EHR systems are indispensable for healthcare organizations, playing a critical role in ensuring efficient workflows, improving patient outcomes, and maintaining accurate records. But what happens when those systems go offline? The cost of EHR downtime, whether due to unplanned outages or scheduled maintenance, can be staggering. Beyond inconvenience, these disruptions may compromise patient safety, drain resources, and tarnish reputations.
For healthcare providers, downtime isn’t just an IT issue—it’s a patient care and financial sustainability issue. Can your organization afford not to act?
What is EHR Downtime and What Causes It?
EHR downtime refers to periods when electronic health record systems become unavailable, preventing access to critical patient information. Downtime can be classified into two main categories—planned and unplanned—each with distinct causes and impacts.
Planned downtime is scheduled for purposes such as system updates, routine maintenance, or implementing upgrades. While these disruptions are necessary for maintaining system integrity, they must be carefully managed to minimize their impact on patient care and workflow.
Unplanned downtime, meanwhile, occurs unexpectedly and can disrupt healthcare operations without warning. Common causes include:
- Power outages
- Hardware or software failures
- Cybersecurity breaches, such as ransomware attacks
- Natural disasters, like hurricanes or floods
Data reveals how widespread this issue is, with 96% of healthcare institutions reporting at least one unplanned EHR downtime within three years. Alarmingly, 70% of these incidents lasted more than eight hours, significantly hindering care delivery (NIH).
Additionally, cybersecurity threats, notably ransomware attacks, have intensified the financial strain on the sector. Healthcare organizations paid an average of $2.57 million in recovery costs in 2024 alone, a clear indication of the growing risks associated with unplanned disruptions (HIPAA Journal).
The Impact of EHR Downtime
When an EHR system goes offline, its ripple effects can be felt throughout the organization, from administrative tasks to patient care.
Patient Safety
EHR downtime forces staff to rely on manual processes, including paper-based systems, which significantly increases the risk of error. Misplaced patient records, delays in accessing critical medical histories, and errors in medication orders may compromise patient safety. This is particularly dangerous in critical care settings, where every moment and decision counts.
Loss of Patient Records
Disruptions in the availability of electronic health records create challenges in updating, retrieving, and managing patient information. Fragmented record-keeping during downtime can result in incomplete files, risking long-term issues for both healthcare providers and patients.
Reputational Damage
EHR downtime, particularly in cases of unplanned outages, can tarnish an organization’s credibility. Patients lose trust in healthcare facilities that appear unable to effectively manage technology, which can lead to reputational harm and a loss of future business.
Calculating the Cost of EHR Downtime
The financial implications of downtime are significant and multifaceted. When you evaluate the true costs, they extend far beyond the immediate disruption. According to some estimates, the average healthcare organization loses approximately $7,900 in downtime every minute (Summit Healthcare).
The following equation for downtime sums up the total losses from the event, from monetary to intangible costs:
Lost Revenue + Lost Productivity + Recovery Costs + Intangible Costs
Lost Productivity
With staff forced to use time-consuming manual systems, productivity plummets. Processes that typically take minutes can suddenly take hours, impacting patient care and operational efficiency.
Lost Revenue
The inability to manage appointments, see the current census, medication and treatment reports during downtime creates logistical issues. When the downtime event ends, not having the correct information needed for billing directly reduces revenue. Each passing hour of inactivity has an increasingly negative impact and your denial rate will eventually reflect that
Recovery Costs
Recovery efforts, from system rebooting to data reconciliation, often involve additional expenses in labor and technology. These costs add up quickly when considering the resources required to return to normal operations.
Intangible Costs
EHR downtime can lead to substantial intangible costs, including compromised patient care and damage to organizational reputation. While these expenses are difficult to measure and quantify, their effects are palpable and widespread throughout an organization.
Why a Downtime Solution is So Critical
Downtime is inevitable, but how you manage it determines whether it becomes a minor inconvenience or a major crisis. Investing in a reliable downtime solution ensures your healthcare organization can handle disruptions efficiently, minimizing risks and costs.
You Can Maintain Access to Important Patient Data
A robust downtime solution ensures that clinicians and staff can always access vital patient data, even during an outage. Maintaining this continuity is critical for delivering safe and effective care.
It Helps Your Organization Remain Compliant
Healthcare organizations operate under strict compliance regulations, especially those tied to EHR system availability. Minimizing unplanned downtime with a reliable solution protects your organization from potential fines and legal repercussions.
It Prevents Further Financial Losses
Proactive measures address the immediate costs of downtime and prevent long-term financial losses. From safeguarding revenue streams to avoiding penalties, a downtime solution supports financial stability.
It Keeps Patients Safe
At the heart of any healthcare organization is its commitment to patient safety. Protecting patients during system downtime limits the risks associated with data inaccessibility and medical errors, preserving trust and care quality.
Don’t Fall Victim to Downtime Woes. Contact dbtech Today.
Healthcare organizations cannot afford to be unprepared for EHR downtime. A reliable downtime solution safeguards your systems, ensures compliance, protects your financial health, and—most importantly—keeps your patients safe.
Don’t leave your operations vulnerable to unforeseen disruptions. Contact dbtech today and learn how we can help your organization implement a downtime solution tailored to your needs.