The article was updated on October 8, 2024.

Electronic Health Records (EHRs) have become integral to the medical ecosystem, providing centralized access to patient health data and ensuring healthcare is well-coordinated across teams. The role of EHR systems has grown crucial over the last few years.

The COVID-19 pandemic exposed healthcare to a major paradigm shift. Conventional face-to-face appointments and time-consuming paperwork became substantial barriers to care delivery. Instead, video consultations and e-prescriptions evolved into a new golden standard in the industry.

At the beginning of the decade, the EHR market share was estimated at around $29 billion. The market size of EHR is expected to reach over $47 billion in 2027.  

In this article, we will talk about the benefits of EHR systems, uncover the difference between EHR and EMR, and list some of the key characteristics of EHR systems. Next, we will offer you some EHR adoption tips, so read on to learn more!

The EHR basics

The most straightforward EHR software definition is “a system intended for medical data capture, storage and exchange”. In today’s healthcare landscape, medical help extends far beyond a single assigned physician and involves clinical and lab personnel, state registries, and parties like pharmaceutical stores, emergency facilities, facilities for disabled and elderly people, etc.

EHR medical software is not entirely new. In fact, the first electronic health data registries appeared back in the 70s. Today, EHR platforms are increasingly taking on more functions, from the reception desks to the clinics’ internal operations.

EHR benefits

The advantages of EHR systems are far-reaching. Both healthcare providers and patients can benefit from the following:

Increased efficiency

EHR systems are designed to streamline arduous administrative tasks. With proper software at hand, order entry and prescription management no longer stifle the efficacy of care delivery.

Improved access to health information

EHR provides immediate access to patient medical history, which makes it a convenient way for healthcare professionals to review and update patient data in a few clicks. 

Better communication and coordination

EHR systems foster seamless communication across healthcare teams. Improved accessibility of health data facilitates its smooth exchange with specialists and caregivers.

Enhanced patient engagement

Access to medical records empowers patients to take an active part in personal health management. With a user-friendly patient portal, care receivers develop a better understanding of their medical history. As a result, patients become empowered to discuss their health conditions and available treatment options with specialists.

Reduced medication errors

Reduced incidence of medication errors is the focal factor that makes EHR systems indispensable in modern healthcare. EHR software eliminates prescription errors and improves safety overall by checking for patients’ allergies and any documented drug intolerances.

Improved data security

Any large pool of data stored digitally is susceptible to potential breaches and cyberattacks. With robust security measures and access controls, EHR systems protect sensitive data.

Data analytics

EHR systems are meaningful repositories of data organizations can leverage to improve the quality of patient care. EHR data analytics can assist healthcare professionals in their decision-making by offering actionable insights into changes in patient health conditions.   

Reduced costs

Reduced administrative load and improved workflow across teams eliminate undue expenses in healthcare. This way, EHRs help lower costs while sustaining the high quality of delivered services.

How EHR software functions

EHR software facilitates data management, streamlines clinical operations, and delivers a better experience for healthcare consumers. But how does EHR software work?

In essence, electronic health records permeate the entire healthcare ecosystem and interconnect its core facets. Below is an example of how to use EHR software in a sequence of logical steps:

Step 1: The patient turns to the medical facility. Upon check-in, visitors submit info about their previous medical treatments, surgeries, allergies, and other individual specifics. The patient then gains access to their online medical account and can view aspects of their visit, appointments, prescriptions, etc.

Step 2: The front office receptionist makes an appointment with the doctor using a scheduling system. The system automatically syncs with the doctor’s schedule to select an optimal time for the next visit.

Step 3: The doctor gets an appointment notification and checks the patient-specific details in an electronic chart. The doctor inputs the diagnosis, step-by-step plan for further actions and prescriptions into the digital record after the visit.

Step 4: The system transmits the prescriptions to the drugstore. The latter starts assembling the order so that it’s complete when the patient arrives.

Step 5: The EHR platform automatically generates the bill and the financial department hands it to the patient.

Step 6: The system issues the insurance claim, ensuring that its format matches the demands of the patient’s insurance provider.

Step 7: If a patient needs to submit lab tests, the medical laboratory may also be granted access to the EHR. A doctor can view the test results upon request.

EHR vs EMR: Similarities and differences

The acronym ‘EHR’ is often confused with ‘EMR’ (Electronic Medical Records). However, a difference between these systems is quite substantial: EMR refers to an electronic patient chart used solely for a clinic’s internal purposes.

Conversely, an EHR app is capable of integrating with similar systems of other clinics, labs and other healthcare facilities that a patient visits. In other words, it shares the patient’s records between entities involved in the person’s treatment to ensure the consistency and accuracy of healthcare info.

While EMR is, in essence, a patient’s digital chart for the clinic’s local use, the main purpose of EHR is data exchange and interoperability.

Main EHR features

Although an EHR app is primarily intended for medical data management, it would be wrong to view it simply as an archive for patients’ data. Apart from permeating every step of the patient’s journey, from the clinic’s front desk to the drugstore to receive medication, EHRs also leverage data analytics to deliver important insights.

There are lots of vendors on the EHR software market, so you are likely to find applications for every type of healthcare practice, large and small. However, most of these solutions share similar features:

Front-office unit

This unit helps administrative personnel and clinicians handle day-to-day processes.

1. Automated scheduling

The EHR app inputs the info into the scheduling system in order to keep it updated about the most recent appointments.

2. Monitoring patients’ status

The EHR software tracks patients’ journeys and updates the receptionists about their status. This feature enables personnel to monitor peak times and send wait notifications.

3. Managing tasks

The EHR system also assigns work tasks, redirects and delegates them to other parties, and monitors their completion.

4. Generating support documentation

EHR software is capable of generating clinical documentation such as individual healthcare plans, guidelines, protocols, etc.

5. Processing claims

The system processes the clients’ feedback to track their satisfaction level and enables a clinic to take timely measures to avoid reputation risks.

Doctors’ support unit:

This EHR unit helps physicians organize patient records, monitor treatment progress and much more.

1. Digital chart

The EHR platform aggregates all the info about a particular visitor in a chart available in an electronic format. This record holds the patient’s treatment history, personal details, results of laboratory tests, medical images, drug prescriptions, and can be used for quick reference. It also holds the insurance and billing details of a particular person.

2. Voice and handwriting recognition

EHR applications enable doctors to input patients’ data into a digital chart in a number of ways: by filling in electronic forms, by voice, and many solutions also recognize handwriting.

3. Generating reports

EHR solutions are capable of generating reports targeting a particular patient’s treatment plans, clinical notes, medication lists, and instructions. Physicians can create customized templates based on the current clinical needs and the type of visit a patient has.

4. Smart prescriptions

The EHR redirects the list of prescribed medications directly to the drugstore. On top of that, the system analyzes the compatibility of the drugs and suggests optimal dosages.

5. Alerts

The system updates healthcare companies and patients on further steps that must be taken and on deadlines for particular actions. The EHR app monitors if the patient has followed through his/her treatment plan.

6. Data analytics

The system identifies clients with the most dangerous health conditions and gives access to data that can help decide on an optimal course of actions.

7. Reporting

EHR systems are capable of reporting data to public health registries, to help them monitor the state of the population’s health.

8. Data tagging and segmentation

EHR apps can tag patients’ data as classified and share only parts of their medical chart in order to protect privacy.

Billing unit:

This EHR unit assists in managing the financial part of the patient’s treatment and provides insights about the clinic’s finances.

1. Generating invoices

After each visit, the EHR system automatically generates invoices, compiles and sends claims to the patient’s insurance company and handles denials, unpaid claims and system exclusions.

2. Analyzing revenues and expenses

EHR systems offer insights into how the medical practice is performing financially as compared to other clinics, help monitor revenue streams and detect areas for restructuring and upgrades.

Patient portal

A patient portal is an indispensable component of any well-developed EHR system. In 2022, the global patient portal market size was estimated at $2.9 billion. From 2023 to 2030, the market scope is forecast to achieve a compound annual growth rate of almost 20%. The functionality of patient portals is impressive and explains the why behind such a spike in popularity.

A well-designed patient portal is the primary driver of patient engagement. Here are 6 of the most critical elements to include:

1. Access to records

As fully digitalized platforms, patient portals grant care receivers instantaneous access to their health records and lab results. 

2. Appointment management

Patient portals streamline appointment management, making scheduling upcoming visits easier. 

3. Medication requests

Obtaining a medication refill can be time-consuming. Patient portals simplify the process of requesting prescriptions and viewing prescription history.

4. Virtual communication

Care receivers can converse with healthcare professionals online via patient portals and resolve emerging issues as they surface. 

5. Online payments

Digital payments make it easy for patients to settle their bills in just a few clicks. Additionally, patient portals allow care receivers to review their medical bills online, check account balances, and set up payment plans.

6. Mobile-friendly design

Most portals have a mobile-friendly design which makes them easily accessible. 

Top Latest EHR Trends 

As healthcare technology progresses, so do the advancements in EHR software development. Below are some of the future EHR trends with high prospects of refining EHR functionality.

Telehealth integration

Integrating EHR with the advances in telehealth will be crucial for enhancing the system’s functionality in delivering high-quality care remotely. Video consultations and digital patient monitoring within EHR software will improve access to healthcare services and facilitate real-time data exchange.

Interoperability

Interoperability continues to break down barriers in healthcare. Healthcare systems used to operate in fragmented silos, which hindered the exchange of patient data across providers and clinical facilities. EHR software development will pursue the interoperability trend to improve care coordination.

In 2023, 70% of US-based hospitals reported being engaged in electronic health data exchange. The number marks a sharp increase compared to the 23% engagement rate identified in 2014, which, in turn, testifies to the growing importance of interoperability.

AI and predictive analytics

The integration of AI and predictive analytics is set to revolutionize EHR systems by providing data-driven insights that improve health outcomes. AI for EHR systems helps develop personalized care plans and initiate timely interventions. Thus, AI-powered software is a promising direction toward reducing medical errors and enhancing clinical decision-making.

Furthermore, machine learning will assist medical professionals in diagnosing health conditions and averting adverse drug interactions. 

Voice recognition

Voice recognition technology allows healthcare professionals to dictate notes directly into the system. Integrating medical dictation software with EHR systems streamlines time-consuming administrative tasks and improves documentation accuracy.  

Read also: Building Medical Dictation Software for Healthcare Automation

Patient-centered care

EHR platforms ensure patient engagement through personalized portals. Given the array of options these systems provide, patients are empowered to take on more active roles in their healthcare. 

Mobile accessibility

Mobile integration with EHR allows healthcare professionals to access patient data from their phones. Such accessibility enhances record tracking and facilitates communication between providers. Moreover, mobile EHR correlates with the growing popularity of telehealth services and remote patient monitoring. 

Advanced security and privacy

As EHR platforms continue to evolve, data security will be a top priority. Advanced encryption and authentication protocols are crucial for protecting sensitive patient information. Strict compliance with privacy regulations such as HIPAA will ensure the safety of patient data.

EHR adoption tips

EHR platforms are advanced multifaceted systems covering every nuance of medical practice helping maximize its efficiency and improve patients’ outcomes. Adopting EHR solutions, though, is a complex task and requires careful consideration and planning. The logical steps when implementing EHR software are as follows:

1. Assess your readiness

EHR platforms are highly efficient, but are you ready for their implementation? Typically, the evaluation of the organization’s readiness covers aspects like corporate culture, management acceptance, workflow, operations, and the state of IT infrastructure.

Employee knowledge, skills, the level of EHR acceptance and their core beliefs and expectations about the adoption of new software will also need assessment. At the very least, this assessment will help you understand what stands in the way of a successful EHR implementation.

2. Map out your workflow

The next step involves mapping out your workflow. Start analyzing your existing workflow by following your patients’ journey. This will help you understand which processes work best, and which should be improved. Next, envision how you want the EHR system to transform your operations.

3. Build a roadmap

A roadmap is a comprehensive document that should include an in-depth description of every step your staff should take to ensure a successful development and deployment of an EHR system. Implementing EHR may demand a set of very specific actions from the clinic’s staff.

The roadmap will set you on the right track and outline an actionable EHR implementation strategy. One rule of thumb, though: start building it only if the health of your organization has a high level of readiness to accept new software.

4. Choose an EHR solution

By now you should have a solid understanding of your organization’s needs, so it should be easy to choose an appropriate EHR solution. As you select a vendor for your EHR app, there are several things you should take into account:

• hosting type: cloud or on-premise;
• support for multiple devices and platforms;
• integration with other EHR applications; and
• HIPAA compliance in the US and GDPR compliance in the EU.

In some cases, though, out-of-the-box EHR software won’t be enough to cover your organization’s specific needs.

Below are some indications that you may need to create a custom system for your clinic:

• You run a large organization with a complicated array of interconnected processes.
• Your needs are unique and very specific.
• It’s critical that you keep your processes intact, and the new system has to fit them perfectly from the software, hardware, and security standpoint.
• Coaching your personnel to operate a ready-made solution will take too much time and effort.
• You are ready to invest into a unique, organization-specific EHR platform.

Custom EHR software development also has a number of tangible advantages over ready-made solutions: meeting 100% of your organization’s needs, ease of learning, no additional licensing fees, and 24/7 vendor support. Its creation, however, may take several months; it’s also critical that you choose a reliable and experienced software solutions provider.

5. Adapt EHR software to your organization’s requirements

Choosing a custom-built EHR solution will save you a considerable amount of time, yet, configuring it and tailoring it to your needs can still be a lengthy process. Normally the adaptation has several stages:

• adjusting your non-core processes to match the demands of the new EHR;
• updating your existing hardware and software;
• coaching employees; and
• ensuring third-party integrations: the new software should integrate with the similar systems of other healthcare organizations.

6. Test and prepare

Finally, you’re all set for the new software launch. Yet, there are some preliminary activities that you have to undertake to make sure you are ready to start using EHR:

• test your IT and security systems;
• simulate a patient’s visit to see how smoothly it goes, then make the proper adjustments, if necessary; and
• have an issue-resolution plan at hand: notify your vendor about the launch date, and ask for their support. Make sure your staff knows whom to contact if things go out of hand.

You may opt to launch the system all at once, however, it makes perfect sense to go for gradual deployment to eliminate issues that may arise on the way and give your staff time to adjust. Be warned, issues and difficulties are bound to emerge as you start using your new EHR system. Provide your staff with enough coaching and instructions to facilitate the adaptation.

7. Evaluate and improve

Is your EHR system delivering on the promise of better patient satisfaction and efficiency? The only way to find out is by constant monitoring and evaluation. Listen to your personnel and your clients: are they happy with using the EHR system? Which issues do they frequently report and what are their main difficulties?

Secondly, define which metrics are crucial to your success: profitability, number of transactions, and/or workflow efficiency? Compare how these metrics have changed after EHR implementation to see if there have been improvements.

Conclusion

Apart from secure data processing and exchange, EHR systems have an immense potential to improve healthcare outcomes. Preparing for EHR implementation and launch, however, is a complex task that requires readiness and acceptance on all of an organization’s levels.

To fully benefit from the electronic health records, healthcare practitioners need a transition strategy that should include choosing a reliable vendor, that is ready to provide 24/7 tech support.

Need a custom-built EHR system to streamline your healthcare operations? At Eastern Peak we are ready to give you a helping hand. Contact us now for a free consultation!

Frequently Asked Questions

Read also:

• Doctor-on-Demand: A Practical Guide to Creating a Telemedicine App
• Types of Healthcare Software Solutions and How to Develop One
• Designing User-Centric Healthcare Apps: Best Practices
• Creating a Kickass Mobile App For mHealth