Key Considerations Before Committing to an EHR System Vendor Agreement:

Titus Schleyer, DMD, PhD, Director of the Center for Biomedical Informatics at the Regenstrief Institute in Indianapolis, Indiana, offers valuable insight for those contemplating signing a new EHR system vendor agreement:

“Transitioning to a new system represents a substantial investment, and it can significantly impact the viability of your practice when you’re allocating hundreds of thousands of dollars every few years for a new system. So, exercising caution and meticulous preparation are paramount for a successful transition.”

Before you take the leap, it’s crucial to conduct your due diligence. To ensure that you’re making the right decision, incorporate the following essential inquiries into your discussions with potential EHR system vendors:

1. Data Migration: The process of migrating data from your current EHR to a new system is a monumental undertaking. As Daniel’s experience underscores, manually inputting data for an entire week to ensure accuracy can lead to temporary practice disruptions. To avoid such complications, pay close attention to data migration in the EHR system vendor agreement by seeking answers to the following questions:
   • What is the estimated timeframe for completing data migration, and is it possible to migrate data incrementally?
   • How does the system ensure the accuracy of the data migration into the new vendor system?
   • Does the vendor possess the capability to integrate data from various sources, such as the billing system, LIS, RIS, PACS, and medical devices? If these details are not explicitly stated in the agreement, it is advisable to seek clarification directly from the vendor.
2. Billing Process: The billing system serves as the lifeblood of any practice. Disruptions or disorganization in this area can jeopardize your entire operation. Therefore, it’s imperative to confirm that the following aspects are well-delineated in the agreement:
   • Billing capabilities
   • Training procedures
   • Data integration Software training and data integration are pivotal for effectively utilizing a new vendor system in your practice. If these elements are not adequately provided, you may need to enlist the assistance of an external software consultant to ensure the seamless integration of the new EHR system with the medical billing system, incurring additional expenses for your practice.
   Exercise caution! Thoroughly review your vendor system agreement because some vendors may automatically assume responsibility for managing your organization’s billing system after your transition to their service. If you prefer a different provider to handle this, it is essential to promptly communicate your preferences to the vendor and amend the agreement accordingly.