Why hospitals should prioritise EDMS over EPR

This article is part of our Opinions section.

The UK government’s recent allocation of a prior information notice for an electronic patient record (EPR) system to improve access to health records in the justice system has reignited discussions about the best approach to digital transformation in healthcare – and other sectors too. 

While the objective of this initiative – to provide comprehensive, interoperable healthcare records for individuals within the justice system – is undoubtedly commendable, it raises a crucial question: is focusing on an EPR system the right first step? 

The answer may depend on the individual needs, procurement timeline and available funding, for each NHS Trust. For some, the deployment of an intuitive electronic document management system (EDMS) before an EPR system could provide a stronger foundation for a truly integrated digital healthcare system, maximising the benefits of financial investment and technological adoption.

Recommended reading: Four document management systems that can transform your business

The push for EPR systems: A government-led initiative

The drive to adopt EPR systems across the healthcare sector has been largely influenced by government targets and funding initiatives. The idea was to propel NHS trusts toward fully digital, interoperable healthcare environments. In theory, this would enable more seamless data sharing across departments, more efficient patient care and reduced reliance on physical records. 

However, some trusts have found themselves grappling with the limitations of these systems. Despite having EPR systems in place, they continue to deal with significant amounts of paper storage, siloed data and costly storage libraries. Problems an EPR system was supposed to solve.

The government’s current proposal for an EPR system to improve healthcare in the justice system risks repeating these mistakes. The EPR platforms deployed by some NHS trusts have not lived up to expectations, largely because they were implemented without addressing the legacy of paper-based records. Instead of continuing to push for EPR systems, the healthcare sector – and the UK justice system – may be better served by deploying an EDMS first, ensuring a smoother transition and a more effective digital infrastructure.

EDMS: A strategic foundation for digital transformation

Implementing an EDMS before an EPR system offers several key benefits that sectors should consider. One of the primary advantages is that an EDMS creates the groundwork for digitising existing paper records, which remains a massive issue for many trusts even after deploying EPR systems. 

By digitising legacy records, an EDMS reduces the need for physical storage and provides immediate benefits, including faster access to patient information, improved compliance, and more efficient data retrieval processes. In contrast, deploying an EPR system without addressing paper-based records results in a fragmented digital infrastructure, where historic data remains on paper and is inaccessible to modern digital systems.

Furthermore, EDMS projects are generally less resource-intensive than EPR implementations. An EDMS helps hospitals begin their journey toward becoming ‘paper-light’, enabling staff to adapt to new digital workflows in a less complex environment. This gradual change management process reduces the risks of resistance and ensures that staff are better prepared when a more intricate system, like an EPR platform, is introduced. 

For hospitals that have already implemented an EDMS, much of the foundational work, such as data cleansing and standardisation, is already done, making the eventual EPR implementation more straightforward and successful.

Recommended reading: AI document capture company Nanonets earns $29 million in its quest to automate data entry

A smoother, less risky transition

One of the major challenges hospitals face when deploying an EPR system is the significant operational disruption it can cause. With an EPR system, the stakes are high – clinical workflows, patient safety and data accuracy are all dependent on a successful rollout. The transition can be stressful for staff, and mistakes in data handling can have real-world implications for patient care. 

On the other hand, an EDMS project represents a lower-risk entry point into digital transformation. It offers a controlled environment where staff can become comfortable with electronic document handling without the clinical risks associated with an EPR system. As a result, hospitals that adopt an EDMS first are better equipped to handle the complexities of an EPR system when it is eventually introduced.

For instance, hospitals that have implemented an EDMS have reported increased staff confidence in using digital systems. With an EDMS, users primarily interact with digitised documents rather than the live patient record, which reduces the potential for clinical errors and increases user familiarity with the technology.

This phased approach not only helps mitigate risks but also boosts morale by showcasing early successes in the hospital’s digital transformation journey.

Financial and operational efficiency

From a financial perspective, an EDMS delivers immediate cost savings by reducing the reliance on physical storage and offsite records libraries. These savings can be reinvested into future digital projects, including an eventual EPR system. 

The deployment of an EDMS also supports broader hospital initiatives, such as the elective recovery plan, by freeing up space that was previously used for storing paper records, allowing hospitals to increase their operational capacity. This strategic use of an EDMS as a foundation for wider digital and operational improvements ensures hospitals see tangible returns on their investment early in the digital transformation process.

In contrast, hospitals that have implemented EPR systems before addressing their paper records have found themselves dealing with high costs associated with paper storage years later. Without an EDMS to digitise legacy documents, many EPR systems remain incomplete, with large portions of patient history remaining locked in physical files. Deploying an EDMS first allows hospitals to fully digitise their patient records, ensuring that when the EPR is implemented, it is built on a complete, accurate and readily accessible data foundation.

Building confidence and reducing resistance

Change management is one of the biggest hurdles in healthcare digital transformation. Deploying an EDMS first can help hospitals build confidence among staff and stakeholders by demonstrating that digital change can be successfully managed.

EDMS projects often involve many of the same processes as EPR rollouts, such as data mapping and cleansing, meaning that hospitals can learn valuable lessons from the EDMS deployment that can be applied to the EPR project. Additionally, early wins in terms of efficiency and cost savings can help generate broader support for future digital investments.

Conversely, hospitals that rush to implement an EPR system without first addressing the legacy of paper and manual processes often encounter resistance from staff, who may feel overwhelmed by the complexity of the new system. Early failures in EPR adoption can also erode trust in digital initiatives, making it harder to gain support for further investments in healthcare technology.

Highlighting EDMS as the prerequisite for EPR success

As the government seeks to modernise healthcare in the justice system, it should take a step back and reconsider its approach to digital transformation. While EPR systems are an essential part of the future of healthcare, they may not be the first step for every organisation. Depending on a Trust’s specific needs, implementing an EDMS first could provide a solid foundation for future digital projects.

An EDMS not only delivers immediate benefits in terms of efficiency and cost savings but also prepares staff and systems for the more complex transition to an EPR platform. Ultimately, the choice to prioritise either an EDMS or an EPR system first enables each Trust to customise its digital transformation journey based on its specific needs, ensuring a more seamless, effective and sustainable outcome.