Many physicians, especially those in smaller clinics, are concerned about the cost of electronic medical record (EMR) software. Although the cost can be high, there are a variety of systems available today that will fit any budget. Also, the benefits of EMR software can save money in the long run, as our dependence on paper continues to decrease and proper electronic archiving becomes easier and demand for it increases. By replacing old filing practices with modern technology, clinics can automate data collection and protect important medical data by storing it electronically, which costs less and takes up less physical space than paper files.

The cost of implementing a new EMR system can vary dramatically, ranging from one thousand to ten thousand dollars and beyond. Smaller practices should consider choosing a lighter version of good EMR software, as costs tend to increase as the systems become more feature-rich. To get the best deal and a system that has everything you need, first perform a cost-benefit analysis to determine what features are must-haves for your clinic’s purposes, and which ones you can easily live without. Take the time to find a product that meets all of your current needs and can be scaled to accommodate future needs as well.

As a basic starting point, make sure the system you choose allows you to collect information about the number of physicians that are employed by the facility, the total patient capacity, the staff to physician ratio and the average number of phone calls that are received on a daily basis. In addition, keep in mind that even entry-level EMR software systems will still require you to invest in staff training. On-site training will help you work through any initial issues that may arise and will ensure that everyone knows how to operate the interface and keep the workflow going.

It is also important to ask what types of additional hardware will be required. Whatever you have must complement the EMR software system in order to get the most from it. Choose reputable products that come with maintenance and support whenever possible. The same goes for the EMR software system itself – ask about annual maintenance needs and cost to ensure the system is kept up-to-date. Consider employing a networking professional to take care of your practices on an as-needed basis – this will save on cost while keeping your system updated.

Finally, small clinics should definitely check out government assistance options to help finance a new EMR system. The American Recovery and Reinvestment Act of 2009 has allocated $34 billion in stimulus funds for the promotion and support of a national, health information system. In the long run, although it will cost some money to update your existing recordkeeping system to a new EMR software system, the time and money that is saved in the long run – not to mention the drastically improved patient care – makes it well worth the upfront expenditure.

There has been much debate over whether electronic medical record (EMR) software will protect or eliminate a patient’s right to privacy. Although the fears surrounding such unprecedented access to medical information may be understandable, in reality a quality EMR software system, combined with proper staff training protocols, can protect the integrity of medical records much more easily and thoroughly than paper filing systems.

In order to alleviate privacy concerns, it is important to ensure that your EMR software system is set up to store medical records in a legally correct manner. In fact, according to the Healthcare Information and Management Systems Society (HIMSS), electronic records that do not meet certain Federal and State requirements can be challenged as legally invalid, claims may be denied and litigation can ensue. To avoid this, make sure you can easily demonstrate procedures that will prove your electronic medical records have not been altered.

A good system will combine the needs of your practice (including the need to correct mistakes and make changes from time to time), with preventative measures that exist solely to protect the legal integrity of the records and the privacy of your patients. For example, will your system keep track of who entered what data? Does it have an effective yet realistic “time-out” feature that will limit the amount of time that a record can be altered after it is created, before “locking” it for good? How frequently does the system require you to update and change passwords? Is each entry automatically time-stamped? These are just a few of the features that can help to prove the integrity of a facility’s EMR system, and they can also work to alleviate privacy concerns among patients.

While it may be natural on some level to fear the added control that seems inherent to centralizing records of just about anything, when it comes to our medical records we simply can’t afford to maintain the status quo. Paper recordkeeping systems are fast becoming a thing of the past, and the new digital recordkeeping era promises to provide us with unprecedented access to vital information so physicians from all backgrounds can begin to gain new insight into the human condition.