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Sep 14, 2023 10:36:44 AM Practice EHR

20 Questions to Ask an EHR Vendor Before Making the Switch

Selecting the appropriate Electronic Health Record (EHR) system for your practice is one of the most significant decisions a medical practice can make. In today's market, there's a plethora of EHR software options available, each with its own set of features and promises. The challenge lies in the hunt for an EHR system that seamlessly aligns with your practice's unique needs. There are thousands of such systems available in the market, but not everyone meets the requirements of practice in today’s fast-paced environment. To keep up with the trends, every practice needs an EHR tailored to the specialty of their practice.

There is a whole lot of comprehensive list of essential questions to ask your EHR vendor before making the switch. These questions will not only help you find the perfect EHR system but also a committed partner dedicated to your practice's success. We will be discussing those questions in the sections ahead.

Why Selecting the Right EHR is Important?

An EHR is the foundation of your practice’s day-to-day operations, so choosing the best fit Electronic Health Record (EHR) system is akin to choosing the right foundation for your practice. It forms the basis upon which you build the structure of efficient patient care, seamless operations, and robust medical billing. However, the sheer number of EHR systems available today can make this decision seem overwhelming. To navigate this complex landscape successfully, posing the right questions and engaging in open, transparent conversations with EHR vendors is crucial.

So, without further adieu, let’s dive deep into the world of EHR selection. We'll provide you with not just the 20 essential questions to ask your EHR vendor but also insights into why each question matters. This comprehensive guide will empower you to make an informed decision that aligns 100% with your practice's needs and objectives. By the end of the blog, also find which is the best available EHR and why you need it.

1. How many other practices use your software that are similar to my practice size and specialty?

Understanding the vendor's client base provides insights into their experience and whether their software caters to practices like yours. An EHR vendor with credibility in the market and a proven track record in your practice's specialty is more likely to meet your specific requirements effectively. If your competitors or a practice of your size is thriving in a particular EHR, chances are higher that your practice will too.

2. Aside from EHR/PM, what other products and services can you offer my practice?

Exploring the vendor's broader product and service offerings can uncover potential synergies for your practice. For instance, they might provide medical billing solutions that seamlessly integrate with their EHR system, streamlining your revenue cycle management. The more services an EHR vendor can provide, the better services you can get from them while saving money.

3. How do you keep my data secure?

Data security is paramount in healthcare. Inquire about the vendor's data security protocols, encryption measures, and compliance with industry standards, such as HIPAA. Robust data security safeguards your patients' sensitive information. This is one of the primary things one should consider regarding the vendor.

4. Who owns the data in the system?

Understanding data ownership is essential. Ensure that you retain ownership of your practice's data, preventing any complications if you decide to switch vendors in the future. If a vendor fails to provide a straightforward answer to this, you shouldn’t opt for them.

5. What sets you apart from other vendors?

Identifying the vendor's unique value proposition helps distinguish them from the competition. Look for features or capabilities that align with your practice's specific needs.

6. Do you have an integrated practice management system?

Integration between EHR and practice management (PM) systems enhances workflow efficiency. Inquiring about this integration can streamline your administrative processes, such as medical billing and scheduling.

7. What clearinghouse do you use?

Clearinghouses play a crucial role in medical billing by facilitating claims processing. Knowing the clearinghouse the vendor uses ensures compatibility with your billing processes.

8. What types of devices can I use with your software?

 The right EHR has compatibility with various devices, such as tablets and smartphones, ensuring flexibility in accessing patient data and managing your practice, even on the go.

9. Is your software cloud-based?

Cloud-based EHR systems offer scalability, accessibility, and reduced infrastructure costs. Determine if the vendor's software is hosted in the cloud to assess its suitability for your practice.

10. Is your system easy to use?

User-friendliness is vital to ensure that your staff can quickly adapt to the new system without disruptions. Request a demonstration or trial to assess the software's ease of use.

11. Is your software ONC 2015 Edition certified?

The Office of the National Coordinator for Health Information Technology (ONC) certification assures that the EHR software meets regulatory standards. Certification is vital for participating in federal incentive programs.

12. What reports are available in your EHR?

Robust reporting capabilities aid in data analysis, quality improvement, and compliance reporting. Evaluate the range and customization options for reports in the EHR system.

13. How will this software help improve patient flow and operations in my practice?

Understanding the software's impact on patient flow and operational efficiency is crucial. Look for features that streamline tasks like appointment scheduling, charting, and billing.

14. Are there any extra costs related to the software?

Transparency regarding pricing is essential. Inquire about any additional costs, such as licensing fees, maintenance, or upgrades, to avoid unexpected expenses.

15. How long is the implementation process?

A smooth and timely implementation is essential for minimizing disruptions to your practice. Understanding the timeline helps you plan accordingly.

16. How is my data migrated into the EHR?

Efficient data migration is critical to maintain historical patient records and minimize data entry errors. Discuss the vendor's data migration process and any potential challenges.

17. How does training work?

Comprehensive training ensures that your staff can effectively use the new EHR system. Inquire about training options, duration, and ongoing support to facilitate a smooth transition.

18. How responsive are your product development team and customer support team?

Responsive support and continuous product development are indicators of a vendor's commitment to customer satisfaction. Assess their responsiveness and communication channels.

19. What are your support hours?

Understanding the vendor's support hours is essential for addressing issues promptly. Ensure that their support hours align with your practice's operational hours.

20. Are there costs related to setup, training, implementation, or support?

Clearly define the costs associated with setup, training, implementation, and ongoing support to budget effectively and avoid unexpected financial burdens.

Also, the more services a vendor can offer, the more you can save because bundles always come at discounted prices. Opt for vendors that offer other services, too, i.e., medical billing, financial management, etc.


In conclusion, selecting an EHR vendor for your medical practice is a pivotal decision that requires careful consideration. By asking these 20 questions and tailoring them to your practice's unique needs, you can confidently assess potential EHR vendors and choose a partner committed to helping your practice thrive. Remember that the right EHR system can enhance your practice's efficiency, improve patient care, and streamline medical billing processes, ultimately contributing to your practice's success.

Finally, considering all the questions and answers to those, Practice EHR is the ONE SOLUTION that your practice needs. It provides a comprehensive set of services and is renowned as one of the most trusted EHR systems by doctors in the USA. REQUEST YOUR FREE DEMO today and take your practice’s productivity to new heights.

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Topics: Integrated EHR, Small Practice, EHR Solution, New Technology, Cloud-based EHR, Medical Billing, EHR Questions to Ask




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