The Six KPIs to Watch in the First 90 Days After a Switch

The first 90 days after an EHR switch tell you almost everything you need to know. By then, the system is no longer new, but it is not yet taken for granted. Patterns emerge. Workarounds appear. Momentum either builds or fades. 

For operations teams, this window is critical. Tracking the right KPIs helps separate normal adjustment from real problems and provides leadership with clear, credible insight into how the change is performing. 

The key is focusing on metrics that reflect reality, not just adoption. 

Why the First 90 Days Matter 

Early in a transition, teams are alert. Training is fresh. Support is active. Small issues surface quickly. 

If problems are not addressed during this phase, they tend to become permanent. Workarounds solidify. Bad habits form. Confidence erodes. 

KPIs during the first 90 days are less about judgment and more about course correction. 

KPI 1: Note Completion Time 

Note completion time is one of the clearest indicators of how well an EHR fits clinical workflows. If providers can complete notes within or shortly after the visit, the system is supporting them. 

Ops teams should track: 

• Average time from visit to note completion 

• Percentage of same-day completed notes 

• Providers or locations with persistent delays 

Rising completion times signal friction. Falling times suggest workflows are working. 

This KPI directly affects billing and should be monitored closely. 

KPI 2: Time From Visit to Billable Status 

This metric connects documentation to revenue. It measures how long it takes for an encounter to become ready for billing. 

Ops teams should watch: 

• Average days from visit to billable 

• Volume of encounters waiting on documentation 

• Trends over the first three months 

If this number improves, the EHR change is supporting cash flow. If it worsens, intervention is needed. 

ChartPath’s practice management tools help ops teams monitor this connection by linking documentation status with billing readiness. You can learn more here: 

https://chartpath.com/practice-management-software 

KPI 3: Billing Rework Volume 

Rework is expensive and demoralizing. Tracking how often billing or coding teams have to revisit charts reveals documentation quality. 

Key indicators include: 

• Number of charts returned for clarification 

• Common reasons for rework 

• Time spent resolving issues 

A successful EHR change should reduce rework over time. If rework stays high, workflows may need adjustment or additional training. 

KPI 4: Support Ticket Trends 

Support volume alone does not tell the full story. The trend and nature of tickets matter more. 

Ops teams should track: 

• Ticket volume by category 

• Repeat issues 

• Time to resolution 

A healthy pattern shows a spike early on followed by a steady decline. Persistent or increasing volume suggests unresolved workflow problems. 

ChartPath’s support model is designed to work with ops teams to identify patterns and address root causes. More information is available here: 

https://chartpath.com/support 

KPI 5: Provider Adoption Confidence 

Not all KPIs are purely quantitative. Provider confidence is an early signal of long-term success or failure. 

Ops teams can assess this through: 

• Short surveys 

• Informal feedback 

• Training follow-up participation 

Signs of healthy adoption include fewer questions, increased self-sufficiency, and consistent use of standard workflows. 

Low confidence often leads to workarounds that create downstream issues. 

KPI 6: Operational Visibility 

The final KPI is visibility. Can ops leaders easily answer basic questions about system usage and revenue flow? 

Examples include: 

• How many charts are incomplete today? 

• Where are billing delays coming from? 

• Which workflows generate the most issues? 

If answers require manual reporting or guesswork, visibility is lacking. 

ChartPath’s EHR connects documentation and operational data so ops teams can see what is happening without digging through multiple systems. Learn more here: 

https://chartpath.com/ehr 

Using KPIs to Guide Action 

KPIs are only useful if they lead to action. Ops teams should review these metrics regularly during the first 90 days and adjust workflows as needed. 

This might include: 

• Targeted retraining 

• Workflow tweaks 

• Template adjustments 

• Support escalation 

The goal is steady improvement, not perfection. 

Communicating With Leadership 

Ops teams often struggle to communicate progress during transitions. KPIs provide a shared language. 

Instead of saying “things are going okay,” ops leaders can say: 

• Note completion time has improved by X percent 

• Time to billable status is trending down 

• Support tickets are decreasing week over week 

This clarity builds trust and buys time for continued optimization. 

The First 90 Days Set the Tone 

How the organization experiences the first 90 days shapes long-term perception. When ops teams track the right KPIs and act on them, the transition feels controlled and purposeful. 

That foundation makes it easier to refine workflows and scale success. 

Talk With a ChartPath Specialist 

If your team is approaching or currently navigating the first 90 days after an EHR switch, having the right metrics can make the difference between confidence and confusion. 

Connect with a ChartPath specialist to discuss which KPIs matter most, how to track them effectively, and how to use early data to guide operational improvements.