EHR / EMR

Electronic Health Records ( EHR/EMR ) will help to improve patient care by enabling functions paper records cannot deliver. EHRs make patient health information available when and where it is needed and it will always be current. In addition to providing a complete record, EHR software will also help improve patient safety by checking the information and alerting on any potential issues, such as medication interactions or allergies.

While the benefits are clear, the challenges of implementing an EHR / EMR system can be overwhelming.  The uncertainty of which software to choose?  Will it fit the needs of the practice?  What hardware will I need? How will we be trained?  Who will support me and my staff?  The process can be broken down to four segments.

EHR Selection

There are many EMR / EHR options for you to choose from and making the right choice is a crucial part of the process. You must consider features, usability, specialty support, ability to customize, cost, device support, and what your peers are using and why. Here are a few helpful hints to help you prepare to begin your selection process:

• Create a list of must-haves and nice-to-haves — What features are you looking for?
• Create a list of goals — What do you want EHR to change in your practice?
• Involve your staff in the demos and selection.
• Know the vendor — What’s their focus, history, install base, and future plans?
• Work with your IT partner to ensure you understand the complete costs.

EHR Implementation

Once you have chosen an EHR you will need to work with the vendor and your IT partner to develop an implementation plan. EHR adoption is never easy, but with a solid plan and some good advice you can ensure a good experience.  When creating your plan, be sure you:

• Conduct a workflow analysis to determine what will work with the new EHR and what will need to change.
• Upgrade your computers and technology early to ensure everyone is comfortable with the new hardware.
• Start with the scheduling and billing modules first, once comfortable, start using the EHR module.
• Expect to move slow during the first few weeks, reduce you schedules to accommodate.

EHR Training

The success of your EHR implementation relies on proper training. Be sure you take advantage of any online training or pre-go-live training that is available. Your training plan should include multiple days of on-site go-live training and support. On-site training is crucial because the trainer will get the full understanding of your workflow and be able to help reduce the pain and stress of the change.  Ensure all of your staff is available for the training and has a reduced workload so they can focus on learning and getting the most out of the training.  Many practices do not budget enough time for training. Be sure you discuss your needs with your vendors and don’t be afraid to add training time above their recommendations.

EHR Support

You will need to ensure you have reliable, fast, and efficient support on your EHR software and the hardware you use to access it. Ensure your monthly or annual fees include the level of support you need. Some smart questions to ask are:

• What are the support hours?
• Are the support agents in the USA, will there be language barriers?
• Can you call in directly, or do you have to fill out a ticket online and wait?
• Do they support just the software, hardware, or both?
• Are software updates included, what are the fees?
• What is the plan for supporting and testing HIPAA 5010 and ICD-10?