Switching your EHR is a major decision for any ophthalmology practice. Poor planning can create unnecessary risk to your Merit-based Inventive Payment System (MIPS) score. Compliance depends on strict reporting windows and complete documentation.
This post outlines the key strategies for transitioning to a new EHR system while protecting your performance across all MIPS categories. If your practice is considering a change, careful planning with a vendor who understands the nuances of MIPS reporting is the best way to avoid hurting your score.
MIPS performance categories follow different timelines. Aligning your EHR transition with these reporting periods can help you minimize the risk of data loss or incomplete reporting and maximize your score.
The Quality category tracks data across the entire performance year. Any gaps in data collection or registry submission may impact your final score. When switching EHRs, you must verify that both systems capture the same measures and meet the 75% data completeness threshold.
Practices must also monitor how the new EHR documents patient encounters and whether it integrates with the same Qualified Clinical Data Registry (QCDR). These technical details make a significant difference in audit defense and reporting success.
The Promoting Interoperability (PI) category offers a shorter window: 180 consecutive days. If you’re set on using your new EHR for PI reporting, ensure you have enough time to complete a full 180-day window before the end of any performance year. Otherwise, you’ll need to use your previous EHR for PI reporting.
Improvement Activities (IAs) are reported over a continuous 90-day period. This allows for more flexibility, but disruptions during an EHR transition can make documentation more difficult. Choosing IAs that naturally tie into your EHR transition date can simplify the process, but if the activity spans the migration period, it’s important to retain evidence from both the old and new systems.
An EHR migration is more than a technical swap. Workflow training, registry communication, and measure selection should all be part of planning the switch.
Generic EHR training will only lead to frustrated staff and costly errors. Ensure your team understands how to document care in a way that supports your selected MIPS quality measures. Ask the vendor for MIPS-specific workflow guides and include them in onboarding.
Practices that invest in thorough training reduce data capture errors and workflow delays. This leads to better compliance and improved patient care. It also makes the new system feel less disruptive during the early weeks of adoption.
Your registry must know which system is feeding data and when the transition will occur. Many registries have a specific deadline for integration of a new EHR. Be sure to contact the registry in advance to ask what their deadline is and then aim to have your new EHR go live before that date. Send a formal notice of your go-live date and verify that both old and new systems are correctly linked to the registry. Many registries also require integration testing with your vendor. Building in time for this extra step avoids reporting gaps, delays, and compliance issues.
Improvement Activities (IA) can help your practice strengthen its compliance record while implementing a new EHR. Many approved activities align with migration-related projects.
If your new EHR includes a patient portal, consider IA_BE_4, which rewards enhanced patient access. Training staff on direct messaging supports IA_CC_7, and joining a Health Information Exchange relates to IA_CC_13.
These activities contribute to your IA category while making your transition more structured. They also reinforce Promoting Interoperability performance by supporting key workflows.
Use a shared documentation folder to save evidence of each IA. Store screenshots, training logs, and internal communications. Confirm that each item matches the requirements published by CMS.
Mistakes during an EHR switch can lower your MIPS score or trigger an audit. Identifying and addressing these risks early reduces long-term disruption.
Many practices ignore the Cost category until after they switch systems. However, this category uses claims data to assess resource use. Incorrect coding or incomplete data can skew your results.
Adopt MACRA patient relationship codes as early as possible in your new EHR. These codes help CMS attribute costs correctly and can also qualify as Improvement Activity IA_CC_19.
Before ending your current EHR contract, take screenshots of your registry dashboards and export relevant reports. Create a folder labeled by performance year and store all MIPS-related evidence there.
If audited, your team will have the materials needed to support your submission. This habit also helps during internal reviews or when onboarding new team members.
A new EHR system is a chance to build smarter workflows that improve long-term compliance. Taking a forward-looking approach can make each MIPS category more manageable in the years to come.
The implementation phase is an opportunity to redesign how your team handles documentation, coding, and reporting. Work with your EHR vendor to configure templates, alerts, and dashboards that support your compliance strategy.
These tools can help reduce documentation errors and highlight measure-specific fields that often go overlooked. Setting up your system correctly from the start makes it easier to maintain consistency throughout the year.
Once your new EHR is operational, set benchmarks for each MIPS category. Use current year performance as a baseline, then establish specific targets for performance, interoperability performance, and IA participation.
Revisit these goals each quarter to stay aligned with program requirements. Sightview's compliance team can help practices create a structured approach that turns a successful EHR transition into long-term regulatory strength.
Switching EHR systems late in the year does not have to lead to compliance problems. Practices that begin planning now can train staff, align reporting strategies, and complete technical integrations before year-end deadlines.
Sightview can support your eye care practice with our seamless EHR and Practice Management platform, and compliance services tailored for MIPS success. Whether you're changing systems or optimizing current workflows, our team helps keep your scores strong.
Ready to see how we can help your practice make a smooth transition to our all-in-one, eye care-exclusive platform? Contact our team today.