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Is your agency wondering  what to expect during EHR implementation? Or, are you settling for an ineffective EHR software because you don’t want to go through another EHR implementation?

Implementing EHR software can seem like a daunting process. However, with a team that’s committed to your success, good communication, and a clearly defined process, implementing EHR can be smooth and painless. Exym has a process for EHR implementation that is personalized for each agency to ensure success!

Winston Berger, Director of IT and Data Systems at A Better Way, Inc said the following about his Exym EHR implementation:

“Exym implementation was the simplest and least eventful (in a good way!) EHR migration out of the eight or so I’ve been involved with. The Exym team was well-organized with very clear milestones and task assignments. Within the first weeks of implementation, clinical staff had a better understanding of Exym than they did of the EHR we’d used for the previous three years!”

What is the EHR Implementation Process Like?

First, when you’re going through EHR implementation with Exym, you will be assigned an implementation lead. Exym’s implementation lead will meet with your organization for regularly scheduled calls until you go live. They provide admins with early access so that they can test out configurations and learn the system prior to going live. In addition, they will collaborate with you to analyze your existing workflows and optimize them within Exym to achieve optimal efficiency. The implementation leads will expertly navigate you through the entire implementation process, which is broken down into eight well-defined phases.


Implementing EHR in Eight Steps 

Phase 1- Administrative: A project kick-off call is scheduled with your team. During this call, we establish a regularly scheduled call, define your locations, your payers, and create login accounts for admin staff needing early access.

Phase 2- Billing: We define your billing programs and the types of services and activities you provide to your clients. Exym will set up your activities with the appropriate rates, billing modifiers, and rule codes to meet your county requirements. Exym custom builds your note templates and attaches them to the corresponding activities.

Phase 3- Clinical: We walk through your clinical workflow and determine what user roles we need to assign to each user at your organization. System configuration is also completed for tracking referrals, client statuses, memo categories, and activity reminders.

Phase 4- Review Progress Notes: Note templates that have been built will be reviewed, edited, and finalized.

Phases 5 & 6- Data Import: Your client data will be transferred into your database, ensuring that it is readily accessible on your go-live date for seamless billing and operations.

Phase 7- Training: Exym will provide clinician, billing, and administrative trainings to your users.

Phase 8- Wrap-Up: Approximately one month after your go-live date Exym will conduct an EHR implementation wrap-up call with you to assess how things are going. We will make sure that you’re connected with our helpdesk so we can continue to provide support as you use the system. Implementation is considered completed at this phase. The average EHR implementation at Exym takes 3-4 months.

Berger said of this process:

“Exym was different from the other EHR implementations I’d been involved in. There was a solid, clearly-defined process. Nothing was oversold or overpromised, and it was smooth, on time, and on budget. The people who work in implementation were super available to help build workflows and share their expertise.”

How Can an Agency Prepare for EHR Implementation? 

Wondering what your agency should do to prepare for an EHR implementation? Stephanie Jenkins, Exym’s Implementation Manager, recommends that agencies have one key point-person that Exym can communicate with about the project. This person should have a good understanding of the agency and know where to get needed information. Additionally, she recommends having billing and clinical “experts” as part of the internal implementation team.

Berger also offers valuable advice to agencies embarking on the search for a new EHR, or entering the EHR implementation process. He recommends that agencies take the time to discover and understand pain points and problems within their current EHR. If they have this knowledge, they can make sure those concerns are addressed when starting the EHR implementation process with a new software.

He says that A Better Way had this knowledge when they came to Exym, and they were able to communicate those issues to the implementation team. The Exym implementation team then helped them build custom reports to address previous pain points and their entire team was happy with the results.

Agencies no longer need to tolerate ineffective EHR software simply because the implementation process has been challenging in the past. With Exym's well-defined implementation process, agencies can expect smoother workflows and streamlined processes. The dedicated implementation team at Exym will take the time to understand the unique needs of each agency, ensuring they can fully maximize the potential of their new Exym EHR software.

Are You Looking for Reliable EHR Software? 

If you’re a provider of mental health services and you’re looking for robust, intuitive EHR software, please consider Exym EHR Software.

Exym is a comprehensive EHR software solution designed specifically for behavioral health agencies. Trusted for 20+ years, our intuitive and customizable software empowers providers to improve client outcomes, manage revenue cycles, and increase agency efficiency. Exym allows you to spend more time on what matters most- the clients in your care.

Visit our Operations Page to learn more about EHR implementation and Exym's comprehensive features for streamlining daily operations tasks.

Jessica Carey
Post by Jessica Carey
May 30, 2023