EHR Budget Template

EHR Budget Template

EHR Budget Template in Excel Free Download
EHR Budget Template in Excel Free Download

EHR Budget Template in Excel Free Download

Instructions: How to Use the EHR Budget Worksheet

The EHR Budget Worksheet is your tool to help assess your total costs, both hard costs (e.g. out of pocket) associated to acquisition of tangible items ( hardware and software) and soft costs (e.g. staff time) associated to procurement and installation of the system.  The spreadsheet will total your costs as you add them into the budget.

The EHR Budget Template is divided into nine categories:

A. Procurement Activities:  This section identifies the costs associated for internal / external advisors and strategists to guide you through Health IT adoption.  This includes items such as your organization's staff project manager time, legal fees for contract review in addition to other staff time needed to assess, plan and train for the system. If this is your first install, your consulting organizations which provide coaching and advisement services can save you significant time and unexpected costs.

B. User Licenses: This section item defines the costs associated to acquiring the software system and the licensing fees for the staff that will use the system. Your organization will have the option of selecting either an onsite system which requires a server room (client server), or  a web-based (Cloud) EHR. Include costs for both if you plan to use a cloud-based EHR but want your data backed up on a local server. Cloud/web-based systems are accessible through the Internet.  Start up costs are usually much less for cloud-based system, but ensure your contract specifically identifies the conditions under which the EHR vendor may terminate access to your data for non-payment. 

C. Interfaces & HIE: This section defines the costs for interfaces and health information exchange connections. Interfaces are programs (or links) that define how two software systems, computers, or devices securely communicate with each other. A Health Information Exchange (HIE) is a secure hub that allows pre-approved members access to create, update, transmit, or view health information. Ensure that interfaces include a two-way or bi-directional flow so that you can both send and receive data. One example of an interface enables your organization to send out a lab order and receive lab results electronically into the EHR. Negotiate interface costs before you sign the contract, as the cost range can vary significantly from $1,500 to $20,000. 

D. Computing Hardware: This section defines the costs associated to the equipment needed to run the EHR system. Hardware ranges from servers, laptop and desktop computers, mobile to devices. Server-based systems require heating and cooling costs for a server room.  Determine hardware requirements by going to the EHR vendor's website and type "specifications" into the search field. 

Your IT director should advise on costs not itemized by the EHR vendor, but necessary for your environment. Purchase hardware from a reputable wholesaler or from a group purchasing organization that pre-negotiates costs for its members. 

E. Ancillary Devices & Equipment: This section defines the costs associated to other devices and equipment needed to support the computer hardware running the EHR system. Devices and equipment include: printers, fax, scanners, computer work stations and mounting devices.

F. Network & Communications: This section defines the costs associated to having a network system for your organization to use the EHR across the facility and the communication infrastructure to access the internet or web if you are using a cloud based system. Costs include items such as cabling, access points, routers and costs for internet access through an internet service provider. 

G. Other: This section defines the costs of additional software which are needed to support the EHR system as well as vendor services for implementation. This includes items such as third party software like encryption software and word processing software updates and licensing agreements, as well as the costs to install software on each computer or handheld device. 

Build a spreadsheet of third party software renewal dates so that you avoid expiration notices. Vendor services include activities such as implementation ( project management, system design consultation) and training ( EHR system configuration training, EHR end user training), as well as other services ( database/EHR system back up and report generation). 

H. Estimated Year 1 EHR Adoption Costs: This line item defines the costs associated to the acquisition and installation of the EHR in the first year. 

I. Estimated Years 2-5 EHR Adoption Costs: This line item defines the costs of continued support and maintenance of the system during years 2 through 5 to help your organization get a true sense of total costs of EHR procurement over a long term period. This includes items such as annual service fees, licensing, updates and upgrades, and training.

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