Methods and Lessons Learned from a Current State Workflow Assessment following Transition to a New Electronic Health Record System

Abstract

The transition to a new electronic health record (EHR) system requires an understanding of how the new system addresses the needs, business processes, and current activities of a healthcare system. To address such requirements, a multidisciplinary team conducted a current state workflow assessment (CSWFA) of clinical and administrative functions to elicit and document business processes (via process diagrams), requirements, workarounds, and process issues (i.e., user interface issues, training gaps) at one healthcare facility. We provided a novel method of evaluating the implementation process to ensure that a CSWFA was documented with key stakeholders. In this analysis, we describe the CSWFA approach and expected outcomes with a specific emphasis on how a qualitative approach can be integrated to explore underlying patterns and relationships in the data. Overall, this methodology enables practitioners to deliver data-driven support initiatives that optimize EHR implementation while considering user experience, productivity, and patient safety.

Keywords: EHR implementation; EHR transition; Workflow assessment; electronic health record; user experience.

Figure 1

Guiding Questions for Workflow Elaboration Sessions

Figure 2

Co-Occurrence Network of Key Terms from Primary Care Workflow Analysis