Not Just an IT Project: How Healthcare Leaders Migrate EHRs to the Cloud

Every year, more healthcare providers learn firsthand the transformative potential of moving their Electronic Health Record (EHR) systems to the cloud. Access to critical patient information in real-time, enterprise-grade security, and flexible data tools are just a few of the benefits, and they can be had with less capital outlay than information systems from decades ago.

For some organizations, costs continue to mount as they maintain on-premise data centers, which require power supply, physical space, hardware upgrades, and a cycle of maintenance that never ends, not to mention the cost of labor. 

And despite the advantages of a cloud-based EHR system, some health organizations are still hesitant to migrate their records. For them, the red flags include the high upfront cost of the migration, the inability to manage consumption, the daunting task of hiring a vendor or expert to help with the cloud migration, as well as the time and resources needed to train staff on a new system once live. Other concerns include compliance risks and the disruption of long-held business practices; flipping budgets from Capital budgets to operating budgets. 

But the benefits of a well-executed cloud strategy are undeniable. Organizations that have made the move say the unified data platform, the more predictable operating expenses, and flexibility to adapt and scale make the upfront investment of time and resources well worth it.

Migrating EHRs to the cloud, however, is far more than a simple IT project. Without a thoughtful strategy, providers risk frustration. Those best positioned to achieve the benefits of a cloud migration are those that can align their goals, strategy, and execution from day one.

Here are seven strategies that can help an organization reach that alignment:

1. Understand migration is a full re-engineering, not a “lift-and-shift”

Cloud migration is not about duplicating an existing EHR setup in a new location. It’s a complete reimagining of the system. The goal is to take full advantage of the cloud’s strengths, which include scalability, real-time data integration, sophisticated analytics and interoperability. This means redesigning the architecture and the workflows. Organizations that minimize this step can see delays, inefficiencies, and missed opportunities for innovation.

2. Build a comprehensive plan with C-suite approval

Any thoughtful migration strategy should start with a detailed plan covering technical, operational, and workplace impacts of the change. Top executives must be involved from the beginning to allocate resources and navigate vendor relationships. Cloud platforms all have unique attributes, best practices and nuances when it comes to integration. So, making these moving parts work together seamlessly requires decision-making from the C-suite.

3. Weigh the cost of acting against the cost of doing nothing

Budgeting for migration is essential and so is calculating what it will cost to stick with a legacy system instead. Older data systems can stall innovation and make an organization less adaptable to new trends. These costs might be hard to calculate, but they are real. Cloud platforms, by contrast, offer agility that can translate to long-term savings and revenue growth. In healthcare, flexibility brings ROI.

4. Choose partners who build for the future

Vendors and technology partners will likely shape your organization’s capabilities for years to come. That’s why those who embrace AI, predictive analytics, and machine learning are the ones best positioned to “future-proof” your operations. The right partners will not just meet today’s demands but enable an organization to capitalize on breakthroughs that are still to come.

5. Break down silos while maintaining security

EHR cloud migration brings the opportunity to bring together teams that have long been separated, including security, DevOps, and IT operations. They can work together under a single, coordinated strategy. Security must be woven into every stage of migration, and close collaboration between CTOs and CISOs is necessary to ensure vulnerabilities are addressed in a proactive way.

6. Keep compliance top-of-mind at every step

With more data being connected, compliance goes from being a one-time checklist item to an ongoing discipline. HIPAA and other regulatory requirements must be front-and-center and be baked into all processes from the beginning. Many organizations upgrade compliance tools and monitoring systems as they migrate to the cloud, and it’s a good step to take.

7. Address the cultural transition

New workflows are the result of new technologies, and this means cultural shifts in the workplace. Staff training, process updates, and clear communication are all important to maximize the chance of a successful migration. Ideally, clinical and administrative teams will feel excitement, ownership, and confidence as the changes become real.

Migrating EHR systems to the cloud is no small feat. It changes the way an organization works and conceptualizes patient care. It brings new costs and new risks, but the benefits are clear.

Organizations that outline a thoughtful, well-structured migration strategy will go on to experience real-time data access, more efficient operations, improved scalability, and better patient outcomes. They will say the investment was worth it. 

For organizations that want to thrive in a rapidly changing healthcare landscape, cloud migration is not a simple IT project. It’s a reimagining of the whole organization, and it has become a strategic imperative.