But selecting — or making the switch to — the right EHR is just the first step. The implementation process can make or break a clinic’s operations. When done well, however, implementing an EHR can help these facilities optimize their work to better serve the clients in their care.
If you’re looking to implement a new EHR, here are six steps to make the process as smooth, effective, and successful as possible.
Before integrating a new system, analyze your clinic’s operations, including provider workflows, client communication channels, billing procedures, DCO collaboration processes, and more. What’s working? What’s not? What areas are causing clients to fall through the cracks? What tasks are too time-consuming for staff?
After evaluating your administrative and client care processes, ensure you understand your state’s specific requirements for your care model. The Substance Abuse and Mental Health Services Administration (SAMHSA) provides federal-level guidance for behavioral health centers and CCBHC mental health centers, but state programs can vary slightly from these national requirements. In fact, even clinics’ names change by state, with titles from CCBHCs to community behavioral health centers to simply centers.
It’s critical to understand your state’s nomenclature, guidelines, and data requirements, as your EHR will impact all aspects of your operations. Explore your state’s CCBHC website for more details and access the National Council for Mental Wellbeing’s implementation support center for free training and technical assistance.
Successful EHR implementation depends on a clinic’s commitment to adapting to new systems and procedures. Securing buy-in from both clinic leaders and end users is a must.
Clearly articulating the “why” behind the system addition or switch can help secure trust and open lines of communication. Using data from SAMHSA and other sources, explain to all stakeholders and end users how a strong EHR can help in ways like the following:
Providers and staff are looking for tools to help relieve their workloads, with around 75% feeling that a reduction in their administrative load would meaningfully improve burnout rates, according to medical professional online networking service Doximity. To earn their buy-in for a new system, communicate the benefits of a robust, integrated EHR and how it will positively impact their day-to-day experiences.
Implementing an EHR isn’t necessarily an all-hands-on-deck process, but it does require a dedicated team. Sources like the American Medical Association (AMA) recommend including individuals in several key roles on that team, such as:
Since the CCBHC care model relies on clinics’ frequent partnerships with DCOs to deliver coordinated care, additional steps should be taken to smooth the implementation process. Whenever possible, ensure at least one person from your regular DCOs — including law enforcement agencies, substance use disorder specialists, rehabilitation services, and more — is privy to your implementation plan, if not on the team.
The implementation team should consider both logistical changes and change management strategies needed, using one of the two AMA-recommended rollout plans:
Regardless of your chosen rollout plan, ensure you anticipate challenges and build in regular checkpoints throughout the implementation process to adapt to new information, gather feedback from users, and address problems as they occur.
CCBHC mental health and substance use disorder treatment is predicated on coordinated processes that enable smooth, continuous care across all providers and DCOs within a clinic’s network. Clinics should have workflows that allow providers to stay in frequent contact with clients, communicate effectively with DCO providers, and ensure all clients stay engaged with and on track with their treatment plans.
Fortunately, strong EHRs — like Core Solutions’ Cx360 platform — allow you to configure your workflows to your network’s needs. Start by identifying any kinks in your existing processes. Then, use Cx360’s embedded evidence-based practices to map out new workflows. Finally, establish role-based permissions and protocols to ensure everyone has exactly what they need to use the EHR.
The goal is to set custom workflows that allow for smooth care coordination and enable all providers to monitor and track client progress. Because the CCBHC model values whole-person care, ensure you consider the client within all workflow configurations, giving them access to integrated scheduling tools, progress notes, assessments, and educational materials directly through the EHR.
CCBHCs and behavioral health centers are required to collect and submit various kinds of data to their state’s governing organization. The state then uses this data to determine clinic-specific billing costs for the next year, alignment with the details of the Excellence in Mental Health Act, and bonus payments for clinics demonstrating exceptional outcomes.
Although many CCBHCs and behavioral health centers manually gather data on client outcomes, value-based payment initiatives, revenue cycles, insurance costs, and more, an EHR can save considerable time and labor by automating data collection and visualization.
As you set up your workflows and implement your EHR, integrate current systems and establish bespoke rules for automated data collection. When it comes time to assess your clinic’s progress or submit information to the state, your EHR’s integrated, organized data will make all the difference.
Before going live, train your administrative staff, nurses, and providers to ensure they understand the technology, how it can help them meet required quality measures, and their role in new workflows. Hold workshops and training sessions to teach staff how the solution integrates into their daily work and enable them to become super users.
Many EHR vendors may say they offer training for CCBHCs, but Core Solutions provides end-to-end implementation support, including comprehensive discovery, configuration, and testing. Working with our experts allows clinics to accelerate their implementation process and reduce time-consuming errors.
In fact, Core Solutions makes implementation quick and easy, giving CCBHCs and behavioral health centers efficient access to the tools they need to operate successfully. Request a demo of the Cx360 platform today to get started on your implementation journey.