From Launch to Longevity: Tips for EMR Implementation Success

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Electronic Medical Record (EMR) implementation can be complicated. Whether you’re switching platforms or starting from scratch, the process has the potential to disrupt clinical workflows, drain internal resources, and leave staff feeling overwhelmed. However, with the right strategy and the right partner to guide you every step of the way, you can turn EMR implementation from a costly burden into a powerful foundation for long-term success.  

Maxwell TEC helps agencies navigate every phase of the EMR implementation journey with confidence. In this blog, we break down practical strategies for achieving a smooth EMR rollout, from vendor selection to post-launch optimization. 

1. Don’t Just Pick an EMR—Pick the Right EMR 

The decision to implement a new EMR usually stems from unmet needs, outdated interfaces, inefficient workflows, or poor data visibility. But not all platforms solve these problems equally. 

According to a Stanford Medicine survey, 59% of physicians said their current EMR needs a complete overhaul. Much of that dissatisfaction stems from EMRs that don’t fit the unique demands of care at home or were chosen without a complete understanding of their limitations¹. 

What to do to address all facets of your agency’s demands: 

• Go beyond the demo. Talk to peers and partners who have experience using the system. Ask about the challenges, workarounds, and overall satisfaction with the EMR.  

• Involve every level of your team—from back office to field clinicians—to gain an accurate view of day-to-day needs. Having your entire team on board with the implementation ensures the greatest chance at success. 

• Choose a system that scales with your agency. If you’re in home health now, but plan to expand into hospice or palliative care later, keep this in mind when evaluating. Ensure the EMR supports your organization’s long-term growth. 

How Maxwell TEC Helps

We guide agencies through an honest, strategic assessment of all their options. Our experts give your team a thorough breakdown of your available options to identify the best fitting EMR to help streamline your operations. We know you’re not just buying a product—you’re choosing a path forward.  

2. Set the Stage Before Go-Live 

Technology is only as effective as the people using it. Without proper training, engagement, and confidence, even the best systems will face adoption challenges. EMR implementation success depends on comprehensive training that equips every team member—from back-office staff to front-line clinicians—with the skills and confidence needed to fully embrace the new technology. 

A study published in Applied Clinical Informatics identified training quality and user support as two of the biggest predictors of successful EMR implementation². However, staff training is often rushed or inconsistent. As agencies are looking to adopt their new systems timely and promptly, the entirety of the training process can become overlooked—causing confusion in frontline staff on how to use the new EMR. The biggest challenge is ensuring all staff are knowledgeable about the new system.  

How to overcome staff training challenges: 

• Tech adoption begins with communication. Before you begin your new EMR implementation, communicate both the “what” and the “why” behind the change. 

• Make sure your entire organization is on the same page. Identify champions in every department to lead by example, starting with your leadership teams, all the way to workers in the field. 

• Invest in role-specific training versus generic modules. Each role in the care-at-home journey is different—the training should be too.  

• Keep the communication loop open for feedback and adjustment. If your staff has questions or issues with their training, maintain a dialogue and be ready to hear your staff’s feedback.  

How Maxwell TEC Helps

Our team at Maxwell TEC integrates seamlessly into your organization, helping frontline staff gain confidence and leadership teams drive buy-in across departments. We know that your EMR implementation will only be as successful as you prepare your people for it. That’s why we’re there to help at each step in the process.  

3. Don’t Wait for the “Perfect Time” to Implement Tech 

It can be tempting to delay home health and hospice EMR implementation until things “settle down.” But within care at home, things rarely do.

Prolonged EMR transitions can increase costs, create duplicative work, and frustrate staff. Worse, straddling two systems often leads to errors, compliance issues, and operational inefficiencies.  

What to do instead: 

• Set clear goals and accountability measures. A successful EMR rollout depends on structure, and should begin with a realistic, clearly defined timeline.  

• Designate a core implementation team to oversee progress and resolve timely issues. Having a dedicated cross-functional team leading the charge serves as your organization’s engine to drive implementation forward.  

• Accept that the implementation process will not be perfect. But keep in mind that progress beats paralysis. Waiting for ideal conditions to implement a new EMR only delays the inevitable. There will be hiccups, and that’s okay. What matters most is having a plan, being flexible, and continuously moving forward in your implementation.  

How Maxwell TEC Helps

We know there’s no such thing as the “perfect time” to implement new technology—so we help agencies take action with structure, clarity, and confidence. Our experts work with your leadership to establish realistic timelines, set measurable milestones, and define clear roles so the project doesn’t stall before it starts. We embed ourselves alongside your team to form a core implementation unit—one that bridges clinical, operational, and technical priorities to keep the transition moving smoothly and strategically.  

4. Bring in Experts Who Know the Terrain 

Your internal team may have implemented EMRs before, but chances are they don’t do it every day. Bringing in trusted experts ensures you’re following best practices, avoiding known pitfalls, and getting the most out of your investment.

How and when to pick out your experts:  

• Identify areas where your team may need additional support. Bring in EMR experts when you need them, whether it be technical configurations, project management, or user training. 

• Partner with EMR consultants who have a thorough understanding of both the tech and the clinical contexts needed in implementation. Work alongside experts who understand all aspects of EMR implementation and are dedicated to helping your agency throughout the process.  

• Treat the implementation as a strategic initiative as opposed to an IT project. At the end of the day, your new EMR is designed to help you and your organization perform more efficiently. Adopt a proactive mindset and treat the implementation as an initiative that will help streamline your processes and grow your agency in the long term. 

How Maxwell TEC Helps

Our team of consultants bring a 360-degree view of tech-enabled care. We’ve helped hundreds of agencies implement EMRs that don’t just meet requirements—they unlock real operational value.

Partnering with the MTEC team means you’ll gain strategic guidance through all facets of EMR implementation—ensuring your agency adopts the new tech and excels using it. 

5. Optimize Beyond Go-Live 

After implementing, going live with your new EMR is just the beginning. Over time, users change, software updates roll out, and your agency evolves. Without consistent optimization, EMRs can become clunky and underutilized. In fact, a Health Affairs study found that many providers underuse key EMR functionalities simply because they weren’t trained or the workflows weren’t refreshed³. 

How to ensure continuous optimization: 

• Schedule periodic EMR check-ups—especially after staff turnover or service line expansion. When team members leave or new services are added, knowledge gaps can emerge. Schedule routine reviews to ensure workflows are still aligned with your current structure.
  
  
• Track adoption and usage metrics to spot potential issues early. Your EMR should provide insights into how features are being used and the frequency of use. Monitor user activity, documentation consistency, and workflow completion rates to identify bottlenecks or underutilized tools.
  
  
• Stay up to date with feature updates and system enhancements. EMR vendors regularly release improvements that can enhance usability, compliance, and reporting—but if your team isn’t aware of or trained on these updates, features may go to waste. Assign a system administrator or team to review release notes, attend vendor webinars, and ensure your configuration evolves with the platform.

How Maxwell TEC Helps

Our team is here to ensure your EMR successfully grows with you—not against you. We offer post-launch optimization services, system audits, and retraining to keep your EMR efforts on track and strengthen your team’s confidence.  

Implementation is a Catalyst, Not a Checkbox 

When done right, EMR implementation is more than a tech upgrade—it’s a catalyst for smarter care, stronger teams, and better patient outcomes. Maxwell TEC combines technology with a strategy to help care-at-home providers implement with confidence and scale with purpose. Let’s make your next EMR implementation the start of something better. 

Resources 

1. Stanford Medicine. 2018 National Physician Poll: Electronic Health Records. Stanford University School of Medicine, 2018. https://med.stanford.edu/news/all-news/2018/03/physicians-say-electronic-health-records-improve-care-but-frustrate.html. 
2. McAlearney, Ann Scheck, Cynthia J. Hefner, Jennifer L. Sieck, Daniel Walker, and Timothy R. Huerta. “Facilitating Electronic Health Record Use Through Supportive Implementation Practices.” Applied Clinical Informatics 6, no. 1 (2015): 48–62. https://doi.org/10.4338/ACI-2014-10-RA-0099. 
3. Holmgren, A. Jay, Julia Adler-Milstein, and Sachin Jain. “Health IT Adoption and Use—More Than Just the Technology.” Health Affairs 40, no. 6 (2021): 877–882. https://doi.org/10.1377/hlthaff.2021.00081. 

This blog was originally published as "The 5 Things You Need to Know to Successfully Implement Your Home Health or Hospice EMR" by Tom Maxwell on July 28, 2019, for Maxwell Healthcare Associates. The Maxwell TEC editorial team has since updated this article to ensure accuracy and relevance.