EHR Optimization: Getting More from Your Electronic Health Record

Most medical practices use their EHR system daily. But most use only fraction of capabilities.

EHR optimization means using system more effectively. Better templates, smarter workflows, useful automation. Result: improved efficiency and reduced frustration.

Why Optimization Matters

You Already Paid For It

EHR systems are expensive. Getting more value from existing investment makes sense.

Efficiency Improvements

Optimized EHR saves time. Minutes per patient multiply across thousands of visits.

Reduced Frustration

Well-configured EHR is less frustrating to use. Better provider and staff satisfaction.

Better Documentation

Good templates and workflows lead to better documentation. Improves patient care and reduces liability.

Common EHR Problems

Too Many Clicks

Excessive clicks to accomplish simple tasks. Poor workflow design.

Poor Templates

Generic templates not customized to practice specialties or provider preferences.

Redundant Data Entry

Entering same information multiple places. System should pre-populate fields.

Difficult Navigation

Hard to find needed functions. Too many unused features cluttering interface.

Inconsistent Use

Different providers and staff using system differently. Creates confusion and errors.

Optimization Areas

Templates

Customized note templates for common visit types:

• Pre-populate common findings and normal values
• Smart phrases for frequently used text
• Structured templates ensuring complete documentation
• Specialty-specific templates

Order Sets

Grouped orders for common situations:

• Annual physical order set (lab tests, immunizations, screenings)
• Condition-specific order sets (diabetes management, hypertension workup)
• Post-procedure order sets

One click instead of individual orders.

Smart Lists

Custom problem lists, medication lists, procedure lists for your specialty.

Faster than searching full database every time.

Clinical Decision Support

Configure alerts and reminders:

• Drug interaction warnings
• Overdue preventive services
• Abnormal lab result flags
• Condition-specific reminders

But not so many alerts that providers ignore them.

Workflow Automation

Automate repetitive tasks:

• Prescription refill routing
• Lab result routing and acknowledgment
• Referral management
• Prior authorization tracking

Implementation Process

Assess Current State

What works well? What frustrates users? Where is time wasted?

Survey providers and staff about pain points.

Prioritize Improvements

Can't fix everything simultaneously. Focus on highest-impact changes first.

Test Changes

Pilot improvements with small group before rolling out practice-wide.

Refine based on feedback.

Train Everyone

Optimization only helps if everyone knows about improvements and uses them.

Measure Results

Track metrics:

• Time per patient encounter
• Documentation completeness
• Provider satisfaction scores
• After-hours documentation time

Common Optimizations

Specialty-Specific Templates

Primary care annual physical template different from orthopedic injury assessment different from behavioral health intake.

Templates reflecting actual workflow for specialty.

Smart Phrases

Short codes expanding to common documentation:

• .wnl expands to "within normal limits"
• .phys expands to full physical exam normal findings
• .plan expands to standard diabetes management plan

Type less, document more completely.

Favorite Lists

Personal favorite lists of commonly ordered tests, medications, diagnoses.

Faster than searching full database.

Macros and Quick Actions

Multi-step processes reduced to single clicks:

• Complete visit macro (sign note, bill visit, schedule follow-up)
• Refill macro (approve, document, send to pharmacy)

Integration Opportunities

Lab Interfaces

Results flowing directly into EHR. No manual entry.

Prescription E-Prescribing

If not already using, e-prescribing saves time and reduces errors.

Patient Portal

Patients scheduling appointments, completing forms, messaging providers through portal.

Reduces staff phone time.

Imaging Integration

X-rays and imaging viewable within EHR. No separate PACS login.

Training and Change Management

Initial Training Often Insufficient

Vendor training teaches basics. Doesn't cover advanced features or customization.

Ongoing Training

Regular training sessions on underutilized features.

Tip sheets and quick reference guides.

Super Users

Staff members with deep EHR knowledge who can help colleagues.

Change Resistance

Some providers resist workflow changes even if improvements.

Demonstrate value. Pilot with willing providers first.

Common Mistakes

Over-Optimization

Too many custom templates, order sets, and options creates confusion.

Balance between customization and simplicity.

Inconsistent Standards

Every provider doing things differently reduces efficiency.

Some standardization beneficial.

Ignoring Staff Input

People using system daily know what works and what doesn't.

Involve them in optimization planning.

One-Time Effort

Optimization isn't one-time project. Continuous improvement process.

Vendor Resources

Optimization Services

Most EHR vendors offer optimization consulting. Can be valuable but expensive.

User Groups

EHR user communities sharing tips, templates, and best practices.

Training Resources

Vendor training libraries, webinars, documentation.

ROI of Optimization

Time Savings

Saving even 2 minutes per patient encounter adds up significantly.

15 patients per day = 30 minutes saved daily = 2.5 hours weekly = 125 hours annually per provider.

Improved Documentation

Better documentation supports coding, reduces denials, improves quality metrics.

Provider Satisfaction

Less frustration with EHR reduces burnout risk.

Our Services

At Robell Technologies, we help medical practices optimize EHR systems:

• Workflow analysis and improvement recommendations
• Template and order set development
• Integration configuration
• Training development and delivery
• Ongoing optimization support

Fourteen years serving Arizona medical practices means understanding both EHR technology and clinical workflow realities.

We work with Epic, Cerner, athenahealth, eClinicalWorks, and other major EHR systems.

If you need help optimizing your EHR to improve efficiency and reduce frustration, we can help.

Getting Started

EHR optimization doesn't require huge project:

1. Identify top 3-5 pain points
2. Research how to address them (vendor resources, user groups, consultants)
3. Implement improvements incrementally
4. Train staff on changes
5. Measure results
6. Continue improving

Small improvements multiply into significant efficiency gains.

Your EHR system can work better than it does. Optimization makes the difference.