Master Your EHR: Proven Strategies to Take Back Your Time

I still remember my first day in clinic as a cardiology attending. I was eager, definitely a little nervous, and determined to provide the best care possible to my new patients.

Back then, we were still using paper charts. They were far from perfect, but in hindsight, those analog files had their advantages—no endless clicks, no after-hours inbox, just a straightforward way to document and move on. But I digress.

That day, one of my more seasoned colleagues pulled me aside and gave me a piece of advice that, over time, became ever more valuable:

"Whatever you do, don’t let your charts get out of control."

At the time, I didn’t fully grasp the weight of his words. But it didn’t take long to understand.

Fast-forward to today, and the electronic health record (EHR) dominates medical practice. It’s here to stay, but it comes at a cost. A study of over 200,000 EPIC users found that physicians spend nearly six hours in the EHR for every eight hours of patient care. That’s almost an entire workday devoted to documentation, order entry, inbox management, and other digital tasks.

While awareness of this issue is growing, and new tools are emerging to help, the reality is clear: the EHR will continue to demand a significant share of your time and attention. You may not be able to escape it, but you can take control of it. The key is to be intentional about the way you use your time.

Six Essential Strategies to Keep Your EHR Under Control

Here are six key strategies that have helped me, and many of my clients, take control of the EHR. I hope they’ll help you do the same, freeing up more time for what matters most.

Make a Plan And Stick with It

Your EHR workflow should be intentional. Whether it’s blocking dedicated time for documentation, setting clear start and stop times, or batching tasks, having a structured plan prevents endless charting after hours.

While you can’t control every aspect of your day, deciding in advance when and where you will complete documentation keeps you on track.

Minimize Task Switching

It’s tempting to juggle patient care, inbox messages, and documentation all at once, but constant switching fragments your attention and slows you down. This is what is known as attention residue.

Instead of struggling to do everything at once, try to dedicate specific blocks of time for notes, messages, and testing review. Batch similar tasks together, even if you’re only spending 15 minutes on them.

When possible, set clear expectations with your staff and patients about response times to minimize interruptions. You might also include setting a defined limit on the number of back-and-forth messages you exchange with patients. After a specified number within a given time frame, consider if an office visit or tele-visit is required.

Setting aside time to tackle your in-basket before or after clinic can also make a big difference. When you handle these tasks during these quieter times, you’re less likely to get interrupted. You’ll also be protecting your time at home. Even a focused 30 minutes per day will help you to stay on track while lessening the impact of work on your personal life.

Use Smart Phrases and Macros

Most EHR systems allow you to create shortcuts for frequently used phrases, reducing typing and dictation time and improving efficiency. Develop smart phrases for common explanations, patient instructions, and standard findings to streamline your workflow without sacrificing quality.

If you have access to a “super user”, or an EHR specialist, make use of them. These individuals can help you navigate the fine points of your EHR and make your work more efficient.

Make Templates Work for You

Templates are invaluable for structuring your notes efficiently. Whether you modify existing ones or create your own, templates ensure consistency, save time, and reduce cognitive overload. By having a template, your notes will make sense and you’ll ensure nothing is left out.

Keep in mind that a good template should be readable, relevant, and concise. No one benefits from pages of repetitive text or unnecessary jargon. And since patients have access to your notes, including unclear verbiage can trigger more messages in your inbox.

Create a Problem List

One important aspect of your EHR strategy is an accurate and updatable problem list. By keeping the list complete and up to date, you will save yourself untold hours of frustration. That’s because repeatedly scrolling through a chart trying to cobble together a current history is a waste of precious time, both during office visits and when trying to put test results into context.

When you use a well-curated problem list, you’ll also inspire greater confidence. When you have all the relevant information at your fingertips, it will be clear to your patients that you are up to date on their health concerns, testing, and any surgeries or procedures.

An important caveat: you can’t always depend on the EHR to generate a factual or relevant problem list. This is something that may require some work on the front end.

Explore AI and Automation

If your EHR offers AI-powered documentation tools, voice recognition software, or automation features, consider incorporating them into your workflow. While technology won’t solve every issue, it can significantly reduce time spent typing and organizing information.

Just be mindful that AI isn’t perfect, and it’s no substitute for clinical judgment or personal attention. Always review its output carefully before sending it out into the world with your signature.

Take Back Your Time

EHR-related burnout is real, but it isn’t inevitable. By implementing simple, consistent strategies, you can regain control over your documentation.

You’ll free up valuable time for patient care and enhance your professional fulfillment and joy. Plus, you’ll break free from the cycle of late-night charting, creating more space for rest and balance. Instead of feeling tied to your screen, you’ll have more time to recharge and be present for yourself and for the people that matter most to you.

What strategies have helped you manage your EHR workload? Drop me a note. I’d love to hear from you!

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