EDMS or EPR system: Which comes first?

While it might seem like a straightforward decision, for many Trusts already in the early stages of implementing an EPR, the role of an EDMS might not have been fully considered at first. This makes the decision more complex and dependent on several factors, such as where the Trust is in its digital transformation journey, how far along the EPR implementation is, budget constraints, and procurement timelines.

There’s no definitive right or wrong approach, but implementing an EDMS first can provide several strategic advantages. Let’s explore why this might be the most effective route for a Trust.

Understanding the purpose of an EDMS and EPR systems

Before diving into which system should come first, it’s important to understand the role each one plays in the healthcare ecosystem. An EDMS – like MediViewer – digitises and manages the storage and retrieval of historic paper records, essentially serving as a foundation for digitisation. It enables clinicians to access legacy paper documents in a digital format, streamlining workflows and improving data accessibility at the point of care. 

Meanwhile, an EPR system focuses on digitising real-time clinical documentation, enabling healthcare professionals to input and manage patient information digitally during care delivery. However, EPR systems are not designed to store a patient's complete medical history, which can create challenges when clinicians need access to past records for informed decision-making. An EPR functions most effectively when integrated with an EDMS, which provides the comprehensive historical data needed. 

In tandem, an EDMS and an EPR system that works together provide a comprehensive solution by combining real-time clinical documentation with access to a patient's full medical history, ensuring that clinicians have all the information they need to deliver informed, efficient, and high-quality care.

The case for implementing an EDMS first

For Trusts still some time away from an EPR procurement, implementing an EDMS first can offer a number of advantages. This strategy allows the trust to start its digital transformation journey earlier, addressing the backlog of paper records that may otherwise delay full EPR adoption. Take a look at the compelling reasons to consider prioritising an EDMS:

1. A foundation for digitisation: Implementing an EDMS lays the groundwork for future EPR deployment by creating a comprehensive digital archive of existing patient records. This ensures that when the EPR system is finally implemented, it can be seamlessly integrated with historical data that is already digitised and structured.

2. Improved data quality: An EDMS helps standardise data formats and cleanse records, improving data quality before it is transferred to an EPR system. This reduces the risk of errors when the EPR system is eventually rolled out, ensuring more accurate and reliable clinical information.

3. Training and adaptation: EDMS implementation provides staff with the opportunity to adapt to digital workflows in a less complex environment. This can be a critical step in preparing teams for the more complex, organisation-wide changes that come with an EPR platform, resulting in higher adoption rates and better user experience.

4. Quick wins for productivity: An EDMS can deliver immediate improvements in document retrieval, management, and accessibility. Faster access to patient records can boost productivity across departments – from billing to clinical decision-making – offering a quick return on investment (ROI).

5. Cost-effective resource management: EDMS projects typically require fewer resources than EPR implementations. By prioritising EDMS, a Trust can spread out the financial and resource burden, allowing for more effective budgeting and resource allocation over time.

6. Compliance and security: An EDMS helps establish early compliance with healthcare regulations, such as HIPAA or UK-specific standards. This ensures that, by the time the EPR system is introduced, the organisation has robust data management and security protocols in place.

7. Business continuity and elective recovery: Having an EDMS in place can serve as a business continuity solution, ensuring patient records are accessible even if the EPR system faces downtime or technical issues. Additionally, freeing up physical space through digitisation can aid in wider elective recovery efforts, allowing for the repurposing of record storage areas.

When to prioritise an EPR first

For Trusts closer to EPR procurement – within a nine to 12-month window – there can be a strong case for prioritising the EPR system. The key is ensuring the transition from paper to digital systems is a smooth one, without the need for retraining staff or disrupting workflows multiple times.

Trusts should also be mindful of avoiding the “jump from paper to system” more than once. If an EPR implementation is imminent, it may make sense to focus resources and training efforts on the EPR system to allow staff to begin documenting electronically from the outset, streamlining clinical workflows. However, there remains a risk that historical records will still be on paper unless an EDMS project follows quickly after EPR deployment.

A balanced approach

There’s no one-size-fits-all solution, and each Trust must evaluate its specific needs, budget, and timeline. Trusts that have implemented an EDMS first often find they are better prepared for the eventual EPR system rollout. This approach can help reduce the creation of new paper records and streamline the transition to a fully digital patient record system.

The work involved in an EDMS project – such as conducting paper mapping exercises and training staff in digital record management – can be directly transferrable to an EPR implementation. Moreover, the financial savings from reducing physical record storage and the space freed up can support future EPR investments.

Ultimately, the decision on which to implement first, EDMS or EPR, depends on your Trust’s unique circumstances. If procuring an EPR system is years into the future, starting with an EDMS can be a strategic move to accelerate your digital journey, improve data quality, and prepare your organisation for larger-scale digital transformation. However, if you’re close to EPR deployment, focusing efforts there may lead to a more seamless transition.

In either case, the goal is to ensure that once both technologies are in place, they are built on a solid foundation of digitised processes, high-quality data, and a workforce ready for the digital future.

If your Trust is considering its next steps in digital transformation and you’re unsure whether to implement an EDMS or EPR system first, we’re here to help. Reach out to learn how our EDMS, MediViewer, can support your team's journey to a fully digital healthcare system.