Once a medical facility has decided to implement a new electronic medical records system (EMR), it’s essential to become familiar with the various software and hardware requirements that exist. The capabilities of EMR software systems are virtually limitless, and costs increase with the number of features a system has. For this reason, smaller practices can often get by with a less complicated, and therefore less expensive, EMR software system than a larger hospital or medical facility.
In order to determine your facility’s software requirements, it is helpful to perform a cost-benefit analysis that will help you choose between various available systems. In order to avoid costly purchasing errors, it is essential to choose a system that fits your budget and your needs prior to implementation. In general, it is typically best to look for EMR software that meets every current need but can also easily be scaled to meet future requirements.
When conducting a cost-benefit analysis for EMR software, begin by having a clear understanding of what you will need the software to do. For example, systems can often produce data regarding your facilities’ staff to physician ratio, the average number of calls you receive in a given time period and the patient capacity of the center, to name only a few.
It is also important to gauge the amount of training your staff will require, and to determine whether or not that service is included with the price of the software package. Inevitably, there will be a learning curve as everyone gets used to the interface and various features of the software, and any resulting hurdles are much more easily overcome when training is provided during the implementation process.
In addition to providing the software, providers will also configure all hardware to meet the needs of your facility. In many cases, practices will find they must purchase a significant amount of new hardware in order to meet the needs of running a digital recordkeeping system. Since it is essential to provide the proper support for the infrastructure of your new system, the price of things like new server stations, printers and computers should also be figured into the cost-benefit analysis. It is also prudent to consider the longevity of new equipment, so be sure to work with a reputable dealer who will provide direction, support and maintenance if necessary.
While all of this may seem a bit overwhelming at first, healthcare facilities and physicians can ultimately save time and money by doing extra legwork on the front end of the project. EMRs are beginning to revolutionize the way we provide healthcare, so be sure to ask the right questions and consult with an EMR expert before choosing a software system for your facility.
1.
Do your homework. Familiarize yourself with the language of
EMRs and also try to get a feel for what is going on in other practices. Understand the impact the government has on the implementation of
EMRs, and map out realistic goals and expectations for your practice.
2.
Efficiency.
EMR software can dramatically increase productivity, patient care and efficiency levels in your office by eliminating outdated handwritten note taking and filing systems, while keeping the most current information at your fingertips.
3. Hardware and software. Before anything else happens, you must have the right equipment. It is imperative that faulty or improper equipment not be used, as it can impede workflow and could even negatively affect patient safety.
4.
Legality. Make sure the legal integrity of your digital records system is up to par. According to the Healthcare Information and Management Systems Society (HIMSS), an electronic record must be stored in a legally correct manner, or it can be considered hearsay, and challenged as legally invalid. Make sure your
electronic medical records meet the Federal and State requirements for a medical record, to avoid complications.
5.
Cost. Although
EMR software can be expensive, the many benefits of using digital recordkeeping systems will most likely save your practice money in the long run. Consultation with an
EMR expert is essential to getting the best deal on a system that really fits your needs. And remember that you will also save the time and money you’ve been spending on storing and filing paper.
6. Work flow. Make sure the system you choose has a workflow that fits your needs and has been proven to do so via testing. This will allow you to spot problems that need to be fixed prior to widespread implementation.
7.
State and federal regulations. The
EMR software you choose should meet all requirements to protect patient safety and privacy.
8. Use a staged rollout. Once you’ve chosen the best system for your practice, by selecting a few people to participate in the initial implementation of a new system, you can identify stumbling blocks and train these staff members to provide strong support to others throughout the rest of the deployment process.
9. Allow adequate time for the transition. Consider going to an abbreviated schedule for a minimum of two weeks, but up to one month, after implementing the new system. This will allow staff members to train without as many distractions, but will also require them to use the system throughout daily routines, just at a slower pace.
10.
Support and maintenance. After your practice has chosen, installed and adapted to new
EMR software, make sure there are provisions in place to perform maintenance and updates as needed. You should also have a clear idea of what type of ongoing training/support you can expect to receive for additional questions that are sure to come up.
By Kirsten E Silven