Over the last eight years, medical practices and hospitals all
over the United States have been abandoning paper charts for electronic ones.
In 2004, less than 5% of physicians were using electronic medical record (EMR)
systems. That same year, President George W. Bush set the goal that the
majority of United States citizens would have an electronic medical chart by
2014. In 2009, President Obama took it a step further and dedicated billions of
dollars of incentive money to have all medical charts in a digital format by
2014. These two government moves ushered in the age of EMRs. While a vast
majority of the medical world is on board with the changes in theory, the
reality is that this has not been a cheap or painless transition for anyone.
In 2008, 41.5% of physicians reported using some type of EMR
system. In 2011, that number jumped to 55%,still leaving a substantial portion
of the medical community that has not yet made the leap to computerized charting,
largely due to both the monetary and time costs. Most practices have thousands
of records, and the idea of purchasing an EMR system and then spending the time
and money scanning and converting charts is overwhelming, not to mention the
time it takes to educate staff and doctors and become comfortable with a new
way of doing things. For the 45% who are not online with their patient care,
the time is now. The deadline for government incentives for EMR is 2014. Those
not integrated and live by 2015 face the possibility of monetary penalties.
But where to start? Choosing an electronic medical records system
(EMR) is a daunting task. There are many attributes that must be compared and
considered. In today’s market over 900 systems exist. How is it possible to
wade through to find the perfect fit for your office? Understanding what you
are looking for and weeding out what won’t work for your situation is the best
way to start.
1. Narrow
the list of vendors down to those that accommodate your specialty. There is no
reason to spend any time on a system made for allergists if you are an
orthopedic practice. Make sure to be very specific when questioning the
salesmen and users.
2. Set
a budget, but be realistic. Chances are you do not want a system in the lowest
price point. There is a reason it is so cheap. Think about a budget for not
only upfront costs, but monthly charges and support fees.
3. Determine
which companies meet the requirements for meaningful use. There is no reason to
go with a system that is not been upgraded to meet the standard requirements.
If the system does not, then your practice will be ineligible for incentives.
Educating yourself on what “meaningful” means and what it involves is
imperative. Among other things, the system should have the ability to
E-prescribe medications, share patient information, and report statistical
data. Also consider various certifications and accreditations.
4. The
next step is research user satisfaction. Salespeople and testimonials will
probably provide a biased opinion, so make sure to read user boards, reviews,
and speak to friends and peers who are already using the system. Ask questions
and voice concerns. Chances are other physicians will have put time and effort
into their choice and are happy to impart what they like and don’t like about
their system.
5. Go
see the “finalists” actually being used in a practice similar to yours. If you
have a small office with only a handful of staff, don’t go to a 15-doctor
practice with three offices. Spend a day watching not only how the physician
uses the system, but also how the nurses, support staff, and billing office use
it. All of these components are important, and none should be overlooked. If
possible, also take key staff members to get their opinions. Often managers or
insurance specialists will have extra insight into their area of expertise.
6. Understand
what will be involved with the training to get your office up and running.
Determine a realistic timeline for going live on the new system. Talk to the
software company about their scheduling for training, and question peers on how
long training took for their offices. Often the seller will give you a “best
case scenario” that is not the most accurate. Other users will be more honest
about the learning curve and how long it took their offices to be competent in
the new system.
Technology has become an everyday part of our lives, and the
medical profession is no different. Taking steps to move your practice to EMR now
will ensure that you avoid penalties in the not too distant future. The
government is dedicated to creating a medical system that is conducive to
sharing information. It is best to get on board now, instead of scrambling and
purchasing a subpar system at the last minute. Take your time and educate
yourself so that the system you choose is the best fit for your practice.
Figuring out after the contracts are signed and the charts are scanned that you
made a bad decision would mean thousands of dollars and countless man hours
wasted. Avoid disaster and choose an EMR wisely.
Sources
Jamoom E, Beatty P, Bercovitz A, et al. Physician adoption of
electronic health record systems: United States, 2011. NCHS data brief, no 98.
Hyattsville, MD: National Center for Health Statistics. 2012.
Hawryluk,
Markian. Government Pushes
for Electronic Medical Record Standards [newspaper article]. (2004, February
9). Retrieved from http://www.amaassn.org/amednews/2004/02/09/gvsa0209.htm
Great tips, Karen! Choosing the right EMR is analogous to choosing the right car or house. Whatever system you choose, you must be comfortable with it. Know that you will have to train to get used to the system, and the fastest way to do this is to choose the EMR that matches your preferences. And we all know that to do that, we need the help of our good friends, research and the internet. :D
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