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Portage County to switch to SmartCare EHR; go-live set for April 13
Summary
County staff said the SmartCare electronic health record will replace the legacy system, with super-user training, user-acceptance testing and data migration scheduled; staff aim to go live on April 13, 2026, and acknowledged likely transition issues.
Katie, the staff lead for SmartCare implementation, told the board the county began a formal implementation in early 2024, completed business-process analysis with the vendor Streamline, and has since run clinical, billing and oversight meetings.
"As of April 13, we will be going live," Katie said, describing upcoming super-user training for clinical and billing staff and parallel user-acceptance testing to validate workflows. She warned there will be an overlap period with the legacy system and "some hiccups along the way" but said the vendor has been generally supportive and the internal team is prepared to work through issues.
Members asked whether confusion could arise from staff using two systems simultaneously. Katie said the implementation team is scheduling training and log-in validation ahead of the super-user sessions to reduce on-boarding friction and that manual entry of some appointments and migration tasks are expected.
No formal action was taken; the board thanked staff for two years of implementation work and asked that updates be provided through the rollout.
