prescribing, and lab request handling.  

Interoperability 

Strong interoperability in medical software ensures that data is easily shared across different systems. Without it, information stays siloed, leading to errors and delays.  

Evaluating an EHR system’s interoperability involves checking how data is exchanged, maintained, and standardized across platforms. Efficient interoperability supports smooth communication among healthcare providers and improves overall patient care. 

Scalability 

A scalable EHR system allows healthcare services to grow or adjust as demand changes. Medical software should support horizontal growth, task separation, balanced workloads, and flexible content delivery.  

Scalable EHR systems can raise the number of patient engagement attempts by forty percent. – Health IT Analysts Department 

Security and Compliance 

Electronic health record systems handle sensitive patient information. Strong security features in EHR software prevent unauthorized access and cyber threats. This protects trust and maintains the reputation of healthcare software.  

Important security aspects include data encryption, firewalls, and malware protection. Compliance with HIPAA, HITECH, FTC rules, and local laws ensures that the system meets legal and ethical standards.  

Choosing the right EHR software vendor ensures the system aligns with healthcare needs. Assessing vendor experience, support, and ability to meet requirements helps maintain a reliable electronic health record system over time. A trusted vendor improves the effectiveness and longevity of medical software. 

Cracking The Vendors’ Code 

The quality of an institution’s operations depends heavily on the vendors chosen. A good vendor influences financial management and technical growth. Selecting a vendor with experience and skilled staff leads to smooth collaboration and shared risks. The following steps help evaluate vendors effectively. 

Initiate with a Google or KLAS Research 

Start with a simple Google search using keywords like Best EHR software, top EHR systems, or Healthcare software. Vendor websites show their product types and services. Case studies and reviews highlight their experience in electronic health record solutions.  

Ratings on G2 and Capterra indicate reliability. KLAS research gives deeper insight by collecting unbiased data from healthcare providers. Reports reveal vendor strengths, weaknesses, system performance, and client satisfaction.  

Using the data already there can help avoid the costs that come with testing partnerships. – Business Intelligence Team 

Concentrate on innovative capabilities 

Vendors that adopt new technologies often provide better EHR systems. AI, machine learning, Telehealth, and telemedicine features in electronic health record software can improve efficiency.  

These tools reduce operational time and long-term costs. Some vendors may charge higher upfront fees, but modernization of legacy systems and built-in tools often balance the investment.  

Peek into their customer support 

Customer support is a key factor in vendor value. 24/7 multi-channel support and fast response times create trust. Case studies and client testimonials help evaluate support quality. Strong support reduces operational risk and ensures help is available when needed.  

Practices with EHR customer support that is dedicated had downtime lower by thirty percent. – IT Support Specialists 

Take a glance at EHR certifications 

Certifications from regulatory authorities like ONC-ACB confirm software quality. Electronic health record software must meet standards such as HL7 for security and compatibility. Narrow your choices to two or three vendors based on these criteria. Then request proposals to make a well-informed selection. 

This approach helps institutions choose the right medical software and EHR system, ensuring smooth operations and reliable healthcare software solutions. 

Create The Perfect Request For Proposal 

A good request for proposal helps healthcare organizations compare options and pick the EHR software that best fits their needs. It asks vendors to provide clear details about their services, making it easier to evaluate different electronic health record systems. Here is how to make an effective RFP in four simple steps. 

Step 1: Start with detailed information about the institution 

Provide the organization’s mission, values, and main healthcare activities. Explain the current EHR system and the goals for the new one. Include details like specialty, scope of practice, number of staff, and integration with other healthcare software. This helps vendors understand your setup and requirements. 

Step 2: Chart out the functions expected from the new EHR system 

List all the essential functions, such as reporting, security, patient access, ePrescribing, integration with other systems, and user training. Each feature should be clearly described so vendors can provide accurate information about their electronic health record solutions. 

Step 3: Be clear about budget limits 

Share your budget to help vendors understand what is feasible. This allows them to propose solutions that fit within limits and adjust features if needed. Clear budget information saves time and helps focus on the right EHR system for your organization. 

Step 4: Mention other wanted information 

Include details like support options, company culture, examples of work, references, experience, skill levels, project start date, RFP submission deadline, and selection steps. This additional information helps evaluate vendors more effectively and ensures alignment with your long-term goals. 

Balance is important when creating an RFP. Avoid being too detailed, which can limit vendor creativity, and avoid being too vague, which can leave vendors uncertain. 

Finally, evaluate proposals based on EHR functions. Compare possible returns, arrange demonstrations with top vendors, and choose the electronic health record system that fits your long-term plans. Use a template to rate your top three options. 

Parameter	Vendor A	Vendor B	Vendor C	Score %
Customization	✔✔	✔✔✔	✔✔
Interoperability	✔✔✔	✔✔	✔✔✔
Scalability	✔✔	✔✔✔	✔✔
Security and Compliance	✔✔✔	✔✔	✔✔
User Interface	✔✔	✔✔✔	✔✔
Customer Support	✔✔✔	✔✔	✔✔✔
Onboarding Time	✔✔	✔✔✔	✔✔
Cost	✔✔	✔✔✔	✔✔
References and Reviews	✔✔✔	✔✔	✔✔
Innovation and Updates	✔✔✔	✔✔	✔✔
Vendor Experience	✔✔	✔✔✔	✔✔
Integration with Existing Systems	✔✔✔	✔✔	✔✔
Certifications	✔✔✔	✔✔	✔✔
Data Migration Support	✔✔	✔✔✔	✔✔
Performance and Reliability	✔✔✔	✔✔	✔✔
Training and Resources	✔✔	✔✔✔	✔✔
User Feedback	✔✔✔	✔✔	✔✔

Scoring Keys 

✔✔✔ = Excellent 
✔✔ = Good 
✔ = Fair 

Usage Instructions: 

Fill in each vendor rating using simple marks. Give the total percentage after calculating scores. 

Choosing the right EHR system is an important choice. This choice needs careful thinking about not only the present functions but also plans for the future. 

Final Thoughts 

Choosing the right EHR software is essential for healthcare operations. Medical software streamlines tasks, integrates well with other systems, and adapts to future needs. Reliable electronic health record systems reduce stress, improve efficiency, and support growth.  

OmniMD provides strong healthcare software to support daily operations and long-term development. Contact our experts today for guidance on the best EHR software for your organization.