How to Know When to Transition to Another EHR

Key Takeaways

• Many healthcare workers struggle with outdated or sunsetting software that slows down workflows.
• Poor usability, missing features, and lack of vendor support are some of the earliest signs that it's time to consider switching EHR systems.
• A modern, cloud-based solution improves upgraded health outcomes, reduces clinician burnout, and integrates with required registries and health information networks.
  
  

Healthcare Workers Know When an EHR Isn’t Working

Most clinicians know the feeling: You log into your Electronic Health Record (EHR) and immediately brace yourself for slow screens, missing data, or yet another workaround. These daily frustrations add up and directly impact patient care, staff morale, and organizational efficiency.

You’re not alone. Many medical practices struggle with EMR issues that hinder their ability to provide whole-person care. When your EHR becomes a barrier instead of a support, it may be time to consider an EHR transition.

Signs That It’s Time to Replace Your Current EHR

Below are the most common indicators that healthcare workers and administrators cite when transitioning from one EHR to another.

1. Your Vendor Is Sunsetting the System

Some organizations learn that their EHR is being phased out or replaced. This is known as "sun setting" software, and it typically occurs due to corporate mergers, acquisitions, or major technology upgrades.

Sunsetting means the vendor will no longer maintain, upgrade, or support the product. This will eventually lead to broken features, security risks, and compliance gaps.

Instead of feeling locked into your vendor’s “new system,” this is an opportunity to explore switching EMR or EHR solutions that better meet your organization’s needs.

2. The System Creates EMR Problems Instead of Solving Them

Common issues that healthcare workers report in other EHRs include glitches, lost notes, freezing, frequent downtime, or multiple screens for simple tasks. 

These frustrations create unnecessary stress and risk. If your EHR repeatedly interrupts clinical care, it’s time to consider switching to a new EHR system, such as Patagonia Health.

3. Your EHR Doesn’t Support Interoperability

Your EHR should connect patient data easily to:

• Immunization registries
• HIE networks
• Labs and pharmacies
• Behavioral health partners
• Primary care or hospital systems

If not, you may be stuck with double data entry, manual workarounds, and outdated processes. A modern system ensures upgraded health outcomes for patients by allowing your team to share and receive up-to-date information securely.

4. Poor Practice Management Capabilities

If your system cannot handle scheduling, billing, referrals, or reporting efficiently, it slows down the entire practice. Long wait times, confusion during appointments, or missed billing opportunities all indicate deeper EHR limitations.

5. The EHR Adds Administrative Burden

An EHR should reduce workload, not increase it. If clinicians are spending too much time clicking, navigating, or manually entering data, they lose time with patients. This contributes to burnout and reduces the quality of care. A strong EHR mirrors your workflow and helps automate repetitive tasks.

6. Missing Features or Outdated Functionality

If your staff frequently says:

• “Why doesn’t the system do this?”
• “We still have to use paper for that.”
• “I need three workarounds to finish one task.”

Then the EHR likely isn’t evolving with your needs. In contrast, implementing a new EHR system that continuously updates ensures your workflow continues to improve.

7. The Vendor Provides Poor Support

Healthcare workers need quick, knowledgeable assistance when issues arise. If your vendor takes weeks to respond, or if you feel unsupported during upgrades or downtime, it’s a serious red flag. Customer service and support quality is one of the strongest predictors of long-term EHR success.

8. Expensive, Frequent, or Hidden Fees

Unexpected charges for basic functionality, upgrades, or integrations are a sign that the vendor does not prioritize transparency. Many health organizations are moving towards vendors who provide a fixed-rate pricing model to remove surprise add-on fees for daily functions.

9. Lack of Mobile Access or Modern Tools

Patients and staff expect mobile-friendly solutions. If your EHR does not offer mobile access, texting, patient messaging, or updated patient portals, it no longer meets today’s standards.

10. Your Organization Is Growing and the System Can’t Keep Up

If your agency has opened new locations or expanded services, but your EHR cannot scale with you, the system becomes an obstacle to growth.

How to Begin Switching EHR Systems Safely

Once you recognize the signs, the next step is planning your EHR transition.

Here’s what healthcare organizations typically do next:

1. Treat the New System Like Any Other Vendor

Even if your vendor encourages you to upgrade, evaluate their new product like you would any other option. Use demonstrations, RFPs, and comparisons.

2. Review Data Migration Support

Data migration can be overwhelming. Choose a vendor that:

• Guides you through the migration process
• Supports mapping and validation
• Minimizes staff burden
• Reduces downtime

3. Evaluate Training and Implementation

A supportive vendor will guide your team through every step of training and implementation. Look for partners who offer in-person training sessions that allow staff to learn hands-on and ask questions in real time. 

The best EHR vendors also provide ongoing support so your team is never left struggling on their own. Clear timelines, helpful workflow guidance, and scheduled check-ins after go live are all essential parts of a successful transition. These elements ensure your staff feels confident as they learn the new system and help create a smoother EHR adoption experience for everyone involved.

4. Prioritize Interoperability and Reporting

Modern EHR systems should enable your agency to easily exchange data and meet reporting requirements without relying heavily on IT support. Interoperability allows your system to connect with immunization registries, HIEs, labs, and community partners using standards such as HL7 and FHIR. This reduces duplicate work and supports more coordinated, whole-person care. 

Strong reporting tools are equally important. Your EHR should help staff generate accurate grant, compliance, and performance reports with minimal effort so they can stay focused on serving patients while the technology handles data sharing and submissions in the background.

5. Look for Long-Term Partnership

Your EHR is an ongoing relationship that should support your organization for years to come. A strong vendor partnership is built on transparency, with clear communication about costs, timelines, and expectations. You should also have access to fast, reliable support whenever your staff needs help. 

Look for vendors who offer predictable upgrade paths and consistently invest in regular product enhancements. These qualities signal a long-term partner who is committed to evolving with your organization beyond implementation and is not leaving you behind as technology changes. Don Sargent, VP of Strategic Partnerships at Patagonia Health, says, “I’ve always said the go-live is not the end of the process… It’s really the beginning.” 

FAQs: When Is It Time for a New EHR?

What are the earliest signs that we need a new EHR?

Frequent glitches, long ticket delays, missing features, and workflow misalignment are strong indicators.

What does sunsetting software mean?

This means the vendor is phasing out the product and will no longer provide maintenance or support for it. 

How difficult is transitioning from one EHR to another?

With a modern vendor and experienced support, switching to a new EMR system is manageable and often quicker than expected.

Why is it risky to keep an outdated EHR?

Security issues, compliance risks, staff burnout, and patient safety concerns.

How do we know if a vendor is trustworthy?

Look for certifications such as HITRUST, ONC Promoting Interoperability, and the Cures Act, as well as strong references, reliable support, and transparent pricing.