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FAQ
Frequently asked questions
Straight answers about how we work, what we take on, and what an eClinicalWorks engagement involves. If your question is not here, call 347-781-0221.
Working with us
What eClinicalWorks services does AdministratorECW provide?
We provide hands-on eClinicalWorks support, system administration, EMR optimization, workflow redesign, custom report writing, staff training, data migration support, and value-based care (VBC) setup and reporting. With more than 15 years of hands-on experience supporting practices of all sizes, we deliver reliable, scalable and proactive EMR support.
Do you offer remote eClinicalWorks support (and is it HIPAA-aware)?
Yes. Most work can be handled remotely, and we follow HIPAA-aware best practices to protect PHI. We can also coordinate secure access methods that align with your organization’s IT requirements.
Do you provide ongoing support or one-time projects?
Both. Some organizations bring us in for a defined piece of work such as a migration, a reporting build or a workflow redesign. Others keep us on for continuous support and improvement, so provisioning, configuration changes and reporting requests have a consistent owner. Either way the scope is agreed before work begins.
Do you replace our eClinicalWorks support contract?
No, and you should keep it. eClinicalWorks support handles the application itself, the platform and product defects. We handle your environment: how it is configured, who has access, and whether your templates, workflows and reports reflect the way your organization actually works. The two are complementary.
Will changes disrupt our clinic operations?
Minimizing disruption is part of how the work is planned. Changes are scoped and sequenced around your operating schedule, and documentation is included so your team knows what changed and why. The aim is fewer disruptions and cleaner workflows, not a system your staff has to relearn.
Can you work alongside our internal IT team?
Yes, and it is common. Internal IT typically owns hardware, network and identity. We own the eClinicalWorks environment: configuration, security roles, reporting and workflow. We document to your standards where they exist.
How is pricing structured?
Rates start at $80 per hour, and package rates reward longer commitments: $80 per hour for six months or more, $85 for a 40 hour package, $90 for a 20 hour package, and $100 per hour for per project work.
Where are you based, and do you work with organizations outside Florida?
We are based in Florida. Because eClinicalWorks support, reporting and training are delivered remotely, location is rarely a constraint on the work itself.
System administration
What does an eCW System Administrator do?
The role covers comprehensive oversight and technical expertise across the environment: user permissions and security roles, eCW optimization and configuration, support for both the clinical and billing modules, regulatory compliance and quality monitoring, and full database management and system oversight. In practice it is the person accountable for how the system is set up rather than for the software itself.
Can you help with user permissions and security roles?
Yes. Security roles and user administration are a core part of system administration work, covering who can do what across the clinical and billing modules, and keeping access aligned to actual job responsibilities rather than inherited from whoever held the role before.
Do you support both the clinical and billing modules?
Yes. The service covers system administration for the clinical and billing modules together, because a configuration change that helps clinical documentation can affect claim handling downstream. Both sides are evaluated before anything changes in production.
Our item dictionary is a mess. Is that fixable without starting over?
Yes, and starting over is rarely the right answer, because historical data depends on the existing entries. The work is identifying duplicates, mapping them to a preferred entry, retiring the rest from active selection while preserving history, and correcting whatever was pulling the wrong entry.
Do you handle eClinicalWorks version upgrades?
Version upgrade planning and testing is part of system administration work. Custom configuration, interfaces and reporting all need to be inventoried and validated before a version move, and that validation is what tends to go unowned.
What happens if our eCW administrator leaves?
That is one of the most common reasons organizations call us. Documentation is included in the work we do, so configuration decisions do not live only in one person’s memory. Where they already have, we can review the environment and write down how it is currently set up.
Reporting and data analysis
What types of reports can you build in eCW?
We build custom operational, clinical, and performance reports, including productivity, scheduling, quality measures, population health and VBC reporting, and tailored dashboards or exports based on your goals.
Can you create dashboards or recurring reports?
Yes. Dashboards and recurring reports are part of the reporting work, along with defining who can run what and on what schedule, so the output lands with the people who act on it.
Can you fix reports that are already built but not working correctly?
Yes. Send us the report and the number you expected to see. In most cases the logic is close and the discrepancy sits in a filter, a date field, or duplicate structured entries underneath the report.
Two departments run the same report and get different numbers. Why?
Usually one of three causes: a different date basis, for example service date versus posting date; a join that silently drops rows when a related record is missing; or duplicate structured entries, so part of the population is counted under one entry and part under another. All three are findable and fixable.
How do you ensure the data is correct?
Reports are validated against something independently known to be true before they are handed over, and the definitions behind each metric are written down. Accurate, consistent reporting depends more on agreed definitions than on the report itself.
Do you work with exports to Excel for deeper analysis?
Yes. Where deeper analysis is easier outside the system, reporting output can be exported for that purpose and reconciled against the source so the numbers tie.
Do you handle quality and compliance reporting?
Regulatory compliance and quality monitoring is part of the service. The valuable part is tracing each measure back to the structured field that feeds it, so you know whether a low result reflects care delivered or care documented.
Training and workflow optimization
Do you provide eClinicalWorks training for staff and superusers?
Yes. Training is role-based (providers, MA and nursing, front desk, administrators, superusers) and can be delivered in structured sessions with documentation and follow-up to ensure adoption.
Who is training designed for?
Whoever touches the system. Providers and nursing staff for documentation, front desk for registration and scheduling, and billing for the revenue cycle. Each role gets the part of the build that applies to it, which is why training is delivered role by role rather than as one session.
Do you offer training for new hires or refreshers for existing staff?
Both. New hire onboarding gives someone a repeatable first week built from your own configuration, and refreshers cover the parts of the build long tenured staff were never shown. User support after training is part of the same service.
Can you help if our workflows are slow, confusing, or causing errors?
Absolutely. We evaluate how your team uses eCW (front desk, clinical, billing-adjacent workflows), identify bottlenecks, and implement practical workflow changes, then train users so improvements stick.
How do you identify workflow problems?
Clinical workflow analysis: following the actual path a patient and a claim take through your system, rather than the path the policy describes. The gap between the two is normally where the errors and the wasted steps are.
Will optimization require major system changes?
Not usually. Most improvement comes from removing steps that should not be there and correcting configuration that has drifted, which is why the aim is cleaner workflows and more consistent data rather than a rebuild.
Our staff has used eCW for years. Do they still need training?
They need the parts of your build they were never shown. Long tenured users are usually highly efficient at the workflow they invented in their first year, and unaware of the features that would replace it.
Data migration and mapping
Can you support eClinicalWorks data migration and data mapping?
Yes. We help with data mapping, validation, and clean conversion planning so your eCW data is accurate and usable. We focus on reducing risk, protecting PHI, and ensuring continuity for reporting and workflows.
What types of data can you migrate into eCW?
Structured data generally converts well: demographics, problems, medications, allergies, immunizations, encounters and open balances. Free text notes and scanned documents are more of a retention decision than a technical one, and we help you make it deliberately rather than defaulting to everything or nothing.
What does data mapping mean?
It is the record of where every field in the source system lands in eClinicalWorks, including how values are transformed and what happens to anything with no obvious destination. End to end data mapping is agreed before any load runs, because the exceptions are where migrations fail.
How do you prevent data loss or mismatches?
Thorough data validation: representative test loads into a test environment first, checked by the clinical and billing staff who know the records, then counts and control totals compared between source and destination before anyone signs it off. Reduced risk comes from validating early, not from checking afterward.
Will we need to clean up our data before migrating?
Some cleanup usually pays for itself, because a migration carries existing problems forward into a new system. Part of migration planning is deciding what is worth correcting first, what can be corrected in transit, and what should simply be archived, so you end up with a cleaner system post migration.
We are acquiring a practice. How is that different?
You are merging two live patient populations onto one instance, which introduces duplicate patient resolution, two fee schedules, two sets of templates and two sets of staff habits. The data load is the straightforward half; reconciling the configuration and the workflows is the work.
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Let us make eClinicalWorks work better.
Tell us what is happening in your eClinicalWorks environment and we will tell you how we can help.