Make EHR Training Easier for Every Kind of Practice

Real EHR training and wins from teams who’ve done it right

Switching to a new EHR can feel like a daunting process. But for many practices, onboarding isn’t just a one-time task — it’s the first step in building long-term success. From federally qualified health centers to behavioral health organizations, teams across the country are finding that thoughtful, flexible EHR training makes all the difference. For example, according to Arch Collaborative data, robust training is the most powerful predictor of EHR satisfaction among clinicians.

These insights from real-world implementations show how the right approach to onboarding can not only ease the transition but also empower care teams for the long haul.

1. Prioritize training that builds in-house expertise

One of the most important steps during EHR implementation is investing in comprehensive training. North Country Family Health Center (NCFHC), a federally qualified health center serving upstate New York, made training a top priority when switching EHR systems to athenaOne®. Their CEO, Joey Marie Horton, emphasized that training wasn't an afterthought — it was central to the entire onboarding strategy. Much of the implementation time was spent preparing staff to earn their EHR certification and become subject matter experts.

Training occurred well in advance of go-live, ensuring that team members were not only confident in the system's functionality but also capable of helping others. This approach meant that by the time the system launched, the NCFHC team already had internal champions in place who could support their peers, troubleshoot minor issues, and maximize the value of the new technology.

2. Offer multiple learning formats for different needs

No two providers learn the same way. Recognizing this, successful organizations tailor their EHR systems training to include a variety of learning formats. These can include live webinars, interactive modules, video walkthroughs, and peer-led sessions.

Offering multiple options helps accommodate different learning styles and schedules, which is especially important in practices with diverse teams or part-time staff. While some may prefer the structure of live instruction, others may thrive with self-paced materials they can revisit as needed. This flexibility not only improves knowledge retention but also makes staff feel supported and respected during a time of change.

Thoughtful onboarding isn't just about checking boxes before go-live. It's about laying the groundwork for better outcomes, stronger teams, and a smoother path forward.

3. Use self-paced modules to support new hires long after go-live

EHR onboarding shouldn’t end once the system is live. At NCFHC, training is treated as an ongoing process, especially for new team members. Ann Shepard, the health information management manager, noted that their onboarding workflow includes streamlined, interactive learning modules that serve as a first step for every new hire. “We have our new hires review those first and then meet with me,” she explained. “The modules are really key and instrumental in helping everyone be efficient in the system.”

athenahealth’s extensive – and continuously updating – library of training modules allows incoming staff to get familiar with the basics before meeting one-on-one for hands-on guidance. This strategy ensures consistency across the team, reduces the burden on trainers, and helps new staff hit the ground running. It also sets expectations early and creates a culture of learning from the start.

4. Lean on intuitive design to reduce ramp-up time

Even the best training program can only go so far if the system itself is difficult to use. That’s why intuitive design and user-centered interfaces are essential. Dr. Luis Garcia, CMIO at Family First Health, observed that many of their providers, even those who weren't very computer literate, were able to navigate athenahealth training comfortably within about two weeks.

"The system itself, the user interface — everything just makes sense," he explained. The software's usability helped accelerate the learning curve and allowed providers to focus more on patients than on screens. This kind of design is particularly valuable in high-volume settings, where time is limited and efficiency matters.

athenahealth continues to build on its intuitive design to help train clinicians and staff with in-app nudging. The software surfaces tips and tricks during workflows, introducing new features and more efficient ways to work in small, manageable moments throughout the day.

5. Keep supporting your team beyond go-live

Implementation isn't the end of the road; it’s just the beginning of the journey. Practices that thrive post-implementation are those that continue to invest in their people.

“We’ve had providers take advantage of tailored coaching calls, which has helped them gain even more efficiency,” after go-live, said Barb Fargo, Clinical Operations Officer at NCFHC. These sessions provided opportunities to ask questions, refine workflows, and get personalized guidance. The result was a noticeable boost in efficiency and confidence among providers. “And that’s all part of the athena package — it’s not at an additional cost.” 

By maintaining open lines of support and encouraging continuous improvement, organizations can prevent early frustration and build momentum over time.

Why onboarding matters when switching EHR systems

EHR transitions inevitably come with a learning curve, and in some cases, real disruption. But with a proactive approach to onboarding and training, practices can minimize stress and unlock significant benefits.

Whether it's reducing documentation time, improving care coordination, or enhancing patient experiences, the right start sets the tone for everything that follows. Practices that prioritize people alongside technology — who plan, personalize, and provide ongoing support — are the ones best positioned to thrive.

In the words of those who have successfully navigated the process, thoughtful onboarding isn't just about checking boxes before go-live. It's about laying the groundwork for better outcomes, stronger teams, and a smoother path forward.

Ready to make a change? Learn how athenahealth’s customized onboarding and EHR training can help your organization hit the ground running.