Request...




EMR-EHRS Blog

Check out our blog for the latest news and commentary in the EMR/EHR world.

Preparing Your EHR Data for the New Year: Tips for a Fresh Start

Doctors are satisfied with their EHR data preparation for the New Year.

Too often, clinics miss the opportunity to harness the power of clean EHR data. If you’re one of those clinics, you may be forgoing valuable insights that could help identify high-demand services, plan resources effectively for the year, or expand offerings tailored to actual patient needs.

Further, clean data makes it easier to integrate new tools, adopt telemedicine, or expand locations. For example, seamless migration to upgraded systems relies on organized data.

As the new year approaches, it’s natural to feel overwhelmed by old data. However, starting with a clean slate will allow your practice to embrace new technology, integrate systems, or scale operations without being bogged down by outdated or messy information.

Start the Year With Confidence!

Consult With Our EHR Optimization Experts

Decluttering An Overloaded System

For medical specialties in the country, a cluttered system can slow down billing and affect compliance. Setting actionable data-decluttering goals with a clear timeline ensures smooth operations and a productive 2025.

Here are the vital steps your team can take to transform an overloaded system into an optimized one quickly:

1. Clean Up Patient Records

An essential goal for every practice, regardless of size, is to establish a clean EHR data space that reduces confusion in daily operations. To accomplish this objective, you must start identifying duplicate records and verifying the contact details of all remaining patient records. 

EHR data cleanup tips? Make sure patient insurance information is up to date and medical histories are complete and accurate. This step will help maintain data integrity when patients switch insurance plans or update their coverage throughout the year.

Don’t forget to audit how duplicate files came to be: manual entry errors, inconsistent patient identification, or system errors. Develop a plan to improve processes that cause duplicate patient records.

2. Conduct a System-Wide Data Review

All medical coders and billers know that nearly all data errors lead to billing issues, denied claims, or scheduling conflicts. So, incorporate financial data reviews in your year-end EHR preparation

With 1st Providers Choice, clinics can use built-in EHR features to simplify audits:

  • Automated Data Entry helps ensure patient data is accurately captured and reduces manual entry errors.
  • Strong Validations catch potential errors before they become problematic, ensuring accuracy and compliance during audits.
  • Claims Checking supports identifying discrepancies or missing information in claims before submission.
  • Automatic Reconciliation (ERA) ensures precise matching of payments and claim adjustments, helping correct discrepancies.
  • Extensive Report Capabilities allow for thoroughly examining billing data, payment histories, and coding practices.

3. Archive or Delete Old Data

A physician employs EHR data management practices to enhance the quality of patient records.

Before eliminating duplicate copies or archiving outdated information, ensure your team understands HIPAA regulations and state laws regarding the retention periods for various clinic records.

Use system analytics to find and tag inactive records based on factors like the last patient interaction or the date of the previous update. This approach helps you pinpoint records that are ready for archiving.

Always classify records for seamless EHR data management based on their relevance and retention requirements. A sample categorization of your files may include:

  • Active patient files
  • Inactive files
  • Irrelevant records

When Should You Create Backup Copies?

Backups provide a fail-safe measure, but clinics may not always know when these are necessary. Here are key scenarios to consider:

  • Create secure safety copies to prevent data loss, which may occur during or after the data conversion or system updates.
  • Compliance regulations often require clinics and affiliate organizations to retain certain records, so keeping copies on hand ensures you’re not caught off guard.
  • In ransomware attacks, server failures, or natural disasters, having backup copies ensures that your clinic can restore critical patient data without significantly disrupting operations.

4. Optimize EHR for New Year Operations

Patients often forget appointments, but failing to update their contact information is worse. It can disrupt the month’s scheduled appointments or leave your staff feeling overwhelmed by last-minute rescheduling. 

To position your clinic for a more organized year, set up automated reminders, scheduling, and appointment confirmations. Don’t forget to update your templates according to new regulations and emerging workflow needs.

Caution! While automated reminders are essential for reducing no-shows and streamlining scheduling, clinics should exercise caution. 

Overloading patients with excessive notifications can lead to annoyance, reduced engagement, or even patients ignoring all communications altogether.

Instead, regularly assess the effectiveness of your reminder system

  • Are patients responding to the messages? 
  • Are the timing and frequency appropriate for your audience? 

Use patient feedback and scheduling trends to fine-tune your approach. Consider segmenting reminders based on appointment type, urgency, or patient preferences to ensure communications feel relevant and helpful rather than intrusive.

5. Train Staff on Data Management Best Practices

Want to achieve greater efficiency, minimize costly mistakes, or reduce the time spent fixing data inaccuracies? Invest time and resources to train your clinical and non-clinical staff. 

Comprehensive training enables your clinical, administrative, and billing teams to apply EHR data management best practices, leading to improved compliance and enhanced patient satisfaction.

A Quick Guide to Error-Free Documentation

  • Set clear guidelines for data entry, such as using standardized formats for patient names and contact information. 
  • Utilize templates and auto-fill options in your EHR system to ensure accurate entry of repetitive data.
  • Encourage staff to review data before finalizing it, especially when handling critical information like medical histories.
  • Set up digital prompts for data entry after patient interactions. The longer data is unentered, the higher the risk of errors or missed details.

Tap Into Our Expertise

EHR data preparation for the new year is crucial for ensuring smooth clinic operations.

Maximizing your practice’s performance starts with prioritizing well-organized EHR data. By tidying up duplicates, updating patient contacts, and archiving old records, your clinic can:

  • Offer patients personalized care with current and detailed records.
  • Comply with regulations in effect this 2025 and lower the risk of audit complications.
  • Avoid scheduling mishaps and minimize unnecessary costs (e.g., supplies for patients who do not show up).
  • Simplify workflows and enable your team to work more effectively.

Partner with 1st Providers Choice’s EHR support team to begin your data clean-up process now. With our guidance, you can ensure your system is optimized and ready to confidently tackle the new year. Don’t wait—start building a better, more productive year for your clinic today!

Let Our Experts Assist You With

EHR Data Preparation for the New Year


This article is reviewed by Jason Keele, a healthcare technology expert with extensive experience in electronic health records (EHR), practice management solutions, and digital health innovations. With over 42 years of industry expertise, he specializes in optimizing healthcare workflows and enhancing patient care through technology.


Leave a Reply