Functionality is a major point to consider when choosing an electronic medical records (EMR) software system, so it’s essential to develop an understanding of the key performance indices that should be captured for a medical practice by an EMR software system. Usability is also an important component, so be sure to consider how easy it will be for everyone involved to learn how to operate the system.
Working with a reputable consulting firm can help you get to the bottom of your practice’s needs, but a good rule of thumb is to find a system that will enable you and your staff to electronically complete all necessary tasks in the same amount of time (or less) than it takes to do them on paper.
Good EMR software systems should be able to accommodate doctors who are used to dictating, as well as those who prefer to type their notes. Also, scheduling appointments should be a snap, but ask about integration to make sure staff members don’t have to toggles back and forth between two systems. You should be able to quickly and easily scan paper documents into the system, and sending a prescription electronically should take mere seconds. Finally, allowing faxes to come directly into the EMR system should help the overall work flow, while staff members should be able to enter information regarding vital signs at the point of care by using a tablet, touch screen or laptop in the examination room.
You should also be able to easily track your clinic’s overall performance on a daily, weekly, monthly and yearly basis. Many EMR software systems will allow doctors to chart the demographics of patients, revenues and accounts. This data allows you to evaluate the performance of different areas of a facility, spot trends and ultimately enhance your services by adjusting to the unique needs of your practice. On a very basic level, your EMR software system should also allow you to collect relevant information about the number of physicians on staff, the staff-to-physician ratio and the average number of phone calls that are received daily.
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.