Perhaps one of the greatest concerns surrounding electronic medical records (EMRs) is whether they will positively – or negatively – affect patient satisfaction. Many of these questions involve fears about how to protect the privacy of medical records, but there are also concerns regarding the fallibility of EMRs. In reality, however, a quality, CCHIT certified digital recordkeeping system should provide added protection from loss of data and additional security for sensitive patient information.

All physicians want to give their patients the best, and quality EMR software should allow doctors to provide state-of-the-art care by eliminating sub-standard systems that could potentially harm the reputation of a facility. For example, many certified systems are designed to communicate with one another, making it much easier for patient data (including referrals, subscriptions and emergency medical information, to name only a few) to be shared between various healthcare facilities. This ensures accuracy of information, as patients will no longer be required to remember and transmit pertinent messages or to carry paper files around on various doctor visits.

In addition to making it easier to transmit medical information, EMRs also greatly reduce the risk for error – both with respect to medical care and billing systems. Historically, the likelihood of making an error when entering and transcribing information by hand on paper documents has been high, but statistics have already shown a dramatic reduction in such errors among facilities that have adopted electronic medical records. Also important, EMRs prevent the total loss of patient information, since everything is routinely backed up on a remote server. Even in the event of a fire that destroys an entire facility, digitally stored records would be kept safe, while their paper counterparts would be reduced to little more than ashes.

As with any new technology, the idea of EMRs will undoubtedly take some getting used to – for both physicians and patients – but over time it will continue to become more apparent that the benefits far outweigh any possible risk. In the end, both sides will ultimately benefit from the added security, accuracy and efficiency that EMRs can provide.

Many physicians and other medical staff members often wonder why consultants typically recommend CCHIT certified electronic medical record (EMR) software. The answer is simple: Not only can certified software help facilities improve patient care systems and increase profits, but it also ensures that they receive efficient, highly reliable recordkeeping systems that will protect patient safety and privacy.

Certified EMRs are also encouraged by a provision in the American Recovery and Reinvestment Act of 2009 (ARRA), which calls for cuts in Medicaid reimbursements to healthcare facilities and clinics that do not choose to adopt certified EMR software systems. In addition, Medicaid and Medicare are offering bonuses of up to $63,750 to assist independent clinics and other healthcare facilities in the adoption of certified EMRs.

Currently, the Department of Health and Human Services (HHS) is in charge of selecting the criteria that separates a qualified EMR software system from one that is not eligible for monetary incentives. Although multiple certification bodies will continue to exist, all of them will use the criteria set forth by the HHS. While the selection of these criteria is currently still ongoing, vendors who were certified in 2008 by the Certification Commission for Health Information Technology (CCHIT) will be “grandfathered in,” according to the Health IT Advisory Committee, which is a group that is responsible for advising the HHS.

Due to time constraints, CCHIT has already moved forward with its new certification efforts, based on initial suggestions from the HIT Advisory Committee, instead of waiting for the federal government to define “meaningful use” requirements for EMRs. Healthcare providers will already have little time to choose and put to use new EMR software systems by the 2011 deadline, which they are required to meet in order to receive the maximum Medicaid and Medicare reimbursements as defined by ARRA.

For now, the consensus seems to be that EMR software should receive certification for reaching the minimum amount of criteria that are set forth by ARRA’s “meaningful use” stipulation, instead of demanding that it meet all of the requirements that have already been set forth by CCHIT’s existing certification. Regardless, the final decision has not been made on the exact requirements for certified EMR software, so reputable consultants are taking the safe route and typically recommend that clients choose CCHIT certified software, which should cover all the bases.

Electronic medical records (EMRs) can help medical professionals and patients in a variety of ways, but to do this effectively it’s important that various EMR software systems maintain a level of continuity in the way they function. To accomplish this, the Certification Commission for Health Information Technology (CCHIT) provides guidelines for testing and certifying EMR IT systems.

A non-profit organization, CCHIT announced late last year that it would offer new testing programs owing to the current realities of the healthcare IT market, which was greatly impacted by the funding set aside for such endeavors by the American Recovery and Reinvestment Act of 2009. One of these new programs, known as Preliminary ARRA 2011 Certification, tests EMR software systems specifically for compliance with the limited criteria set forth by the Department of Health and Human Services (HHS) and the Centers for Medicaid and Medicare Services (CMS). This certification will help to ascertain which systems meet ‘meaningful use’ criteria, used to determine which facilities will be eligible to receive a portion of the estimated $34 billion in federal stimulus money that has been set aside to digitize heath recordkeeping systems.

In addition, CCHIT will also offer a CCHIT Certified 2011 testing program that will employ a complex set of more than 300 criteria that has been compiled by the organization since its creation. The CCHIT Certified 2011 testing program will most likely closely resemble previous certification programs that have been developed by the organization, but will be adjusted so systems that pass will also meet ARRA criteria.

When it comes to an exact definition for ‘meaningful use’ of EMR software systems, it can be complicated, but CCHIT has worked hard to ensure that certified systems enable healthcare facilities to meet ‘meaningful use’ standards, and therefore qualify for federal stimulus subsidies. Therefore, it is essential for physicians and healthcare providers to take the time to make sure that any EMR software system they are considering meets these guidelines and has been properly certified.

When making the switch to a new electronic medical record software system (EMR), physicians and healthcare facilities must take into account the inevitable workflow interruptions and the ‘learning curve’ that will arise as a result of the software implementation process. By not requiring healthcare professionals to enter too much (or too little) information, systems can achieve a balance for the facility, making recordkeeping systems more effective while streamlining the medical charting process.

Keep in mind that EMR workflow changes will even reach all the way into the actual examination rooms, especially since many physicians are still charting by hand, using symbols and abbreviations that make sense only to them and to their staff. This ‘language’ was originally developed to help doctors save time and space when recording notes, but EMRs will require physicians and other staff members to learn a standardized system and to be more mindful when inputting information. As a result, it’s very important to be selective when choosing the information that will be required by the EMR software system your facility adopts.

In order to determine what information should be required by your EMR software system, take the time to make a definitive list of everything you would like the system to do for you in a perfect world. Then, eliminate the things you could live without. For example, is e-prescribing important to you? What requirements do your specialty have? Do you want to participate in PQRI? Once you have identified the must-have requirements for your facility’s EMR software system, you can work with your software provider to modify an existing system to better suit your specific needs, or to find an ‘off-the-shelf’ product that comes loaded with everything your practice will need.

By taking the time to plan extensively and concentrating on anticipating the future needs of each individual practice or healthcare facility, medical professionals can ensure that the amount of information the EMR software system requires them to input will not slow down medical charting. On the flip side, proper planning will also ensure that enough information must be entered, so physicians and healthcare professionals everywhere will begin to enjoy unprecedented access to comprehensive and comparative data.

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.