Optometry EHR Implementation Checklist: Your 30-Day Go-Live Plan
A successful EHR implementation does not happen by accident. Practices that go live smoothly follow a structured plan covering technical setup, data validation, staff training, and billing continuity. This 30-day checklist is built from real implementation experience and covers every task needed from contract signing to productive first week of operation.
Week 1 (Days 1-7): Foundation
Technical Setup
- Confirm internet bandwidth meets vendor minimums (typically 10 Mbps per concurrent user for cloud EHR)
- Verify all workstations meet hardware requirements (RAM, browser version, screen resolution)
- Set up a secondary internet connection (cellular backup) for go-live day resilience
- Complete Business Associate Agreement (BAA) with new vendor
- Establish user accounts and role-based access permissions for all staff
Data Migration Kickoff
- Submit data export request to current EHR vendor in writing
- Provide patient demographic file, prescription history, and billing data to new vendor's migration team
- Confirm image migration plan for OCT, fundus photos, and other clinical images
- Schedule data validation audit for end of Week 2
Week 2 (Days 8-14): Configuration
System Configuration
- Configure practice locations, providers, and scheduling resources
- Set up appointment types with appropriate duration and resource requirements
- Configure insurance payer list with payer IDs and billing rules
- Set up fee schedule and CPT/ICD-10 code library
- Configure exam templates for each encounter type (comprehensive, contact lens, medical, pediatric)
- Set up recall rules and patient communication templates (reminder messages, recall letters)
- Configure user roles and permission levels
Data Validation
- Audit 50-100 migrated patient records for demographic accuracy
- Verify prescription data migration (check 20 spectacle and 20 contact lens Rx records)
- Confirm insurance records transferred correctly for active patients
- Report and resolve discrepancies with migration team
Week 3 (Days 15-21): Training
Power User Training (Days 15-17)
- Office manager: scheduling, reporting, user administration
- Billing coordinator: insurance setup, claim submission, ERA processing, denial management
- Lead technician: equipment integration, image capture workflow, pre-testing documentation
Full Staff Training (Days 18-21)
- Front desk: scheduling, check-in/check-out, patient portal enrollment, payment collection
- Clinical technicians: pre-testing workflow, chief complaint documentation, medication entry
- Providers (ODs): exam documentation, ICD-10/CPT coding, order entry, prescription signing
- Optical staff: prescription transfer to dispensing, lab order workflow (if applicable)
Week 4 (Days 22-30): Go-Live Preparation and Launch
Pre-Go-Live (Days 22-27)
- Run 10-20 practice encounters in the new system using test patients
- Submit test claims to confirm clearinghouse connection is working
- Verify patient portal is accessible and intake forms are functioning
- Confirm diagnostic device integrations are passing images correctly
- Brief all staff on go-live day protocol and who to contact for issues
- Establish super-user coverage schedule for first two weeks post-go-live
Go-Live Day (Day 28-30)
- Go-live on a Wednesday or Thursday (not Monday)
- Schedule lighter patient load for go-live day (70% of normal volume)
- Vendor support representative available (on-site or remote) for go-live day
- Continue submitting outstanding claims from old system through parallel billing period
- Debrief with all staff at end of go-live day — document issues and resolutions
Post-Go-Live Monitoring (Days 31-60)
- Weekly review of claim submission and denial rates for first 30 days
- Monitor AR aging weekly — flag any payers not receiving claims
- Collect staff feedback at 2-week mark and address workflow issues
- Maintain read-only access to old EHR for 12 months for historical record access
- Schedule 30-day and 90-day check-in calls with vendor implementation team
Frequently Asked Questions
Train in waves: power users (office manager, billing coordinator, lead tech) 2 weeks before go-live, front desk and clinical staff 1 week out. Designate internal super-users who receive deeper training and serve as first-line support post-go-live. Schedule a lighter patient load (70% of normal) for go-live day.
Maintain read-only access to your old EHR for at least 12 months post-migration for historical chart access. Continue submitting and tracking outstanding AR claims in the old system during a 60-day parallel billing period. After all old AR is resolved, you can terminate the old system subscription.
Audit a random sample of 50-100 migrated patient records against your old system. Check demographic accuracy (name, date of birth, insurance ID), prescription data (spectacle and contact lens Rx), and insurance information for active patients. Resolve discrepancies with your migration team before go-live.
Most cloud EHR vendors recommend a minimum of 10 Mbps per concurrent user. A 3-provider practice with 6 concurrent users (front desk, techs, providers) should have at least 60-100 Mbps dedicated bandwidth. Always maintain a secondary internet connection (cellular backup) for go-live day resilience.
