EHR Replacement Case Study for Two Hospitals and Ambulatory Practices

This case study highlights how John Lynch & Associates supported two hospitals and a network of ambulatory practices through a complex EHR system replacement project. From RFI conversion and vendor selection to large-scale project management, our team provided strategic oversight and governance to ensure the organizations moved from outdated systems toward a unified, modern EHR platform.

Case Study Overview

Market: Ambulatory Care
Primary Service: EHR Consulting / Project Management

Two hospitals and multiple ambulatory practices sought support in transitioning away from an outdated EHR, financial system, and supply chain platform. John Lynch & Associates was engaged to oversee the project management, organize the RFI conversion process, coordinate vendor selection, and ensure operational readiness across all sites. This EHR system replacement project case study demonstrates the leadership, structure, and coordination required to support a multi-faceted transition across diverse healthcare settings.

Objectives

  • Assess current EHR, financial, and supply chain systems.
  • Develop and manage a structured RFI process for system replacement.
  • Provide leadership throughout the EHR selection and implementation lifecycle.
  • Improve interoperability between hospitals and ambulatory practices.
  • Enhance operational workflows and reduce system complexity.

Challenges

  • Existing systems did not meet evolving clinical, financial, and operational needs.
  • Lack of visibility and collaboration between hospitals and ambulatory practices.
  • Complex project scope involving two hospitals with different care specialties and ownership models.
  • Need for comprehensive stakeholder alignment and change management.

Solutions Implemented

To overcome these challenges, the following solutions were implemented:

Phase I: Operational Assessment & IT Infrastructure Review

  • Conducted organizational assessments across hospitals and ambulatory locations, including IT systems, staffing, workflows, and infrastructure.
  • Interviewed leadership, clinicians, and support staff to identify gaps and define future-state goals.
  • Delivered a comprehensive assessment report outlining current challenges and opportunities for improvement.

Phase II: Request for Information (RFI) & EHR Selection Process

  • Developed and managed a detailed RFI process aligned with organizational requirements and regulatory standards.
  • Key activities included:
    • Identifying and screening qualified EHR vendors
    • Defining functional and technical requirements
    • Organizing vendor demos, reference reviews, and scoring matrices
    • Facilitating decision-making and final vendor selection
  • Used a structured evaluation methodology to ensure alignment with clinical workflows, financial operations, and strategic goals.

Phase III: EHR Project Management, Conversion & Implementation

  • Provided full project leadership in coordination with the selected vendor’s implementation methodology.
  • Developed project plans, validated timelines and resource commitments, and ensured contractual alignment.
  • Oversaw change management efforts, staff training, and communication planning.
  • Facilitated cultural adoption of new systems and workflows through executive alignment and front-line engagement.

Final Steps & Deliverables:

John Lynch & Associates led the organization through the following key implementation elements:

  • Readiness Assessments
  • Strategic & Communication Planning
  • Project Management & Risk Mitigation
  • Data Migration Oversight
  • Contract Compliance Monitoring
  • Training Facilitation
  • Regulatory Alignment (including attestation readiness)
  • ROI Analysis & Performance Monitoring

    Results

    • Streamlined operations across hospitals and ambulatory sites.
    • Reduced system complexity and improved provider efficiency.
    • Enhanced interoperability and data flow across care settings.
    • Increased revenue cycle performance through improved collections and cost reduction.
    • Positioned the organization for long-term success with a modern, scalable EHR and operational infrastructure.

    Conclusion

    Through expert project management and strategic consulting, John Lynch & Associates guided this healthcare system through a major systems transformation. The result was a modern, integrated solution that supported clinical excellence, operational efficiency, and long-term sustainability across both inpatient and outpatient care settings.

    Client Feedback

    “John Lynch & Associates brought structure, insight, and a results-driven approach to a highly complex project. Their leadership throughout the assessment, selection, and implementation phases allowed us to move forward with confidence and clarity, resulting in stronger workflows and better patient care.”

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