EHR or Paper? A Key Decision for Group Practices Today
SOAPsuds team
Published: 6/30/2025
SOAPsuds team
Published: 6/30/2025
Deciding between EHR and paper records is an essential choice for group practices today. With healthcare moving at a fast pace, staying alert about data protection is more critical than ever. In this setting, using an EHR (Electronic Health Record) is not just a trend—it has become vital for professionals working in group setups.
This article walks you through the shift from paper to EHR in group therapy practices.
Overview
EHR tools assist by:
Here’s a step-by-step process for switching your group practice to a digital setup.
Begin by noting your current ways of keeping records. List all tools and systems your practice uses.
Then, point out problem areas. Spot any gaps, delays, or limits you see in your current approach, especially with paper charts.
After that, figure out what your group needs from an EHR. Outline what features and tools are necessary for your group setup.
To make the right EHR choice:
Pick features that your practice needs most, such as:
Think about the provider’s reliability. Check reviews and how they support their users.
Be aware of all the costs. This means setup fees, monthly charges, and training costs.
Having a solid plan for change will make your switch to EHR easier. Write down all steps in your plan, including who does what, when things happen, and what’s needed.
Creating a real timeline will keep things on schedule. Use key targets to check progress.
Make sure resources like budget, staff time, and needed tools are set aside for the process.
When moving your old records to your new digital system, start by picking the data you need to move.
Create a layout for how the data will shift over. This makes sure nothing important is missed.
Clean your files before the move. Fix any errors or repeated entries. This helps keep your new system tidy.
Choose how you’ll move the data—manually, through automation, or with help from the vendor. Pick the option that suits your time and staff.
Test everything before going live. Make sure all info is in place and working. Fix any problems now instead of later.
Learning new tools can feel hard for staff, so give them training that fits their learning style. Use hands-on sessions, manuals, videos, and other ways to help.
Keep helping even after the first training. Ongoing support builds staff confidence in using the system.
Choose a “go-to” team member to help others. This person can answer questions and provide help when needed.
Internal updates: Let all staff know about the change and what’s expected from them. Keeping open talk between team members helps the process run better.
Client updates: Let your clients know you’re moving to a digital system. Explain how it will help them, like easier booking or better access to records. Being open helps build trust.
Feedback options: Let staff and clients share their views during the change. Ask for input regularly and make changes when needed.
Keeping an eye on your system after starting helps it run well and benefit your group.
Moving from paper to EHR is a big step. Careful planning and action can help group practices gain many benefits. Digital tools can support client care and work efficiency.
Start by reviewing your current setup, list what you need in a system, and create a plan to move over successfully.
By accepting the shift and using this guide, practice leads and team members can handle the process with confidence.
Here are more helpful tools:
EHR Guides:
Online tools:
Data transfer apps (like CloudHQ) that help move data from paper to digital.
SOAPsuds, and telehealth tool built for therapists. It helps cut down admin work. You can try it free for 30 days, no credit card needed. It supports mental health, speech, occupational, and physical therapists in both solo and group settings.
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