How to evaluate EHR platforms (+ EHR platform evaluation matrix)

An electronic health record (EHR) platform is a digital system that stores, manages, and shares patient health information, demographics, treatment plans, and medical history securely. It allows healthcare providers to access and update patient records in real-time, improving workflows, enhancing patient care, and ensuring compliance with healthcare regulations. EHR platforms often include features like charting, ePrescriptions, scheduling, billing, and clinical decision support.

The right EHR software is the lifeblood of your practice and can drive efficiency, improve patient care, and streamline compliance. But with hundreds of EHR vendors in the market, each promising similar benefits, selecting the right partner requires careful consideration.

Healthcare professionals need to assess real-world usability,  system compatibility, and long-term return on investment (ROI). The decision process can be daunting and time-consuming, requiring research, sitting through demos, and reviewing various proposal requests (RFPs). And the stakes are high: choosing the wrong EHR vendor can lead to unexpected costs, workflow disruptions, and less efficiency when you need more

In this guide, we'll give you a proven process to evaluate and select the right EHR vendor with confidence. You’ll learn how to evaluate your practice’s EHR system readiness, key criteria to evaluate EHR vendors’ proposals, a step-by-step selection framework, and some top platforms to consider. 

Take this quiz to determine if it's time to change EHR providers and if your team is ready to allocate resources. Read each statement carefully and score yourself using the scale below. Add your scores at the end to assess your overall readiness.

Scoring scale:

Quiz:

Your total score: _______

Interpreting your readiness:

Next steps: Use your results as a guide to identify areas for improvement and plan for a smoother transition to EHR technology.

Practice owners also struggle with evaluating vendors using strict criteria. Because there are many considerations to account for, you need a standardized list of requirements to make a fair and accurate assessment.

Here's what you should consider.

Your EHR's features significantly impact its utility to your practice. There is a standard set of features you get, like:

However, there is additional functionality that could improve its use — for example, appointment scheduling features, in-built automations, and robust reporting capabilities.

It depends on whether you use modular or full EHR systems. The latter comes only with the specific components you need, but if you're serious about implementing an EHR, consolidate your tools and systems with a full EHR system.

Tebra's 2024 EHR report found that 45% of providers ranked usability and customization as the top essential feature. And for good reason. If you can’t modify the EHR to fit your workflows, it's a wasted investment.

This is especially true if you're running a specialty practice that has specific billing and insurance requirements. Or if you need diagnostic and ePrescription support specific to certain fields of medicine. So, identify what your practice needs and see if EHR vendors offer some level of flexibility during implementation.

Take stock of existing tools to determine which EHRs to prioritize, as it should integrate with your existing technology stack. The EHR should fit your needs, not the other way around. Our study found that 32% of providers wouldn't recommend their EHR provider. A key reason? Lack of robust integrations.

We found that practice owners require the following integrations for their EHR the most:

In addition, to improve the EHR's functionality, consider compatibility with local or regional health information exchanges and the availability of a marketplace.

Depending on pricing, an EHR could cost you tens of thousands of dollars annually, barring the implementation and support costs. Avoid thinking of it as an annual or one-time cost, as the total cost of ownership could exceed your expectations.

Here are a few things to account for:

Inquire about the payment plans. Some vendors only offer annual billing, while others offer a monthly subscription model to spread the costs.

Assess the investment based on long-term returns. As the EHR should help you increase efficiency through benefits like high patient throughput and coding accuracy, these could take time to show impact.

A vendor's reputation and track record are crucial parts of the consideration process. Look for indicators like good/stable financial performance, awards or recognitions, certifications, and credibility in the industry.

Another way to assess a fit is to review testimonials or case studies from customers who've been in your shoes before. For example, if you have a mental health clinic, ask the EHR vendor if they've previously worked with similar customers. This way, you'll know that their EHR would be better suited to your needs.

Also, it's worth checking if they've been involved in any significant controversies or legal issues. Such issues could arise due to billing policies or data security issues, so we recommend investigating this beforehand.

Data security and compliance are 2 non-negotiable aspects of working with an EHR vendor. With the rise in data breaches and potential legal liabilities due to it, you need to make sure the EHR vendor uses the latest security measures and is certified as per regulations like:

Ask them about the uptime guarantee percentage as well. Ideally, it should be above 99.9% — which indicates the system's high availability. In the event of a system outage, they should also have appropriate disaster recovery and business continuity plans.

Evaluate the vendor's approach to software updates and upgrades. Do they offer regular updates, and will it impact your day-to-day activities if so? In some cases, you might need to re-train staff to adopt these changes, so ask the vendor if they offer technical and training support.

Your organization's health IT infrastructure is also a key consideration when assessing what EHR system will fit your needs. Inquire about their support hours, contact methods (phone, email, chat), and guaranteed response times for different issue severities. If you need to customize your workflows or troubleshoot something, ask if they offer consulting services. These might result in additional costs, but the promise of ongoing support will be worth it, as it could take you months to implement a new system.

Private practice owners spend nearly half of patient time on EHR documentation. Your new EHR provider should help you drastically reduce this number. 

Let's explore how you can start the EHR selection process:

Unless you evaluate your current systems, you won't know what to look for or the true reasons you're looking to switch EHR vendors.

Our 2024 EHR report found that 41% of providers consider switching EHR vendors when they notice a rising need for staff training. Talk to your staff members and find out why they're struggling with the current EHR, which features are the hardest to adopt, and what they expect from the new EHR.

Next, determine your practice's specific requirements, such as patient volume, medical specialty, and billing processes. Before starting your search, make a list of must-have features that align with your needs.

In this stage, finalize an approximate budget for EHR implementation as well so that you can shortlist vendors accordingly.

In this step, start finding EHR vendors through sources like:

First, cast a wide net and look for as many vendors as possible. This will give you a broader pool of vendor options so you don't feel stuck with only the well-known.

Document your research in a spreadsheet. We recommend creating a vendor rating sheet where you list your must-have features and assess vendors accordingly. It prevents bias while you're deciding. Ensure you use the criteria provided in the previous section to evaluate vendors.

Aim to narrow your list down to a maximum of 10 top contenders. This number is manageable while providing a good range of options.

Once you've shortlisted EHR platforms, contact vendors for a demo. This typically starts with a request-for-demonstration document where you explain your practice's background and needs. 

Remember to include practice-specific scenarios to help the vendor understand your current issues. Pay attention to the features, user interface, and workflows during the demo. Also, include a staff representative (end-user) in the process so that they can ask the right questions. 

You can use our checklist of questions to ask EHR vendors during the demo.

Another question to consider is how data is handled if your practice is acquired or sold. 

After each demo, hold a team debrief. Document your findings in the vendor rating sheet for objective comparison.

Along with a demo, you can also see if any of the vendors offer a free or discounted trial before full purchase.

Within your platform rating sheet, list your must-have features and critical criteria, such as functionality, ease of use, vendor support, cost, etc. Prioritize those that are of the most meaningful use for your practice.

Here's an EHR platform evaluation matrix you can use as a template to score and compare multiple EHR platforms. Rate each vendor on a scale of 1 (poor) to 5 (excellent) for each criterion. Sum up the scores for each vendor at the end to identify the best fit: 

Instructions:

Next, have others in your organization with decision-making power, such as your buying committee (physicians, nurses, administrative staff, IT personnel) complete this matrix independently. Sum up the scores and see which platform scores the highest.

However, don't rely solely on the numbers. Use the evaluation matrix as a starting point for a deeper discussion about each system's pros and cons. Consider qualitative factors, too. How well do the vendor's culture and values align with your practice?

Use the matrix to shortlist 3 EHR platforms and conduct a final due diligence round. For example:

If you're ready to evaluate platform providers and find the best EHR for your private practice, here are some popular options, along with key details to help you decide if they're worth contacting:

Tebra is an all-in-one, cloud-based EHR and practice management platform built to support small to medium-sized private healthcare practices. Tebra combines essential clinical tools, practice management, and patient engagement features in a single, intuitive platform that grows with your practice.

Key benefits include:

Best for: Private practices seeking an all-in-one cloud-based EHR solution to enhance efficiency and growth.

Epic uses a hybrid cloud model with robust, scalable infrastructure, making it ideal for large healthcare organizations, hospitals, and multi-facility systems. This approach ensures high performance while maintaining the flexibility of cloud capabilities. Epic is known for its strong interoperability, enabling seamless data exchange across complex health systems.

Key features include:

Best for: Large healthcare systems and hospitals requiring a powerful, scalable EHR solution.

Practice Fusion is a cloud-based ambulatory EHR solution that simplifies operations for small to medium-sized practices. Its cost-effective and user-friendly platform supports quick implementation, helping practices focus on patient care without added complexity.

Standout features:

Best for: Ambulatory care providers and small practices seeking a straightforward EHR system without advanced management features.

Oracle Health offers a robust and scalable EHR system for large hospitals and multi-facility healthcare organizations. Its emphasis on interoperability and population health management makes it a trusted option for managing complex operations.

Key highlights:

Best for: Large-scale healthcare systems and organizations looking for an adaptable, enterprise-level EHR solution.

Veradigm provides a versatile EHR solution tailored to medium and large medical practices. With its open platform, it supports third-party integrations, making it an ideal choice for practices that require flexibility and robust decision-making support.

Essential features:

Best for: Larger practices and healthcare organizations seeking flexibility and integration options.

athenahealth delivers cloud-based EHR services with a focus on patient engagement and efficient practice management. Its scalable features make it suitable for practices of various sizes, enhancing operational workflows and revenue management.

Key features:

Best for: Small to medium-sized practices and larger organizations focused on enhancing patient engagement and streamlining operations.

Choosing an EHR platform can seem challenging, but you can make an informed decision faster with the right approach.

Use our EHR evaluation matrix to compare platforms objectively. However, to take a more holistic approach to the process, you should also consider soft factors like vendor response rates, confidence, and service credibility. Start your journey toward finding the perfect EHR system for your practice today. Visit Tebra for more resources to help your practice thrive.