Electronic medical records (EMRs) are the wave of the future – and the future is now! So why is the adoption of EMR software taking so much time to implement, even though they are a great way to help reduce costs, improve efficiency and increase revenue? As it turns out, the reasons why this process is taking so long are varied and depend on a number of factors.

When it comes to adopting EMRs, cost is obviously a major consideration for many physicians and healthcare facilities. Many doctors are waiting to take advantage of the funds that have been allocated for this purpose by the federal stimulus package in 2009, so until lawmakers define exactly what types of systems will qualify for the money, many doctors and healthcare facilities are reluctant to make a move.

Privacy concerns are yet another barrier that must be overcome before healthcare organizations will truly be able to tap into the power of patient-specific healthcare data. Despite the many advantages of EMRs, patients still want to retain control over their own medical histories, and no doctor’s office or hospital wants the legal mess (not to mention the bad PR) that could result from a breach of privacy. In July of 2009, the Health IT Standards Committee began to consider measures such as encryption, audits and access controls in an attempt to address these issues, but many physicians are still waiting for a definitive answer on how to handle this particular issue before moving ahead to adopt a digital recordkeeping system.

Although many physicians may still feel reluctant to dive in and begin researching the ins and outs of electronic medical records, all healthcare practitioners should become familiar with the issues surrounding this debate. As a nation, our financial records have been digital for so long that many of us can’t even remember a time when they were not kept on computers. Looking at it from this perspective, it truly seems unfathomable that our medical records are not held to the same standard.

Electronic medical records (EMRs) promise to revolutionize the medical industry by reducing healthcare costs, simplifying recordkeeping practices, increasing the ability to share information and eliminating errors. But according to a 2009 report by IVANS – a supplier of EDI and network services to the insurance industry – up to 80 percent of physicians have reported that a lack of available funds is the main obstacle to implementing EMRs in many facilities. The Obama administration has, however, publicly supported the adoption of electronic records, and here we’ve outlined how last year’s $787 billion stimulus package supports current efforts to computerize the nation’s hospitals and physician’s offices.

The stimulus package has allocated $45 billion to helping the healthcare industry adopt electronic medical records, and requires the government to determine which software systems will be most beneficial and why. This process, aptly described as determining “Meaningful Use,” is still unfolding, with the main point of discussion currently revolving around deciding upon the speed at which physician groups, hospitals and technology vendors would be required to convert to digital recordkeeping systems.

Under the terms of the stimulus package, physician practices could receive up to $44,000 over a five-year period, while hospitals could receive a maximum of $15.9 million, to install EMR systems that meet “Meaningful Use” requirements. In contrast, the government would ultimately impose penalties on providers who do not choose to convert to electronic medical records by 2015, beginning with reducing Medicaid and Medicare payments by 1 percent in that year (and growing to 3 percent in subsequent years).

Whether or not systems are adequately “Certified” under the new standards that have been set by the stimulus package is also an integral issue for physicians hoping to receive incentives to adopt EMR software. Previously, certification was outsourced to a commission founded by the Healthcare Information and Management Systems Society (HIMSS) and was largely voluntary. But despite more than three years of certification, many EMR software systems are still not set up to communicate easily with one another, which has spurred the commission to turn its focus to ensuring that the certification process serves as a way to determine who will be eligible for stimulus funds.

Although some reports claim that seven out of 10 healthcare providers think EMRs would positively affect their practices, their patients and the industry as a whole, some physicians are still left wondering where to begin. On the other hand, many others are already making investments in IT initiatives. Whichever category you (and your practice) falls into, these new technologies will alter the medical landscape of this country and affect the way healthcare professionals provide patient care in the months and years to come.

There are many reasons why the healthcare industry and patients will benefit by adopting universal electronic medical records (EMRs), but the reduction of our nation’s healthcare costs is perhaps one of the greatest potential advantages to digital recordkeeping. In fact, the Institute of Medicine has estimated that medical errors alone account for nearly $37 billion annually in preventable costs, largely due to duplicate testing and a general lack of communication between facilities.

The Obama administration has officially stated that EMRs can work to mitigate errors by allowing doctors to more efficiently coordinate care and to share information with one another accurately and instantly. Despite this – and despite the extraordinary success of EMRs that are already being used in respected, groundbreaking facilities like The Mayo Clinic – most healthcare facilities in this country have still not been equipped to share information, or to record and store data, electronically.

In addition, some experts estimate that doctors and nurses spend 40 percent of their time simply documenting patient data – essentially administrative work – that could be done much more efficiently using a centralized EMR software system. By replacing outdated data-entry tasks with new information technology solutions, medical facilities can empower employees by focusing on efficiency, thereby increasing profitability and the quality of care patients receive.

In fact, patient care is directly affected in a variety of ways by the adoption of EMRs. For example, the total number of records that are available when cross-referencing data directly affects the accuracy and implications of the information that is aggregated. In this way, anonymous but universal EMR sharing can create a data pool from which physicians and other healthcare practitioners pull and cross-reference information – including disease histories, incidents of drug interactions, and drug side effects – to name only a few.

The long-term positive effects that EMRs would have on healthcare costs, including research and development – not to mention patient care – are difficult to fathom, simply because many physicians have not yet experienced the ready access to comprehensive data that the universal adoption of EMR software provides.

Physicians who are interested in electronic medical record (EMR) software should take a close look at both desktop and handheld varieties. Both types of EMR software have many of the standard benefits of digital recordkeeping (efficiency, speed, safety, accuracy, etc.), and both have distinct advantages and limitations that are critical to understand in order to ensure seamless integration with the unique needs of your practice.

Desktop EMR software comes in a variety of formats, most notably web-based software solutions, custom-built software solutions and off the shelf, or standalone software solutions. Each type of system allows medical records to be stored, retrieved and shared electronically with record speed and accuracy.

Web-based desktop software for EMR use is often the simplest to install and use – if you have a working Internet connection, you are more than halfway there – but since data is kept on a public network, it often raises concerns about the security and privacy of medical records, so be sure your system has the ability to easily restrict access.

Custom-built desktop software solutions are exactly that – tailor made to the specific requirements of your office, giving you full control of every detail. While this option may seem to make the most sense due to the freedom it allows in controlling how the EMR software functions, custom-built options are often much more expensive than other solutions and can take much longer to develop.

Off the shelf or standalone desktop EMR software solutions are much more affordable and are often ready for immediate use upon purchase. They often use a programming language like Java and work on multiple operating systems, including Mac, Windows and even Linux. In addition, established standalone systems often come ready to go with a comprehensive feature list that was developed through actual use by physicians and other healthcare professionals, so you don’t have to brainstorm and foresee every feature you may need. Be sure to ask if the system offers Intra-office instant messaging, scheduling, patient tracking and automated data backup, as well as any other features your office will need.

In today’s medical world, however, many physicians are finding that Palms, iphones, PocketPCs and Blackberries are becoming a necessity and not just a luxury. Although these handheld devices are perhaps best known for giving easy access to email, contact information and scheduling, they also have the capacity to run a growing number of medical software systems, including but not limited to recordkeeping, image viewers, medical calculators, drug references and textbooks. Compared to desktop and laptop computers, handheld devices are also very compact and light, providing the convenience of instant access no matter where you are. They also tend to have a prolonged battery life and are much less likely to break down or malfunction.

With both desktop and handheld medical software, you should do your best to evaluate the software prior to purchase. If they have a free trial – use it! And be sure to utilize any demo materials or client referrals they offer. When it comes to EMR software, taking the time to understand the options is critical to long-term success, so don’t be afraid to ask tough questions and expect the best – both you (and your patients) deserve it!

When it comes to Electronic medical records, a few things are certain – we can’t rely on patients or providers to remember everything, and paper files are cumbersome, fragile and inefficient. Electronic medical records (EMRs) provide a much-needed solution to these issues, and the federal government has earmarked $34 billion in stimulus money to help physicians make it happen.

How it Works?
Due to the stimulus money, healthcare providers could receive incentives to adopt digital recordkeeping systems over the next five years. After 2015, physicians who have not converted will be penalized, perhaps with reduced payment from Medicare, for example. In order to qualify and receive bonus payments, it is important to make sure your EMR software meets the federal requirements for “meaningful use,” which are expected to be completely defined by late spring of 2010, according to the Department of Health and Human Services.

Why it’s Important?
Medical records are not only a vital part of every patient’s care, they are also valuable assets for healthcare facilities that may be looking to obtain grants or gain additional market share. In addition, not only are electronic medical records safer, more efficient and more effective than paper files, but they could also be part of the solution to bringing down our nation’s soaring heath care costs. In fact, some experts estimate the healthcare system could save up to $30 billion each year, simply by reducing errors, allowing physicians to coordinate care for patients who are chronically ill and eliminating duplicate lab and imaging tests – all areas that are impacted by EMRs.

Regardless of any obstacles that may arise, or resistance from various parts of the medical community, the stimulus money, along with the many resulting organizational questions that have arisen, ensure that EMRs will be the wave of the future. Patients and insurance providers will, over time, find it increasingly difficult to work with offices that do not use electronic methods of recordkeeping, thereby also contributing to drive the shift in procedures.

By Kirsten E Silven,

Vidhu Panicker