EHR explained: A guide to electronic healthcare systems

Electronic health records (EHRs) are at the core of healthcare’s digital transformation, replacing traditional paper-based systems with streamlined, data-driven tools. According to HealthIT.gov, over 75% of office-based clinicians and 96% of hospitals in the United States use an EHR system. EHRs are designed to enhance efficiency, improve patient outcomes, and simplify compliance — yet many providers still struggle with usability and integration challenges.

EHRs are often badly designed and don't integrate with other systems, leading to wasted time and unnecessary friction. Providers often feel frustrated because their EHRs promised them flexibility and efficiency — but what they've got is rigid and inefficient.

However, when effectively implemented, EHR systems can automate key processes, enhance patient engagement, improve health outcomes, and boost operational margins. They let healthcare professionals and care providers focus more on patient care and less on administrative tasks. 

Let's learn how to make an informed decision about your practice's EHR.

An EHR (electronic health record) is a digital system that securely stores and organizes a patient's essential health information, providing a comprehensive view of their overall health. Compared to EMRs (electronic medical records), which focus solely on a patient's medical history, EHRs include a broader scope of information.

EHR records commonly include:

EHRs enable authorized healthcare providers to securely access, share, and coordinate patient care. They improve communication, reduce errors, and allow for large-scale data analysis to advance treatments and enhance healthcare delivery.

The history of EHRs and EMRs began in the 1960s, but there were challenges around technology limitations and lack of standardization. EMRs and EHRs were also so expensive that primarily, the government used them in partnership with health organizations. 

In the early 1990s, widespread EHR adoption was further delayed due to physician reluctance because of a lack of any real incentive. 

The early 2000s saw the introduction of government incentives in the United States, like the Medicare and Medicaid EHR Incentive Programs. These incentives encouraged healthcare providers to implement EHR systems, which led to a surge. 

By 2020, nearly 90% of hospitals and 75% of office-based physicians in the United States had adopted at least a basic EHR system.

The widespread adoption of EHRs led to concerns about patient privacy and data security. As a result, several laws and regulations were established to protect patient data and ensure proper use of EHRs, including:

These regulations outline various requirements for healthcare providers using EHRs, including:

As a result of improved safety and security, EHRs now help physicians determine optimal patterns of care while preserving privacy. EHRs have also changed the dynamics of the doctor-patient relationship with better communication and documentation.

The introduction of electronic health records has revolutionized healthcare by streamlining workflows, improving data management and quality of care, and enhancing patient and provider experiences. EHRs are essential in modern healthcare for several reasons:

EHR software enhances the patient experience in numerous ways:

EHRs bridge the gap between providers and patients, fostering trust and improving communication.

EHRs are tools to enhance, not replace, the human connection central to healthcare. By using EHRs effectively, providers can improve patient trust, outcomes, and satisfaction.

These are just a few examples of how an EHR can benefit specialty healthcare practices:

Tailoring EHR functionality to the needs of specific specialties can provide more personalized and effective patient care while improving overall efficiency.

Let's break down the advantages and potential hurdles that EHR systems may present.

CMS.gov describes an ideal EHR as having "the ability to support other care-related activities directly or indirectly through various interfaces, including evidence-based clinical decision support, quality management, and outcomes reporting." But what else does an EHR bring to the table?

EHRs' benefits for healthcare practices are clear, but let's go over some of the possible hurdles and how to overcome them:

Transitioning from paper records to EHRs offers significant advantages for healthcare providers. While paper records have been a long-standing method of documentation, they come with limitations that modern EHR systems address. The table below highlights the key differences between these two methods:

While paper records have been a staple of healthcare for decades, their limitations pose risks to both providers and patients. Here's an overview of the primary challenges associated with paper records:

EHRs address these challenges by improving accuracy, enhancing security, and streamlining clinical workflows, making them a superior solution for modern healthcare practices.

Smaller providers face tight budgets, limited resources, and the demands of a rapidly evolving field. While EHRs can present some financial and operational challenges for these organizations, the streamlined workflows and improved patient experience that can result make them a worthwhile investment for smaller practices.

If the financial investment is a concern, consider the following: 

EHR software comes in various forms, each catering to different practice needs, budgets, and technical capabilities. Understanding the features and benefits of these 3 primary types can help your practice determine the best option.

Cloud-based EHRs, also known as software as a service (SaaS) solutions, allow practices to access the system through the internet. These systems eliminate the need for on-site servers and infrastructure, offering a lower-cost entry point, simplified maintenance, and enhanced interoperability for seamless data sharing across networks.

Best for: Smaller, independent practices or those with limited IT resources, seeking low upfront costs and scalability.

While less common now, on-premise EHRs are still used by some healthcare organizations, particularly larger hospitals or health systems with specific security or customization requirements. However, even traditionally on-premise vendors are increasingly offering cloud options.

On-premise EHRs require the software to be installed on your practice's local servers. This model demands an upfront investment in hardware and ongoing management of local infrastructure but eliminates recurring subscription fees. However, on-premise systems also provide greater control over data storage and security.

Best for: Large practices with robust IT support, seeking more control over data and the ability to customize clinical content.

Hybrid EHRs blend the features of cloud-based and on-premise systems. Data can be stored both locally and in the cloud, offering a balance of flexibility, control, and scalability. While this model supports greater customization, it requires ongoing IT management and integration of both environments.

Best for: Practices needing customizable solutions with flexibility, combining local control with cloud-based features like patient portals.

The most popular EHR software systems on the market today include:

Athenahealth is a cloud-based EHR platform designed to simplify workflows for small to mid-sized practices. Its system integrates patient care, administrative tasks, and billing into a single streamlined solution.

Key features include:

Athenahealth is particularly known for its intuitive interface and strong focus on improving patient-provider communication while streamlining practice operations.

Formerly known as Cerner, Oracle Health is a robust cloud-based EHR system tailored for larger healthcare organizations, including hospitals and multi-site practices. It focuses on integrating care across multiple departments to improve operational efficiency and patient outcomes.

Notable features include:

Its scalability and robust data-sharing capabilities make it an excellent choice for large practices and organizations focused on collaborative, data-driven care.

Practice Fusion is a cloud-based EHR that consolidates provider and staff responsibilities with a comprehensive system. It promises to organize patient information before, during, and after the visit.

Features include:

Epic supports a cloud-adjacent model for its EHR system that's well suited for large healthcare systems, such as multi-hospital systems and institutions. This hybrid-like setup leverages the scalability of the cloud while maintaining a robust, high-performance environment for larger healthcare operations, such as hospitals, multi-site systems, and large physician groups.

Expect features like:

eClinicalWorks is primarily a cloud-based EHR system, but it also offers hybrid data storage options. It provides scheduling and check-in through documentation, labs, prescribing, billing, and follow-up, as well as:

Tebra is an all-in-one, cloud-based EHR, specifically designed for private practices. It combines patient engagement and practice management into an easy-to-use EHR software system. 

Key features include:

Trent Carter, founder and nurse practitioner at Curednation, has some key advice for choosing the right EHR for private practices. He suggests:

Choosing the right EHR system is crucial for running your operations smoothly and enhancing patient care. At Tebra, we know that common pain points in EHR systems include elements like excessive clicking, data transfer hassles, and lack of specialty-specific features. 

With this in mind, make this checklist your go-to when you're comparing EHR systems:

Tebra's EHR software platform is a modern, certified EHR solution designed to equip today's provider with clinical tools that support rather than interfere with patient care. This includes all the innovative features your practice needs — from robust clinical charting and streamlined patient documentation to a comprehensive view of the patient and their history, eLabs, telehealth, and more.

The right EHR system can revolutionize private healthcare practices. From streamlining workflows and enhancing patient engagement to improving care coordination and achieving regulatory compliance, EHRs are invaluable tools for modern healthcare. They empower providers to focus on what matters most — delivering high-quality care to patients.

At Tebra, we understand the unique challenges faced by private healthcare practices. That's why we've built a cloud-based, all-in-one EHR and billing platform that combines cutting-edge AI and automation to drive growth, streamline care, and boost efficiency. Our solutions, like online scheduling, reputation management, and digital communication tools, help practices thrive in a competitive industry.

Empower your practice with a reliable partner that's redefining healthcare. Visit Tebra.com to learn more and take the next step toward transforming your practice today.