Selecting an Electronic Patient Record (EPR) system is one of the most important decisions an NHS organisation can make.

It is also one of the most complex.

An EPR is not simply a technology purchase. It is a major clinical transformation project that requires significant investment, engagement from teams across the organisation and a long-term partnership with a supplier. Many of our EPR partnerships span a decade or more, showing that the decisions made during procurement can have a lasting impact on patient care, operational performance and future transformation initiatives.

While every trust will have its own priorities, there are three areas that deserve particular attention throughout the selection of an EPR and a supplier.

Keep the Focus on Outcomes

It’s very easy for procurement discussions to become centred on functionality, specifications and technical requirements. However, before considering how a solution works, organisations should set out what they want a system to achieve.

For some trusts, the priority may be improving patient flow. But for others, it may be reducing demand, improving outcomes or giving clinicians more time to care. Understanding these objectives early and keeping them at the centre of decision-making helps ensure procurement remains focused on delivering meaningful change.

This approach can also help when evaluating how potential solutions support challenges such as information sharing and cross-organisational workflows. Rather than becoming distracted by the technical solution itself, organisations can assess suppliers against the outcomes they need to achieve.

Equally important is understanding the needs of the people who will use the system every day. Administrative teams, operational staff and clinicians all have different requirements and expectations. Engaging these groups early and making them part of the process can help secure the buy-in needed for successful implementation and adoption later.

Strong Foundations Should Never Be Overlooked

A successful EPR relies on more than the front-end experience. Establishing a robust foundation is essential for patient safety, efficient workflows, accurate reporting and smooth healthcare delivery.

At the centre of that foundation is the Patient Administration System (PAS). As the baseline for clinical and administrative processes, a comprehensive PAS helps streamline workflows and supports integration across the wider EPR environment. Ensuring it is reliable and capable of supporting the wider system is an important consideration during procurement.

Organisations should also consider whether a solution has been designed specifically for the NHS. Systems built with the NHS in mind are better suited to support the unique requirements of healthcare organisations in the UK, including legislative requirements and statutory reporting obligations.

Reporting also remains a critical capability. Financial, operational and clinical quality oversight all depend on having access to accurate and reliable information that supports informed decision-making.

Patient Safety Must Remain Central

Most importantly, no EPR decision should come at the expense of patient safety.

Some NHS organisations continue to face safety and operational challenges years after going live with their EPR systems. This highlights the importance of choosing a solution that supports users effectively and reduces the need for workarounds that may introduce risk.

Strong web and mobile experiences can help ensure there is no compromise for users while supporting safer and more efficient ways of working.

The expertise behind the solution is also an important consideration. When evaluating suppliers, organisations should understand who will support them during implementation, adoption and beyond.

NHS-trained clinicians involved in product development, implementation and ongoing support can provide valuable insight into clinical standards, best practice and patient care.

Looking Beyond Procurement

Choosing an EPR is about more than selecting software that meets today’s requirements. It is about establishing the foundations for long-term success and ensuring the system continues to support organisational objectives, efficient workflows and high-quality patient care.

By keeping outcomes, strong foundations and patient safety at the centre of decision-making, NHS organisations can make more informed choices and lay the groundwork for successful implementation and adoption.

Next Steps

You can also read our eBook, Choosing an EPR: A practical approach, for more information.

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