Technology is an integral part of healthcare delivery, and in the past two decades electronic health records (EHRs) have played a growing role in ensuring high-quality care. Senior living organizations are no exception, looking to transform resident care and boost operational efficiency by maximizing the potential of their EHR.
Where manual documentation used to create inefficiencies, introduce errors, and detract from care delivery and resident satisfaction, EHRs now offer valuable benefits. In this article, we explore these impacts along with important considerations to ensure the right outcomes.
Enhancing Resident Experience with EHRs
When considering the benefits of senior living EHRs, the resident experience is an important factor. With resident turnover as high as 46.8% each year, tapping these benefits can contribute to improved resident outcomes and retention.
Delivering Personalized Care 
The ability to easily record and access each resident’s unique needs and preferences can help senior living facilities meet their residents’ care goals and improve satisfaction. This can include everything from important clinical information to optimal social or emotional care.
Improved Communication, Less Errors
Better communication with real-time updates available in the EHR and interoperability with external care providers helps to reduce medical errors and facilitate clinical information-sharing between staff and with families. Digital medication management reduces medication delays and errors by as much as 83% in some instances.
Senior Living Technology Integration
An EHR that is integrated with wearable devices or remote monitoring tools can alert staff to health concerns early, improving care outcomes. Other senior living technologies include tools like engagement platforms that help connect residents and their families with senior living staff for updates, along with activities and social events in the community.
Boosting Operational Efficiency and Compliance
Implementing the right EHR system can significantly reduce administrative burden on staff while strengthening compliance with data security and regulatory standards.
Streamlined Documentation and Reduced Administrative Burden
EHRs streamline documentation, cutting down on paperwork and freeing staff to focus on resident care. A study in JAMIA found that clinicians can save 6+ hours per week using optimized EHR systems. Templates, voice dictation, and mobile access reduce redundancies, improving accuracy and efficiency. Less time on data entry means more time for quality, hands-on care, which is vital in long-term and senior living settings.
Workflow Automation and Improved Care Coordination
Manual processes often lead to data entry errors and communication gaps. EHRs with built-in workflow automation enable real-time updates across teams, improving care continuity and reducing medical errors. According to the Office of the National Coordinator for Health IT (ONC), automation and interoperability in EHRs improve care coordination and patient outcomes, especially for seniors with complex needs.
Compliance with Data Privacy and Security Regulations
Healthcare data breaches accounted for a cost of $9.77 million in 2024, the highest across industries. A well-secured EHR helps reduce risk by supporting HIPAA compliance through role-based access, encryption, and audit trails. Built-in safeguards minimize exposure to cyber threats, while automated alerts ensure quick responses to unauthorized access. Strong EHR security isn’t just a tech upgrade, it’s a regulatory necessity.
The Impact of EHR Usability on Staff Well-Being
A high-quality EHR doesn’t just impact resident outcomes, it also impacts staff well-being.
Correlation Between EHR Usability and Staff Burnout
Poorly designed EHRs are a top contributor to clinician burnout. A Mayo Clinic study found that for every point increase in EHR usability, the odds of burnout drop by more than 3%. Frustrating interfaces and inefficient workflows create unnecessary stress and time pressure. Prioritizing usability directly supports staff mental health and retention, critical as the healthcare industry continues to face high turnover rates.
Designing User-Friendly Interfaces to Reduce Cognitive Load 
Simplified, intuitive EHR interfaces reduce cognitive load, allowing staff to focus on care, not navigation. Features like predictive text, AI-assisted documentation, and personalized dashboards streamline tasks. With turnover rates in long-term care exceeding 50%, ease-of-use becomes a strategic priority. EHRs that support clinician workflows and reduce digital friction help retain staff and boost satisfaction across care teams.
Overcoming Barriers to EHR Adoption in Senior Living
Common barriers to EHR adoption can be overcome with proactive action that considers challenges.
Addressing Cost Concerns and Resource Limitations
The cost of EHR implementation is a significant barrier to adoption, alongside staffing shortages and the initial impact of time spent away from care for training. An evaluation of return on investment can help uncover positive benefits from this initial investment.
Managing Staff Resistance
Staff may have varying levels of proficiency with technology and initial resistance to change is a normal part of EHR implementation. Strong organizational change management can counter this.
The Role of EHR Training for Staff Success
Proper staff training is crucial to EHR success. There are some essential considerations for staff in this process,
Importance of Proper EHR Training 
Adequate time allowed for training and follow-up support impacts staff stress levels and successful adoption of EHR functionality.
Ensuring all stakeholders, from leadership to IT to clinical and administrative staff, understand the value of implementing the EHR and are bought into utilizing it should be a top priority.
Training should be customized to the audience and allow for regular feedback from trainees so any problems can be identified and resolved. Hands-on, real-world scenarios in training sessions help further understanding of the material.
How to Choose the Right EHR for Your Organization
EHR selection is no small task, and can quickly become overwhelming given the number of options and unique features of each system. There are several steps an organization can take to ensure the EHR is the best fit and will integrate with their other systems to drive impact. The steps include developing a charter, building a team of internal and external stakeholders, gathering business requirements, and using a formal RFP process to help with evaluation. With several RFP responses, the team will need to evaluate and assess the options, create workflow scenarios for vendors to demo, score matches, and make a decision based on their findings and budget.
Given the complexities, working with a third-party IT advisor to vet, select, implement, and ultimately manage the EHR vendor relationship can be advantageous for senior living providers. An unbiased advisor can take a strategic approach to selection, allowing executives time to focus on other important aspects of running the business.
Navigating the World of Senior Living EHRs
The right Electronic Health Record (EHR) system is more than a technology investment, it’s a strategic asset. Hartman Executive Advisors partners with senior living organizations to ensure their EHR systems not only support care delivery but also drive operational efficiency, regulatory compliance, and long-term organizational growth. Contact us today for a free consultation.
