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Clinical Admin Burnout: Is Your EHR a Contributing Factor?

Thursday, May 16th, 2024
irritable due to burnout

Clinical administrators are the unsung heroes of healthcare practices. They oversee the operational aspects of healthcare facilities, managing budgets, staff schedules, and facility maintenance while communicating with medical staff and patients.

However, the high workload, lack of resources, and inefficient electronic health records (EHRs) lead to burnout for these non-clinical staff. This issue exacerbates the ongoing staffing crisis impacting the healthcare industry.

Addressing clinical admin burnout requires a multifaceted approach that can help clinics ensure efficient workflow, regulatory compliance, and quality patient care. By applying this approach effectively, clinics can retain a reliable ally in improving their operations.

The Role of Electronic Health Records in Healthcare

EHRs efficiently manage patients’ medical data, replacing traditional paper charts. They contain a wealth of information, including medical history, treatment plans, immunization dates, allergies, radiology images, and laboratory test results. 

EHR solutions are accessible to authorized healthcare providers in different settings and provide a comprehensive overview of a patient’s health status. For admin staff, EHRs offer several benefits: 

  • Efficiency: Automated features and electronic workflows can reduce the need for manual data entry.
  • Accuracy: With standardized data entry and electronic documentation, administrative staff can ensure the accuracy and completeness of patient records.
  • Accessibility: Clinical administration staff can quickly retrieve patient records, review medical histories, and communicate with other healthcare providers, improving coordination of care.
  • Security: EHRs offer robust security features to protect patient information, ensure compliance with privacy regulations like HIPAA, and mitigate the risk of data breaches.
  • Integration: EHRs can integrate with other healthcare systems, such as practice management software, telehealth platforms, and electronic prescribing systems. 
  • Analytics and Reporting: EHRs enable administrative staff to generate reports, analyze trends, and track key performance indicators related to patient care, financial metrics, and operational efficiency. 
  • Patient Engagement: Administrative staff can support patients using patient portals to access their health information, request prescription refills, and communicate with their providers online.

Curious about the impact of our EHR solutions on real practices? Dive into our testimonials to hear success stories and learn how we’ve empowered healthcare practices nationwide.

Understanding the Link Between EHRs and Burnout

Many clinical administrators experience burnout due to EHRs lacking intuitive features and technological solutions that overpromise. Such issues result in the following scenarios:

Lengthy Visit Notes

Clinical administrators experience burnout from the time-consuming task of completing visit notes in the EHR. Detailed documentation is crucial for accurate patient records and billing, but the pressure to complete notes efficiently while maintaining quality is stressful.


EHR systems that require excessive clicking and navigating through multiple screens lead to frustration and burnout. Clinic administrators spend significant time navigating the system rather than focusing on patient care or other essential tasks.

Beyond Office Hours 

Sometimes, administrative staff have to spend extra hours in the office to complete EHR-related tasks. This blurring of work-life boundaries results in exhaustion and reduced job satisfaction.

Workflow Inefficiencies

Unproductive workflows or features within the EHR system frustrate administrators. This frustration may stem from repetitive tasks, cumbersome interfaces, or limitations in functionality, contributing to burnout over time.

Growing Patient Demands

As healthcare facilities grow and serve larger patient populations, clinical administrators face increased pressure to manage higher volumes of patient data and administrative tasks. This increased workload strains resources and exacerbates exhaustion.

Unmet Urgency 

When clinic administrators encounter technical issues or need assistance with the EHR system, delays in receiving professional technical support worsen stress and frustration. This lack of timely support hinders productivity and amplifies stress.

Patient Frustration

Patient portals integrated into EHR systems are intended to enhance patient engagement. However, patients may become frustrated if these portals are challenging to navigate, unreliable, or lack practical features. Clinical administrators may experience burnout from managing patient complaints and addressing issues related to the EHR system’s functionality.

Unsurprisingly, almost half of non-clinical professionals, including administrators, lab technicians, and food service workers, have reported burnout. They also intend to leave their jobs within two years.

Strategies for Addressing EHR-Related Burnout

Dealing with EHR-related burnout triggers can be a daunting task. Rather than searching for a cookie-cutter solution, healthcare practices should allow clinical administrators to lead the change. 

By adopting a multi-pronged approach and taking direction from administrators, practices can take several steps to minimize EHR-related stress and prevent burnout among clinical administrators. These steps include:

1. Invest in electronic health records software with intuitive interfaces, streamlined workflows, and customizable features. User-friendly systems reduce administrators’ cognitive strain and make tasks easier to navigate.

2. Review admin workflows and implement processes to minimize redundant tasks. Customizing EHR templates, automating routine tasks, and integrating with other systems streamline workflows and reduce administrative burden.

3. Use channels for open communication and regular feedback between clinical administrators and leadership. Encourage administrators to provide input on EHR usability and participate in decision-making processes related to system optimization.

4. Provide thorough training and ongoing support to administrators on EHR usage. Training should cover basic functionalities, advanced features, shortcuts, and troubleshooting techniques. Engage every team member to contribute to EHR tasks to distribute the workload accordingly

5. Monitor EHR usage metrics and satisfaction surveys to identify areas for improvement. Regularly update systems with user-driven enhancements to address pain points.

6. Integrate Single Sign-On (SSO) functionality into the EHR system to streamline access to multiple applications clinical administrators use. SSO allows administrators to sign in once and access all authorized systems seamlessly, reducing the need for repetitive logins.

By implementing these strategies, practices create a supportive work environment, optimize EHR usage, and mitigate stressors that cause burnout among clinical administrators.


Despite their design and objectives, electronic health records can pose various challenges that adversely affect the clinical administrator’s role and cause long-term effects such as burnout. 

To address these challenges, healthcare practices must prioritize user experience, provide appropriate training and support, streamline workflows, and invest in EHR systems that meet the needs of clinical administrators and staff. By taking proactive measures, practices can mitigate burnout and promote the overall well-being of their clinic administrators.

Tap Into Our Expertise 

Are EHR challenges causing stress and burnout for your clinical administrators? With over 40 years of experience as an A+ rated EHR provider by BBB, 1st Providers Choice understands the importance of addressing these feature issues head-on. 

We offer the best solutions, from seamless transitions to superior EHR systems to nationwide training and implementation support. Prioritize user experience, streamline workflows, and safeguard your clinical administrators’ well-being. 

Let’s work together to create a healthier, more efficient healthcare environment. Reach out today to learn more!

See Practice Success Clearly: Upgrade Your Ophthalmology EMR

Thursday, April 11th, 2024
Ophthalmology EMR

Are you tired of struggling with a generic electronic medical record (EMR) that doesn’t fit your ophthalmology practice’s specific needs? It may be time for an upgrade! 

Switching to an ophthalmology-specific EMR allows you to customize functionalities that simplify documentation. The result? Your practice runs more efficiently while patients receive top-notch care. Its benefits extend to improved data accuracy and enhanced clinical workflows.

In this blog, we’ll explore the benefits of upgrading your ophthalmology EMR software. We’ll provide insights to help you determine whether an upgrade suits your clinic and offer a roadmap for implementing it.

Why Upgrade to an Ophthalmology EMR System?

Advanced EMR systems empower ophthalmology clinics with documentation and diagnostic capabilities. Here’s a list of reasons why an ophthalmology clinic like yours should consider an EMR upgrade:

Specialized Documentation 

Ophthalmology EMR systems are tailored to the specific needs of eye care, offering structured templates and terminology relevant to eye conditions, exams, and treatments. This specialization simplifies documentation and ensures complete patient records.

Integrated Workflow

Ophthalmology systems often feature workflow enhancements, such as integration with diagnostic devices, automated coding, and streamlined scheduling. These features improve operational efficiency and free up staff time for focused patient care.

Advanced platforms integrate with equipment that supports diagnosis and treatment planning. Such devices include: 

  • Image management and analysis tools
  • Imaging results such as retinal scans
  • Visual field tests
  • Optical coherence tomography (OCT) scans

Enhanced Communication

Ophthalmology electronic medical records facilitate communication between ophthalmologists, optometrists, and other healthcare providers involved in patient care. By sharing patient updates via EMRs, these providers can work more effectively and deliver high-quality eye care.

Patient Engagement

Modern ophthalmology EMR systems offer patient portals where patients can access their medical records, review treatment plans, and communicate with their eye care providers. This empowers patients to participate in their eye health.

Compliance and Security

Digital ophthalmology platforms are designed to comply with relevant healthcare regulations such as the Health Insurance Portability and Accountability Act (HIPAA). Upgrading to a compliant EMR system reduces the risk of non-compliance penalties while ensuring the security of patient information.

Data Analytics and Reporting

Ophthalmology electronic health records offer clinics a range of reporting capabilities that can be leveraged to track key performance indicators and areas for improvement. Access to data-driven insights supports the clinic’s quality improvement initiatives and clinical outcomes.

Remote Access and Telemedicine Integration

Ophthalmology systems offer virtual consultations, remote monitoring, and teleophthalmology features. Upgrading to a system with telemedicine capabilities accommodates patients’ preferences for remote appointments.

Scalability and Future-Proofing

An ophthalmology electronic medical record software is designed to scale with the clinic’s growing needs, whether expanding to multiple locations, integrating with additional healthcare systems, or adopting emerging technologies. Upgrading ensures that the clinic remains adaptable in a rapidly evolving healthcare landscape.

Who Should Upgrade Their Ophthalmology EMR?

Recognizing where your ophthalmology clinic stands in its current workflows is crucial to appreciate the upgrade’s full impact. Clinics that can benefit from upgrading to a tailored EMR include facilities that are:

Operating without Ophthalmology-Specific EMRs

Generic EMR systems often lack specialized templates and terminology for accurate eye exam documentation, diagnoses, and treatments. As a result, ophthalmologists and clinic staff may spend more time navigating interfaces or creating templates from scratch. 

Facing Workflow Inefficiencies Due to EMR Limitations

Ophthalmology practices facing challenges such as slow documentation, difficulty accessing information, or lack of integration with diagnostic devices may benefit from upgrading to a more efficient EMR system.

Lacking Comprehensive Patient Engagement Features

Practices lacking engagement tools like online appointment scheduling, secure messaging, or patient portals may consider upgrading to software that offers complete patient engagement functionalities to boost communication.

Struggling with Outdated EMR Technology

Clinics using outdated or legacy EMR systems that lack modern features, support, or compatibility with current hardware/software may find value in upgrading to an advanced ophthalmology-specific EMR. 

For some practices, the upgrade is a means to keep pace with industry standards. For others, like the Veterans Affairs Department, it’s a means to correct a system that harms patients through mishandled records.  

Multi-Specialty Clinics with Ophthalmology Departments

Facilities operating as multi-specialty clinics but with separate systems for each specialty, including ophthalmology, may benefit from consolidating their EMR software into a unified platform to improve data sharing and enhance care coordination across specialties.

Practices Looking to Enhance Telemedicine Capabilities

Clinics looking to expand their telemedicine services or integrate teleophthalmology into their practice may consider upgrading to a customized EMR system with telemedicine features. They would need software that facilitates remote consultations, virtual exams, and remote monitoring of eye conditions.

Upgrade Plan for Ophthalmology EMR

What does an EMR upgrade look like for ophthalmology clinics? A standard process entails these steps:

1. Assessment and Planning Phase

  • Identify Needs. Evaluate the current EMR system and assess its strengths and weaknesses.
  • Research Solutions. Research ophthalmology-specific EMR vendors and solutions to find the best fit for the clinic’s requirements.
  • Budgeting. Determine the budget for the upgrade, considering software costs, implementation fees, training expenses, and any additional hardware requirements.

2. Implementation Phase

  • Data Migration. Migrate patient records, clinical data, and administrative information from the old system to the new EMR platform.
  • Customization. Work with the vendor to customize the EMR system to align with the clinic’s ophthalmology needs. For example, an ICU in Utah tailored and tested an EMR-based protocol that automatically selects lubricating ointment to prevent exposure keratopathy; the researchers found success in this low-cost method, which increased ointment use per day to 155%
  • Training. Provide training sessions for ophthalmologists, optometrists, technicians, and administrative staff to ensure proficiency in using the new EMR system.
  • Integration. Integrate the new system with existing practice management software, diagnostic devices, billing systems, and other healthcare IT infrastructure.

3. Optimization Phase

  • Testing. Conduct testing and quality assurance procedures to identify and address any issues, bugs, or discrepancies in the EMR system’s functionality.
  • User Feedback. Gather feedback from end-users (e.g., clinicians, staff, and patients) regarding their experience with the new EMR system’s dashboard, user interface, and workflow efficiency.
  • Optimization. Make necessary adjustments and configuration changes based on user feedback to enhance usability and maximize productivity.

4. Go-Live and Transition Phase

  • Deployment. Schedule the deployment of the new ophthalmology system across the clinic’s locations or departments.
  • Transition Support. Provide ongoing support and assistance to clinicians and staff during the transition period to ensure a seamless adoption of the new EMR.
  • Monitoring. Track system performance, adoption rates, and any post-implementation issues that may arise and address them promptly.

Measuring the Success of Your EMR Upgrade

Upgrading your EMR can be a game-changer for your clinic, but it is also a significant financial investment. To make the most of this asset, it’s essential to measure success and ensure that you’re getting the expected returns.

To evaluate the success of your EMR upgrade, use the following key metrics:

1. Improved Workflow Efficiency

  • Documentation time
  • The number of patients seen

2. Enhanced Patient Care

  • Patient wait times
  • Patient satisfaction scores
  • Clinical outcomes

3. Regulatory Compliance

  • HIPAA compliance status
  • Audit findings
  • Data security incidents

4. Financial Performance

  • Revenue cycle metrics 
  • Return on investment

5. Staff Satisfaction and Adoption

  • User satisfaction surveys
  • EMR utilization rates
  • Training completion rates

6. System Reliability

  • System uptime 
  • Response time for support tickets

Partnering with 1st Providers Choice for Your EMR Upgrade

Ophthalmology clinics should take critical steps to upgrade to an EMR system that meets the specific requirements of this specialized field. To ensure continuous improvement, practices should closely monitor performance indicators and make necessary adjustments.

If you have questions about 1st Providers Choice’s ophthalmology EMR solutions or need assistance with your upgrade, speak with one of our dedicated product specialists. We provide personalized guidance and ensure your transition is smooth and successful. 

Alternatively, you can call 480-782-1116 to schedule a free software demonstration with 1st Providers Choice.

Welcome to Our Blog!

Tuesday, June 12th, 2012

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