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Electronic Health Record (EHR) systems like eClinicalWorks (eCW) have served thousands of healthcare providers over the years. But as clinical operations evolve, many organizations find themselves maintaining aging systems that no longer align with their strategic goals—or their budget.
How do you know when it’s time to retire your eCW system? Below are seven clear signs it might be time to archive and move on, and how Two Point can help you make the transition safely and compliantly.
If your organization has transitioned from eCW to a new EHR like Epic, Cerner, or Athenahealth, maintaining two systems simultaneously becomes a costly burden. Legacy systems like eCW require licensing, storage, backups, and compliance oversight—even if you’re no longer using them daily.
The Solution: Retire eCW and move all historical data into a secure, searchable archive like ACERT HIT Archive to reduce costs and streamline IT operations.
Even with minimal activity, maintaining eCW licenses, server space, and support can cost tens of thousands annually. These costs are hard to justify when you’re no longer generating clinical data in the system.
Pro Tip: Calculate your total cost of ownership (TCO) for eCW over the past year. If the return isn’t there, archiving may be your best next step.
Do you have to dig through eCW to retrieve data for audits, payer requests, or patient inquiries? That’s a red flag.
Archived records should be easy to search and retrieve—whether by patient name, date of service, or other common release of information search criteria. Without a user-friendly archive, your team loses time, and your compliance risk increases.
Inactive systems are often overlooked in routine IT audits. That makes legacy EMRs like eCW potential weak spots in your HIPAA compliance strategy. Access controls, data encryption, audit logs, and password resets can all fall out of sync once a system is no longer actively maintained.
Reminder: HIPAA applies whether a system is active or not. Retiring eCW doesn’t remove your obligations—it just changes how you meet them.
Healthcare IT teams are under pressure to manage integrations, security, user access, and uptime across dozens of platforms. Supporting a system that’s no longer in use—especially one as complex as eCW—adds unnecessary strain and increases the risk of errors or downtime.
Offloading eCW support responsibilities through data archiving allows your team to focus on strategic priorities.
When experienced team members leave, so does institutional knowledge—especially when it comes to older systems. If your current staff struggles to navigate eCW or retrieve records efficiently, it’s time to consider a simpler, modern alternative.
Our ACERT HIT Archive is designed with non-technical users in mind and comes with role-based access, advanced filters, and usability at its core.
Every healthcare organization must comply with data retention laws—but few have formal plans for how long eCW data will be maintained, who will access it, and how it will be secured after the system is decommissioned.
Two Point helps you build that plan—with policy templates, audit documentation, and archive workflows tailored to your needs.
If any of these signs resonate with your organization, it may be time to start planning your eCW system retirement. With Two Point’s ACERT HIT Archive, you can preserve the integrity and accessibility of your data—without the cost and complexity of keeping eCW alive.
Ready to explore your options? Contact us today at sales@twopoint.com
