Even the thought of switching to a new EHR can feel overwhelming – especially in behavioral health, where time is at a premium and details matter. But with the right support, preparation, and perspective, a transition doesn’t have to be scary. In this Q&A, Jessica Rivera, the practice owner at Clear View Behavioral Services who recently guided her 70-provider team through a ProsperityEHR go-live, shares what worked, what surprised her, and what she’d tell other practice owners who are considering a switch.
Q: We all know change can be hard, even when it’s the right move. What helped you and your team get through the transition to ProsperityEHR?
Jessica: One of the biggest benefits was having access to the sandbox [practice environment that allows users to explore and familiarize themselves with the system before going live] ahead of time. It gave our team the chance to get in there, click around, and start learning by doing. That took a lot of the fear out of it. The training videos were also really useful. I didn’t feel like I had to train everyone myself, and people could go back to them whenever they needed a refresher.
Q: How did you prepare your team for the transition? Any lessons learned you’d pass along?
Jessica: We took different approaches for different roles. For our admin staff, we used sandbox demos and team meetings to walk through processes. For our providers, we relied more on emails and shared resources since many of them work remotely.
Biggest lesson? Start early. Months in advance, begin writing down every little thing you do in your current system. You’ll be surprised what you forget until it’s missing. And make sure you’re thinking about access: what each person needs to see and do in the system. That was more of a challenge than the software itself.
Q: Now that you’re up and running, what are you hearing from your team?
Jessica: Overall, the feedback has been really positive. Most people feel it’s making documentation easier. The admin staff loves the paperless intake and the ability for providers to send out assessments like the PHQ-9 or GAD-7 and have them come back scored and ready to review. That has been a big plus.
Q: Anything about the go-live process that surprised you?
Jessica: Honestly, it was smoother than I expected. One thing that really helped was having focused support from ProsperityEHR. Just knowing I wasn’t the only one helping our providers made a huge difference. Knowing we could count on them helped ease the transition for everyone.
Q: Let’s talk go-live morale. Any favorite snacks or rituals that helped?
Jessica: Coffee was a must. And a special delivery of delicious breads was definitely a hit. It’s those little things that help keep the energy up and make people feel supported.
Q: Now that you’re live, what are you most excited about for the months ahead?
Jessica: We’re really excited to start using the new patient portal more fully. And the built-in telehealth tools are a huge win. It feels like we’re finally building on a system that can grow with us.
Q: What would you say to other behavioral health practices who are feeling stuck but nervous about making a change?
Jessica: Switching systems will always be stressful, but the functionality we’ve gained is worth it—by a long shot. Knowing we had help through every step made all the difference. If you’re considering it, just make sure you know what you’re gaining. For us, the upside far outweighed the temporary discomfort.
Want to hear more from practices like Clear View? Follow us on LinkedIn or reach out to our team for a demo to see if ProsperityEHR could be a better fit for your practice.