EHR vendor selection tips and questions to ask

Choosing the right electronic health record (EHR) system impacts the long-term success of your practice. It's not just about digitizing your entire operations — it's also about offering excellent patient experiences while making it easier to manage your practice's operations. That's why you need to ask potential EHR vendors the right questions. 

It's important to critically evaluate vendors before signing a long-term contract and making the initial time and financial investment in a new EHR system. So, we've compiled a list of tips and questions to ask your EHR vendor candidates to help you make an informed decision.

The right EHR solution can have a massive impact on your operations and bottom line. A recent Tebra survey found that 32% of healthcare providers would not recommend their current EHR vendor. Some of the reasons included:

These issues are pushing healthcare professionals to switch solutions, mostly in favor of cost savings, enhanced functionality, and better user experience. Based on Tebra's survey findings, these are the factors you'll want to consider if you're seeking a new EHR vendor:

As your practice grows and evolves, your EHR should be able to adapt along with it. However, Tebra's survey found that 66% of providers struggle with EHR customization. Choose a system that scales with your needs and offers robust customization support, whether from the vendor or from outsourced experts.

It's also important to consider your specialty or specialties when selecting an EHR. Choose a system that either caters to your specialty or provides customization options to ensure it meets your specific requirements. This approach promotes user adoption and overall practice efficiency. 

Tebra's survey revealed that nearly half of providers find their EHRs are challenging to use, with 44% reporting difficult navigation and 43% citing poor interface design. An EHR that's hard to interact with undermines its very purpose.

Your EHR should be intuitive enough for your team to use with minimal training, supported by accessible self-serve resources. Otherwise, staff may resort to manual data entry, further complicating your workflow. Opt for an EHR with a user-friendly interface, clear navigation, and intuitive visual cues.

As your practice handles sensitive patient data, the EHR needs to comply with the following regulations:

That said, don't be lulled into a false sense of security even if your vendor is certified. EHRs have been hacked, resulting in leaked patient data and information. Security begins right at home in your private practice, so make sure you have well-trained staff and a secure internal system. If you don't, ask your EHR vendor if they offer training sessions to bridge this gap.

MIPS is a value-based reimbursement program that rewards or penalizes eligible clinicians based on their care quality, cost, and efficiency. EHR systems typically help with MIPS reporting and performance tracking.

MIPS reporting includes 4 pillars:

Ultimately, choose an EHR vendor that offers robust MIPS reporting capabilities, which will allow you to improve your MIPS scores.

Only a shocking 6% of providers are fully satisfied with their EHR vendor's support, as our recent survey reveals. Given the complexities of implementing and using EHRs, robust support should be a huge factor in your vendor selection.

When evaluating vendor support, consider these key points:

If you're ready to start reaching out to providers and find the best EHR for your practice, here are some popular options to look into, along with the key details to help you decide if they're worth contacting:

Tebra is an all-in-one cloud-based EHR and practice management platform designed for small to medium-sized private practices. It combines essential clinical tools, practice management, and patient engagement features in a single, intuitive platform that grows with your practice.

Key features include:

Best for:  Small to medium-sized private practices across various specialties.

Epic uses a cloud-adjacent model for its EHR system, making it an excellent fit for large healthcare organizations, including multi-hospital systems and institutions. This approach combines the scalability of the cloud with a high-performance infrastructure, providing a reliable solution for hospitals, multi-site networks, and large physician groups.

Notable features are:

Best for: Large healthcare systems, hospitals, and institutions.

Designed for small to medium-sized independent practices, Practice Fusion offers a cost-effective, easy-to-use platform that simplifies daily operations. 

Here are the standout features:

Best for: Small to medium-sized independent practices and clinics that don't need a comprehensive practice operating system or advanced patient engagement tools like telehealth integration, reputation management, and HIPAA-compliant marketing capabilities.

Ideal for large healthcare systems, medical practices, and hospitals, Oracle Health provides a comprehensive and scalable solution tailored to handle the complexities of multi-facility organizations. 

Highlights include:

Best for: Large healthcare systems and hospitals.

Veradigm offers a versatile, flexible platform designed to meet the needs of medium to large practices and diverse healthcare organizations, from ambulatory to acute care settings. 

These are the essential features:

Best for: Medium to large practices and healthcare organizations.

athenahealth combines cloud-based technology with innovative tools to enhance patient engagement and practice efficiency, making it adaptable for practices of various sizes. 

These are the fundamental features:

Best for: Small to medium-sized practices and larger healthcare organizations that don't require integrated reputation management tailored to independent providers, or a practice operating system.

Now that you know what key factors to consider, let's explore what you need to ask potential EHR vendors. Refer to these checklists as you contact each company about their services to make sure they'll work for your practice.

This section explores the vendor's experience, reputation, and understanding of your practice's needs to ensure they are a reliable partner for your healthcare organization.

1. Why is your EHR system the best for our healthcare practice, considering our specialty, location, and patient demographics?
This question assesses whether the vendor understands your practice's operations and specific needs, including specialty care, patient population, and market challenges. A concise, specific, tailored response indicates their ability to meet your unique requirements.

2. How long has your company been serving healthcare organizations in the EHR market?
Experience in the healthcare sector shows the vendor's stability and expertise. Long-standing companies may offer mature products and a proven track record.

3. How many employees focus on product development, clinical decision support, and customer success?
This helps determine whether the vendor invests adequately in innovation and customer support, ensuring a reliable, evolving product and a strong focus on client satisfaction.

4. What is your company's financial standing or market share over the last five years? Can you provide growth metrics?
Evaluating the vendor's financial health helps gauge their ability to continue investing in product improvements and long-term support. Look for evidence of growth, stability, and market credibility.

5. Can you provide references from practices of similar size and specialty?
Speaking with similar clients helps verify the vendor's claims and gain insight into their reliability, service quality, and real-world performance.

6. Do you have case studies showing how your EHR has benefited practices in our specialty or market?
Case studies provide concrete examples of how the vendor's EHR has solved challenges and improved outcomes for healthcare practices like yours.

These questions assess the EHR's functionalities, flexibility, and ability to accommodate your practice's specific workflows and requirements.

7. What modules and features does your EHR software include, and how customizable are they for our practice?
Modular and customizable features allow you to select and pay for only what your practice needs, providing flexibility as your organization evolves.

8. How does your system enhance care coordination, patient engagement, and practice efficiency?
Understanding the system's specific capabilities, such as patient portals, clinical decision support, or telehealth integration, ensures the EHR aligns with your goals for better outcomes and streamlined workflows.

9. Can your EHR integrate with other healthcare systems, such as pharmacies, labs, and telehealth platforms?
Seamless integration improves efficiency by reducing duplicate records and streamlining workflows. Interoperability also enhances care coordination between providers.

10. Does your EHR cater to specialty-specific workflows, such as acute care, radiology, or outpatient services?
Specialty-specific features ensure the EHR supports your practice's unique workflows and data requirements, boosting efficiency and improving patient care.

11. How does your system ensure compliance with regulations like HIPAA and state laws?
Regulatory compliance is essential to avoid fines or legal issues. Ask about features like encryption, access controls, and audit trails to ensure your EHR safeguards sensitive data.

12. Does your EHR include features for specialty-specific workflows, such as acute care, radiology, or outpatient services?
Specialty-specific features ensure the EHR supports your practice's unique workflows and data requirements, boosting efficiency and improving patient care.

Here, the focus is on the vendor's process for onboarding your practice, migrating data, and training staff to ensure a smooth transition to their EHR system.

13. What is your typical implementation timeline for small to mid-sized physician practices?
This helps you evaluate the vendor's efficiency and ensures their process aligns with your practice's operational needs. A clear timeline reduces the risk of disruptions.

14. What training options are available, and are they included in the price?
Thorough training is critical to successful adoption. Explore whether the vendor offers on-site, remote, or hybrid training and if it's tailored to different roles within your practice.

15. How do you customize training to suit staff roles and learning preferences?
A flexible training program ensures all team members, from administrative staff to clinical providers, can effectively use the system according to their needs.

16. How is data migration from existing EMR (electronic medical records) systems handled during implementation?
Data migration is vital for a smooth transition. The vendor should have a clear, proven process for transferring data without compatibility issues or information loss.

Critical support and maintenance questions to ask your EHR vendor for long-term system reliability.

This section evaluates the vendor's commitment to ongoing support, system updates, and handling of issues to keep your practice running efficiently.

17. What ongoing support does your company provide post-implementation?
Post-implementation support is crucial for troubleshooting and ensuring the EHR evolves with your practice's needs. Look for dedicated account managers and accessible help resources.

18. How often are software updates released, and are they included in the pricing?
Regular updates ensure your system stays compliant, secure, and functional. Clarify whether updates are included in your contract or require additional fees.

19. How do you handle feature requests or new functionality requirements?
A vendor with a robust feedback process demonstrates commitment to continuous improvement and responsiveness to client needs.

20. What is your response time for addressing system outages or downtime?
Frequent downtime can disrupt operations and patient care. Ask about the vendor's uptime guarantee, disaster recovery plan, and service-level agreements.

Important cost-related questions to consider when evaluating an EHR system.

These questions delve into the pricing structure, hidden fees, and overall affordability of the EHR system to ensure it aligns with your budget and growth plans.

21. Is your EHR software priced per user, per module, or as a flat fee?
Understanding the pricing structure helps you assess the software's affordability and scalability for your practice as it grows or changes.

22. What does the initial cost cover, and what ongoing fees should we expect?
A clear cost breakdown, including setup, training, support, and updates, ensures you can budget accurately without surprises.

23. Are there extra costs for integrations, such as with pharmacies, labs, or telehealth platforms?
Hidden fees for essential features or integrations can impact your budget. Confirm what's included and what incurs additional charges.

Security and privacy questions to ensure your EHR system meets compliance and data protection standards.

This section examines how the vendor safeguards sensitive patient data, ensures compliance with healthcare regulations, and prepares for potential data breaches or downtime.

24. How does your system ensure compliance with regulations like HIPAA and state laws?
Regulatory compliance is essential to avoid fines or legal issues. Ask about features like encryption, access controls, and audit trails to ensure your EHR safeguards sensitive data.

25. Has your company or product faced any legal disputes or data security issues in the last three years?
This uncovers potential risks associated with the vendor, including data breaches, customer disputes, or other issues that might impact your practice's operations or reputation.

26. What measures do you take to ensure the security and privacy of patient data and PHI?
Strong security measures are crucial to avoid costly fines and protect your practice's reputation. Ask about encryption, access controls, and certifications.

27. How do you handle data backups and disaster recovery?
Reliable data backups and recovery protocols minimize risks of data loss or downtime due to cyberattacks or system failures.

Selecting the right EHR vendor is crucial for your practice's long-term success and reputation. When evaluating vendors, take a comprehensive approach that goes beyond just product features. Consider factors such as the total cost of ownership, support quality, and robust data security measures. We also recommend having a backup plan to export and save data easily and securely. 

Tebra is committed to empowering private healthcare practices with the tools they need to thrive. Our cutting-edge AI and automation streamline care, drive growth, and boost efficiency. With features like online scheduling, reputation management, and digital communications, Tebra's all-in-one EHR+ and billing platform supports every aspect of your practice's success.Join over 165,000 providers already redefining healthcare with Tebra. Let us be the backbone of your practice's growth and patient care.