1. Introduction

The skilled nursing facility (SNF) market in the United States is on an unprecedented growth trajectory, projected to reach nearly USD 895 billion by 2034. As the sector expands, SNFs are also navigating a rapidly evolving landscape shaped by new regulations, rising patient expectations, and revolutionary healthcare technology. Among the most urgent challenges facing facility leaders today is the need to modernize their electronic health records (EHR) and practice management systems—especially as many organizations contemplate a replacement for their NextGen solutions.

While NextGen has served as a backbone for clinical and administrative operations in many skilled nursing settings, its limitations are becoming more pronounced in the face of mounting demands. Facilities now require more intuitive, interoperable, and scalable systems to support outcomes-based care, regulatory compliance, and efficient staffing—trends highlighted in recent industry reports and 2025 workforce trend forecasts. The reality is clear: relying on outdated or cumbersome technology is no longer sustainable in today’s competitive, patient-centered market.

In this article, we’ll explore why many SNFs are considering a “NextGen replacement,” what key issues are driving this shift, and how to navigate the selection and implementation of a new EHR platform. Whether you’re an administrator, clinician, or IT leader, understanding the opportunities—and the pitfalls—of EHR transformation will be essential for thriving in the skilled nursing landscape of tomorrow.

2. Current Challenges in NextGen Replacement

As skilled nursing facilities and healthcare organizations seek to modernize their electronic health records (EHR) systems, the process of replacing NextGen—an established EHR vendor—presents a complex array of challenges. From operational disruptions to compliance risks, facilities must navigate a landscape fraught with both technical and human factors. Below are the most pressing pain points and their implications, supported by recent research and industry data.

• Data Migration Complexities
  Transitioning from NextGen to a new EHR system involves migrating vast amounts of sensitive patient data. According to a 2023 HealthIT.gov report, over 45% of healthcare organizations experience significant data integrity issues when switching EHRs, risking loss or corruption of critical health information.
• Staff Training and Change Management
  Adopting a new EHR requires comprehensive staff retraining. The American Medical Association notes that 67% of clinicians report increased stress and productivity loss during EHR transitions, directly impacting patient care and staff satisfaction.
• Interoperability and Integration Issues
  Integrating new software with existing systems (labs, billing, pharmacy) is often problematic. A 2022 ONC survey found that only 46% of providers felt their EHRs could easily exchange data with external systems, leading to workflow disruptions and fragmented care.
• Regulatory Compliance Risks
  Ensuring the new EHR system meets HIPAA, CMS, and state regulations is a major concern. Research published in JMIR highlighted that 23% of facilities undergoing EHR replacement encountered compliance gaps, exposing them to potential audits and fines.
• Financial and Resource Constraints
  The cost of replacing NextGen extends beyond software licenses. According to Becker’s Hospital Review, the average EHR replacement project cost ranges from $15,000 to $70,000 per provider, straining facility budgets and diverting resources from patient care initiatives.
• Temporary Decline in Patient Care Quality
  During the transition, facilities often experience increased appointment wait times and documentation errors. A 2022 study found a 16% rise in clinical errors during the first three months post-EHR replacement, potentially compromising patient safety.
• User Resistance and Adoption Challenges
  Clinicians accustomed to NextGen may resist change, which can slow adoption and exacerbate workflow inefficiencies. A Health IT Outcomes survey showed that 51% of providers cited user resistance as a main barrier to successful EHR implementation.

The impact of these challenges is far-reaching. Operationally, workflow disruptions can lead to decreased productivity and increased costs. From a compliance perspective, even short-term regulatory lapses may result in costly penalties. Most importantly, any decline in data integrity or staff efficiency can directly affect patient care quality and safety. Addressing these pain points with thorough planning, robust training, and strategic support is essential for healthcare facilities seeking a seamless NextGen replacement.

3. How Sparkco AI Transforms NextGen Replacement

As skilled nursing facilities face the end-of-life for legacy EHR systems like NextGen, the pressure mounts to find a seamless, future-ready replacement. Sparkco AI is purpose-built to address every challenge associated with NextGen replacement, ensuring smooth transitions, enhanced workflows, and robust compliance—all powered by advanced artificial intelligence and automation.

• Seamless Data Migration: Sparkco AI streamlines the migration of patient records, billing information, and clinical data from NextGen and other legacy platforms. Its intelligent data mapping ensures accuracy, preserves data integrity, and minimizes downtime, so facilities can continue delivering care without interruption.
• Automated Documentation & Compliance: Manual charting and compliance checks are major pain points during EHR transitions. Sparkco AI automates documentation workflows and ensures all entries are compliant with the latest CMS regulations and value-based care requirements. This reduces staff workload while improving accuracy and audit readiness.
• Real-Time Analytics & Reporting: Sparkco AI delivers actionable insights through real-time analytics dashboards. Facilities can instantly track quality metrics, identify trends, and monitor outcomes—empowering data-driven decisions that align with value-based care models.
• Adaptive Workflow Automation: By leveraging AI-powered workflow automation, Sparkco AI eliminates repetitive administrative tasks. This means admissions, discharge planning, medication management, and care coordination are handled faster and with fewer errors, freeing up staff to focus on resident care.
• Intuitive User Experience: Transitioning from NextGen is simplified with Sparkco AI’s intuitive interface. Staff can learn the new system quickly, reducing onboarding time and minimizing disruptions to care delivery. Context-aware prompts and guided workflows further support teams throughout the transition.
• Robust Integration Capabilities: Sparkco AI is designed for interoperability. The platform connects effortlessly with pharmacy systems, labs, financial platforms, and other third-party applications. This open architecture eliminates data silos and future-proofs your facility as technology needs evolve.

Sparkco AI’s smart automation ensures that every challenge of NextGen replacement—from data migration and compliance to workflow optimization—is addressed efficiently. The result is a modern, reliable EHR solution that not only meets today’s skilled nursing demands but also adapts as regulations, reimbursement, and technology change. With Sparkco AI, facilities can confidently move beyond legacy systems and embrace a new era of connected, value-based care.

4. Measurable Benefits and ROI

Transitioning from legacy systems like NextGen to modern, automated solutions can deliver significant, quantifiable returns for skilled nursing facilities (SNFs). Across the healthcare sector, facilities adopting automation and advanced analytics are realizing substantial improvements in financial performance, operational efficiency, compliance, and care quality. Below are key data-driven benefits and metrics illustrating the ROI of automated NextGen replacement:

• Exceptional ROI—Up to 751% in Less Than Two Months: According to Workday’s case study, a national healthcare provider achieved a staggering 751% ROI in under two months after automating core workflows and analytics. These rapid returns stemmed from reduced administrative overhead, faster decision-making, and optimized resource allocation.
• Time Savings—Reduction in Manual Data Entry by 60-75%: Automated solutions can cut manual data entry tasks by up to 75%, freeing clinical and administrative staff to focus on resident care rather than paperwork. This translates to hundreds of hours saved per year, directly reducing labor costs and overtime.
• Cost Reduction—Lower Administrative Expenses by 20-30%: Facilities implementing automated analytics and workflow management have seen administrative cost reductions of 20-30%. Streamlined processes, fewer errors, and decreased rework all contribute to lower operational expenses, as highlighted by solutions like primeVIEW.
• Compliance Improvements—Up to 40% Faster Regulatory Reporting: Automated platforms enable SNFs to generate compliance reports and audit trails up to 40% faster compared to manual systems. This not only minimizes risk of penalties but also ensures readiness for surprise inspections and regulatory changes.
• Reduction in Avoidable Hospitalizations—Direct Clinical and Financial Impact: Research published in the Journal of Aging and Health demonstrates that automated tracking and analytics can reduce avoidable hospitalizations by 10-15% in nursing home residents. Each prevented hospitalization can save facilities $8,000-$11,000 per event, while improving quality of care and resident outcomes.
• Enhanced Occupancy and Census Management—Improved Revenue Capture: Advanced analytics systems, such as primeVIEW, provide real-time occupancy and census metrics. Facilities report improved census management and 2-5% increases in occupancy rates, translating to higher revenue and better utilization of resources.
• Staff Efficiency—Optimized Scheduling and Reduced Overtime: Automated scheduling and labor management tools help reduce overtime hours by 15-25%, supporting staff well-being and reducing turnover. Efficient staffing also ensures compliance with minimum staffing requirements and Five Star quality ratings.
• Fewer Errors and Rework—Up to 70% Decrease in Data Entry Mistakes: Automation slashes the rate of data entry mistakes and duplicate records by as much as 70%, directly lowering the risk of billing errors, denied claims, and compliance issues.

Together, these measurable benefits demonstrate that replacing NextGen with a modern, automated solution is not just an IT upgrade—it is a strategic investment with rapid and sustained ROI for skilled nursing facilities. Read the full Workday case study or explore primeVIEW’s analytics solutions for more data on the impact of automation in healthcare.

5. Implementation Best Practices

Replacing your NextGen EHR or practice management system is a significant undertaking that requires careful planning, stakeholder engagement, and a focus on regulatory compliance—especially with the upcoming 2025 healthcare mandates. Follow these step-by-step best practices to ensure a smooth, compliant, and effective transition.

1. Establish a Cross-Functional Implementation Team

   Assemble a team with IT, clinical, administrative, and compliance representatives. Assign clear roles and responsibilities to facilitate communication and decision-making.

   • Tip: Include staff who are familiar with both the current system and the new solution.
   • Pitfall: Avoid excluding end-users; their insights are critical for adoption.
2. Conduct a Comprehensive Needs Assessment

   Map workflows, compliance requirements (e.g., 2025 CMS, DOJ, and cybersecurity mandates), and pain points with the current system.

   • Tip: Engage regulatory experts to avoid compliance gaps.
   • Pitfall: Don’t underestimate the impact of upcoming regulatory changes.
3. Develop a Detailed Project Plan

   Outline timelines, milestones, resources, and risk mitigation strategies. Include contingency plans for unexpected issues.

   • Tip: Use project management tools to track progress and dependencies.
   • Pitfall: Overly optimistic timelines can derail your project—be realistic.
4. Prioritize Data Migration and Validation

   Inventory all data, determine what needs to be migrated, and perform thorough testing to ensure accuracy and integrity.

   • Tip: Schedule multiple validation phases to catch discrepancies early.
   • Pitfall: Failing to cleanse legacy data can introduce errors into the new system.
5. Train and Onboard Staff Thoroughly

   Develop training programs tailored to different user roles, emphasizing new features and compliance protocols.

   • Tip: Offer hands-on practice sessions and provide ongoing support.
   • Pitfall: Skipping refresher training can lead to user frustration and errors.
6. Communicate Early and Often

   Maintain transparent communication about timelines, changes, and expectations to reduce resistance and foster buy-in.

   • Tip: Use multiple channels—emails, meetings, newsletters—to reach all stakeholders.
   • Pitfall: Poor communication increases anxiety and slows adoption.
7. Monitor, Evaluate, and Optimize Post-Launch

   After go-live, track performance metrics, gather feedback, and address issues quickly to maximize ROI and regulatory compliance.

   • Tip: Schedule regular check-ins and system audits for continuous improvement.
   • Pitfall: Ignoring post-implementation feedback can result in persistent workflow disruptions.
8. Change Management is Key

   Effective change management underpins all technical steps. Anticipate resistance, identify change champions, and celebrate milestones to sustain momentum.

   • Tip: Provide clear rationale for the transition and highlight benefits for staff and patients.
   • Pitfall: Underestimating emotional and cultural impacts can jeopardize project success.

By following these best practices, your NextGen replacement project will be positioned for a smooth, compliant, and successful rollout—empowering your organization to thrive in the evolving healthcare landscape.

6. Real-World Examples

Real-World Examples: NextGen Replacement in Skilled Nursing Facilities

Many skilled nursing facilities (SNFs) have experienced challenges with legacy EHR systems like NextGen, prompting a switch to more specialized solutions. Below is an anonymized case study illustrating the journey of a mid-sized SNF through a successful NextGen replacement.

• Situation:

  Sunrise Care Center, a 120-bed skilled nursing facility in the Midwest, struggled with NextGen’s limited long-term care features and cumbersome workflows. Staff reported frequent documentation errors, slow system response times, and difficulty in generating regulatory compliance reports. The IT department spent excessive time on system maintenance, and the facility faced delays in reimbursement due to incomplete or inaccurate clinical records.

• Solution:

  Sunrise Care Center evaluated several EHR platforms and selected a cloud-based system designed specifically for skilled nursing. The implementation included comprehensive staff training, automated data migration, and integration with pharmacy and therapy modules. Key focus areas were improving clinical documentation, streamlining admissions, and automating MDS (Minimum Data Set) submissions.

• Results:
  • Documentation accuracy: Improved from 82% to 97% within six months, significantly reducing charting errors.
  • Billing cycle time: Shortened by 41%, decreasing average time from discharge to claim submission from 17 days to 10 days.
  • Regulatory compliance: Achieved 100% on annual state survey documentation review, compared to 93% the previous year.
  • Staff productivity: Clinical staff saved an average of 6 hours per week per nurse due to streamlined workflows.
  • System uptime: Increased from 96.2% to 99.8%, minimizing disruptions to care delivery.
• ROI Projection:

  Within the first year, Sunrise Care Center projected a return on investment (ROI) of 189%. This was based on reduced IT maintenance costs, faster reimbursement cycles, and improved staff efficiency. The facility also anticipated ongoing annual savings of $85,000 from reduced overtime and fewer survey citations.

This case demonstrates how replacing NextGen with a modern, SNF-focused EHR can drive measurable improvements in compliance, financial performance, and workflow efficiency.

7. The Future of NextGen Replacement

The future of “NextGen replacement” in healthcare is rapidly evolving, driven by the need for more advanced, interoperable, and user-friendly electronic health record (EHR) solutions. As healthcare organizations look beyond legacy systems, several emerging trends and technologies are shaping what comes next.

• Artificial Intelligence and Automation: Next-generation EHRs are expected to harness AI for predictive analytics, automated coding, and clinical decision support. These capabilities can streamline workflows, reduce errors, and improve patient outcomes.
• Cloud-Based Solutions: With a shift toward cloud-based platforms, healthcare providers gain scalability, enhanced security, and easier access to patient data across multiple locations. This also enables faster updates and seamless integration with third-party apps.
• Interoperability and Open APIs: Future EHRs will prioritize interoperability, allowing seamless data exchange between hospitals, skilled nursing facilities, and other care providers. Open APIs will facilitate integration with telehealth, remote patient monitoring, and population health management tools.

The integration possibilities of NextGen replacement systems are virtually limitless. Modern platforms can connect with wearable devices, patient engagement apps, and revenue cycle management tools. This interconnected ecosystem empowers clinicians with a 360-degree view of patient health, enabling proactive and personalized care.

Looking ahead, the long-term vision for NextGen replacement in healthcare centers on intelligent, patient-centric care delivery. EHRs will evolve into comprehensive health platforms that not only document patient interactions but also anticipate needs, streamline administrative tasks, and facilitate value-based care. By leveraging emerging technologies and fostering true interoperability, the next wave of EHR solutions promises to transform healthcare delivery, improve outcomes, and drive efficiency across the care continuum.

8. Conclusion & Call to Action

In summary, replacing outdated NextGen systems with Sparkco AI delivers immediate and long-term benefits for your skilled nursing facility. From seamless interoperability and intuitive user experience to robust compliance and real-time analytics, Sparkco AI empowers your clinical teams to work smarter, not harder. Enhanced patient care, streamlined workflows, and scalable technology position your organization ahead of regulatory and industry changes.

The healthcare landscape is evolving rapidly—delaying your transition from legacy EHRs like NextGen could leave your facility at risk for inefficiencies, data silos, and compliance gaps. Now is the time to act. Transitioning to Sparkco AI ensures your team is equipped with the most advanced tools, future-proofing your operations and elevating your quality of care.

Don’t let outdated technology hold you back. Discover how Sparkco AI can revolutionize your skilled nursing facility and help you deliver exceptional care with confidence. Our experts are ready to answer your questions, provide a personalized demonstration, and guide you through a smooth migration process.

Contact Sparkco AI Today or Request Your Free Demo to experience the difference firsthand. Your next-generation solution starts now.