Decoding EHR Development: Finding Your Perfect Partner

The other day, I came across an article on LinkedIn that stated some of the biggest failures in the healthcare IT market. The article particularly focuses on the five companies that were looking for custom healthcare software development and how they failed in their venture to start a digital healthcare program.
Having said that, a similar trend is seen in the healthcare landscape with custom EHR software systems. As many healthcare providers are looking to adopt custom EHR software in their healthcare practices, there has been a sudden surge in demand for EHR developers.
Coming back to the article we discussed in the first paragraph, it had a mention of a company which failed in its venture to develop a custom EHR software for their practice. This made me think, ‘what has been the main reason, why companies fail in custom healthcare software development?’
A common link between such incidents and many other reports could be that choosing the wrong development partner. You see, healthcare IT companies and providers need to work in unison to make their custom EHR software development a success, especially if it has to become the epicenter of their practice.
On that note, let’s make this process simpler for you, and let this blog be your guide to choosing the right custom EHR software development company for your venture!
Defining Your Requirements for EHR Development

The very first thing that you need to do when developing a custom EHR solution is to first understand your needs and requirements carefully. Here it not only covers the purpose of your EHR software but also what you aim to do with that. Some of the most important aspects that you need to define at the very beginning of the development stage are goals, scope and requirement.
When deciding this both clinical and administrative considerations of your practice must be taken into consideration. For instance, every healthcare practice works in a way, which is quite unique to itself. For the success of your custom EHR software development project, you need to align the software workflow with that of the clinical practice.
Also, by assessing your clinical and administrative needs and requirements you simplify other aspects of your healthcare software development. Any guesses? Well, as features define the functionality of your software, by assessing the needs and requirements, you get a brief idea about the features you will need in your custom EHR software. Which will further simplify the development process for you.
Talk to our EHR development experts within the next 48 hours to discuss your project and ensure you choose the right partner.
Get a free consultationResearching Potential Partners – Exploring the EHR Development Landscape
Once you have a brief outline of your needs and requirements, it is now time to go out in search of healthcare software development vendors. While searching on the internet, you will come across various EHR development vendors who apparently claim to be one of the leading companies in the healthcare IT landscape.
However, despite their marketing gigs, you need to be careful while shortlisting your potential EHR development partners. Some of the key factors that you need to keep as evidence for evaluating EHR development partners is experience, expertise, reputation and proven track records.
Let’s explore their evaluation pointers in detail below.
Assessing Expertise & Experience – Evaluating Technical Proficiency & Industry Knowledge

Since they are the healthcareIT professionals, the first thing that should be your basis of evaluation is technical proficiency of the EHR development vendor. One of the best ways to get to know their technical expertise is to have a look at their previous projects and ask for a demo or trial to get an idea about how proficient they are with their technical development.
Once that is confirmed, look for their experience in the healthcare industry. Since it is one of the most essential industries across the state, country, and globe, there are different rules that software development needs to follow.
That is why, during the evaluation phase, you need to proactively review their past projects, go through their detailed case studies, and check client testimonials. In case of client testimonials, you can even reach out to them, to know their first-hand experience of how it is like working with the potential EHR development partner.
Compatibility & Communication – Building a Strong Partnership
Before giving your EHR development partner a green signal to develop your custom EHR solution, ensure that you are compatible with each other. Compatibility ensures that both you and the development vendor are on the same page and working towards the same goal. Moreover, it is not hard to be compatible with your partner, as clear and effective communication sets the stage for it.
However, to check the compatibility of your EHR development vendor, you need to evaluate if the vendor is culturally fit for your organization. Along with that, analyze the communication styles that the vendor uses to communicate with you and proactively ask them about the project management practices they adopt to deliver projects on time.
Scalability & Flexibility – Planning for Future Growth & Adaptability

Custom EHR software development is considerably an expensive affair, which is why you must only choose to develop this, if you have long term plans of using it. Moreover, with time your practice is bound to grow, which will increase the load on your custom EHR solution, ensure it sustains heavy traffic and loads, you need to consider the scalability and flexibility features that your vendor is offering.
Scalability and flexibility factors to consider when selecting an EHR development partner can literally go a long way, as it not only accommodates or aligns with your future needs and evolving project requirements. Since the technical landscape is changing, having a healthcare software development vendor offering scalability and flexibility will allow your custom EHR solutions to be customizable and easily adapt to the changing nature of healthcare IT as well as the technological landscape.
Budget & Timeline Considerations – Balancing Costs & Deadlines for Project Success
When selecting the best EHR development partner, choose a partner who helps your project budget align with the development timeline of the custom EHR solution. In simple terms, the timeline of custom EHR software development can stretch for many reasons, and you might be on a tight budget for EHR development, right?
That is why you need to have transparency and clarity in discussing pricing, payment terms and project milestones. Transparency helps you align the budget with your timeline and others to bring down the overall development cost of the EHR software.
Client References & Testimonials – Leveraging Client Feedback for Informed Decisions

When evaluating EHR development partners, consider client references and testimonials as your guiding lamp for selecting the best EHR development partner. During the initial evaluation stage with the vendors, request the vendor about the client references and testimonials before getting into an agreement. If possible, even try to connect with their previous clients to understand how it is like working with the vendor.
By reviewing their client references and testimonials, you can clearly understand how it is like working with the vendor, from their technical expertise to communicate and project outcomes. Have an evaluation bar and check which vendor scores the maximum.
Contractual Agreements & Service Level Agreements (SLAs)
Coming to the contractual agreement and service level agreements with the vendor, clear definition of the project scope must be defined. On the basis of that, what deliverables you are expecting from the EHR development partner must also be mentioned. Unclearity in this can lead to further complications and can even impact the cost of the software.
Next thing you have to do in this is to establish milestones and timelines which clearly states every stage of the project with the project’s design, development and deployment phase.
Last but not least, the service level agreement is something that should be non-negotiable for you as it is crucial for ongoing support and maintenance of your custom EHR solution.
Risk Mitigation Strategies
No matter how flawless plans you make, there are always some chances that might disrupt your project development. This can impact not only your development timeline, but also impact your cost and other things. That is why you need to prepare for this by implementing effective risk mitigation strategies.
The first thing you need to do in this is to identify all the potential risks that might be present in the partnership. On the basis of that, curate a mitigation plan and keep all the contingency measures in store, just in case the ship goes south.
And just in case a change is required during the development phase, be prepared by establishing a robust change management process, where a smooth transition could be established with the new vendor.
Finalizing Your Decision
If you’re still reading this, then you must already have an EHR development vendor in mind. However, before giving the green signal, negotiate the contract with your vendor and set clear expectations for the project. And once you’re sure that you’ve found the one, go ahead and get started with your custom EHR software development solutions.
End Thoughts
If you are here, then you’re most likely to be confused by some of the vendors that you’ve shortlisted or have not found the ideal EHR development partner. On that note, let this blog be your guide to successful custom EHR software development and selecting the best EHR development partner that meets your needs.
Furthermore, if you are still looking for a better option, then click here, and let’s see what we can do for you.
Frequently Asked Questions
Choosing the wrong EHR development partner can be costly and time-consuming. Here are some of the biggest mistakes to avoid:
- Lack of clear communication and defined project scope: This can lead to misunderstandings, delays, and budget overruns.
- Ignoring data security and privacy concerns: Healthcare data is highly sensitive, so it’s important to choose a partner with a strong track record in data security.
- Overlooking vendor experience and expertise in healthcare IT: EHR development is complex, so it’s important to choose a partner with the necessary experience and expertise.
- Failing to consider scalability and future needs: Your EHR needs will likely change over time, so it’s important to choose a partner who can help you scale your system as needed.
- Neglecting to establish a strong service level agreement (SLA): This will help ensure that your partner meets your needs and expectations.
Developing a custom EHR solution can cost $50,000 to $500,000, depending on the complexity and other factors influencing the cost.
Here are key questions to ask potential partners during evaluation:
- Alignment: Do our company values and goals align?
- Expertise: Do they possess the necessary skills and experience for success?
- Communication: How effectively will we communicate and collaborate?
- Resources: Do they have the necessary resources (financial, human, technological) to fulfill their commitments?
- Track Record: What is their past performance and client satisfaction?
By addressing these questions, you can make informed decisions and choose the best partners for your business.
Working with a long-term EHR development partner offers several benefits, including:
- Deep understanding of your needs: The partner gains a thorough understanding of your workflows and requirements, leading to a more tailored and effective solution.
- Reduced costs: Long-term partnerships often result in more favorable pricing and reduced overall costs due to ongoing collaboration and optimization.
- Improved efficiency: A dedicated partner can provide ongoing support, maintenance, and updates, ensuring the EHR system remains efficient and effective over time.
- Enhanced innovation: The partner can collaborate with you to explore new technologies and features, keeping your EHR system at the forefront of the industry.
- Stronger relationships: Building a long-term partnership fosters trust and open communication, leading to a more productive and successful collaboration.
Here are a few key ways to ensure ongoing communication and collaboration throughout a project:
- Regular meetings: Schedule frequent team meetings (daily stand-ups, weekly check-ins) to discuss progress, address roadblocks, and share updates.
- Project management tools: Utilize tools like Asana, Jira, or Trello to track tasks, deadlines, and progress, and facilitate communication within the team.
- Open communication channels: Encourage open and frequent communication through channels like Slack, email, and video conferencing.
- Clear roles and responsibilities: Define roles and responsibilities for each team member to ensure everyone understands their contributions and how they fit into the overall project.
- Feedback mechanisms: Establish regular feedback channels to gather input from team members and stakeholders, and address any concerns or issues promptly.
By implementing these strategies, teams can maintain strong communication and collaboration, leading to increased productivity, improved project outcomes, and greater team satisfaction.
To ensure scalability and flexibility in your EHR development, prioritize partners with:
- Cloud-based solutions: Offer easy scaling and adaptability.
- Modular architecture: Allows for customization and future-proofing.
- Experience with similar projects: Demonstrates proven track record in handling complex needs.
- Agile development methodologies: Promote flexibility and iterative improvements.
- Strong communication and collaboration: Ensure alignment and responsiveness to your evolving requirements.
The EHR contract negotiation process should include:
- Scope of work: Clearly define features, functionalities, and timelines.
- Pricing & Payment: Agree on costs, payment schedules, and potential cost overruns.
- Data security: Establish robust data protection measures and compliance with regulations (e.g., HIPAA).
- Support & Maintenance: Outline post-implementation support, maintenance plans, and service level agreements.
- Intellectual Property: Define ownership rights for software, customizations, and data.
- Exit Strategy: Include provisions for contract termination and data migration if needed.
This ensures a smooth and successful EHR implementation.