Digital technology has become an essential tool for modern healthcare providers. Easy access to patient data is indispensable for ensuring fast and accurate care, and cybersecurity protects that delicate information from those who would steal it. Yet many organizations are still relying on legacy systems, and many are starting to raise concerns.
Are legacy systems truly safe? Or are they putting your staff, patients, and reputation in serious danger?
What is a Legacy System in Healthcare?
The name may inspire images of royal lineages, but the legacy systems definition in healthcare is much simpler. This term refers to outdated software, hardware, or other IT infrastructure that an organization still uses. Typically, these systems were state-of-the-art when they were first installed – but many years later, they barely function as intended.
Where Are Legacy Systems Found in Healthcare?
The truth is that outdated technology exists in almost every department. This is often due to limited budgets, or updates simply being low on the priority list. But some areas where it is particularly common include:
- Electronic Health Record (EHR) Systems: Many providers still use EHR systems built decades ago, resulting in slow data retrieval.
- Billing and Claims Processing: Outdated financial systems can slow down payment processing, leading to inefficiencies and delays.
- Scheduling Systems: Outdated scheduling software is common, often resulting in miscommunications.
Why Healthcare Organizations Still Use Legacy Systems
Despite the drawbacks, providers usually have valid reasons for continuing to use legacy systems in healthcare:
- Costs: Upgrading an entire system is expensive, requiring both financial investment and staff retraining. Healthcare providers often don’t have the budget for this.
- Familiarity and Ease of Use: Staff may already be accustomed to existing systems, complicating the transition to more modern versions.
- Regulatory Compliance: Some legacy systems are purpose-built to meet specific regulatory requirements, making it difficult to find an appropriate replacement.
- Integration Challenges: Healthcare IT environments are often complex, and integrating modern solutions is tricky.
- Fear of Disrupting Patient Care: Any major IT overhaul comes with the risk of system downtime, which could disrupt patient services and operations.
Why Upgrading is Essential
Despite the reasons listed above and the complexity of the task, replacing legacy systems in healthcare is utterly essential. Here’s why:
- Enhanced Security: Threat actors use outdated systems as attack vectors. With hundreds of data breaches impacting healthcare organizations each year, cybersecurity must be a top priority for every provider.
- Better Patient Care: Modern systems improve data management, allowing healthcare providers to access critical patient records quickly. This ultimately results in better care.
- Regulatory Compliance: Many newer regulations require advanced data protection measures that legacy systems do not have.
- Lower Long-Term Costs: While upgrading incurs high initial costs, it also reduces long-term maintenance expenses and increases efficiency. This means it ultimately saves money.
- Integration With Modern Healthcare Technology: For providers considering advanced technologies such as wearables, newer systems are essential. Legacy platforms are unlikely to be compatible with these investments.
Replacing Legacy Systems in Healthcare
The transition from legacy systems to modern technology requires careful planning and a structured approach. Follow these steps to ensure effectiveness:
1. Assess Your Current System
Evaluate existing IT infrastructure to identify pain points such as inefficiencies and security risks. Determine which systems need immediate replacement (for example, a data management system that actively endangers patient information), and which can be gradually phased out.
2. Set Clear Goals
Define a set of objectives that will guide the transition process. Remember to make them SMART – specific, measurable, achievable, relevant, and time-based.
3. Choose the Right Technology
If working with tight budgets, consider scalable solutions that do not require a large upfront investment. One example is cloud computing, which provides a variety of services (secure data storage being a particularly relevant one) for a fixed monthly fee.
4. Plan Data Migration
Develop a strategy for transferring data to the new system without loss, disruptions, or security risks. One option is blue/green deployment, which maintains the existing system until the new one is fully operational.
5. Train Staff
Staff may resist the idea of transitioning to a new and unfamiliar system, out of fear that they will not be able to complete tasks effectively. This risk can be mitigated through comprehensive training and support.
6. Implement in Phases
Where possible, roll out new systems gradually to test functionality and prevent disruptions. This will allow potential problems to be detected before the transition process is complete.
7. Partner With IT Experts
Working with experienced healthcare IT consultants can ensure a smooth modernization process. A managed service provider (MSP) will also be able to point out compliance issues that need to be addressed, preventing legal penalties and reputational damage.
8. Modernize Healthcare Legacy Systems With Generative AI
If systems genuinely cannot be modernized for some reason, generative AI can help bridge the gap. It is often provided on a free or even open source basis, does not require new software or hardware, and can provide various benefits:
- Automating certain tasks
- Summarizing patient data
- Organizing information for easier management
- Identifying trends in patient health based on a given dataset
By using generative AI, healthcare providers can buy themselves time to collect the necessary resources for full modernization.
Read more: IT Governance: A Guide for Healthcare Professionals
Future-Proof Your Healthcare Organization Before Inefficiency Takes Over
The days of “good enough” are long over. To prevent attacks and provide the best care possible, healthcare organizations must upgrade to modern technology. There may be many challenges standing in their way – but these can be overcome by planning carefully and creating a solid strategy. Peace of mind and better health outcomes are worth the investment involved.
ION247 understands that human beings are at the core of everything healthcare providers do. That’s why our digital transformations keep the user in mind – creating systems that staff are comfortable using and patients will benefit from. We’ll help you modernize legacy systems without alienating your greatest asset, ensuring success for years to come. Learn how we can digitally transform your organization today.
