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Selection & Implementation

Now that you are ready to incorporate an EMR system in your practice, here are the list of questions that can help you choose the right company and software.

Questions to ask














 

1. What is the cost per physician license?
2. Do you have any existing clients in our specialty?
3. Does your system come pre-loaded with templates for my specialty?
4. Is your company the developers of the software or is it re-branded from another vendor?
5. Is your system client/server based or Internet-based (ASP)?
6. Does your system include practice management software?
7. How many clients does your company have?
8. Is your system HL7 compliant?
9. How long has your company been in business?
10. Is your development done overseas?
11. Is support done overseas?
12. How often is the software updated?

Web-Based vs. Client/Server

Deciding whether your practice should opt for Client/Server or a Web Based EMR:

Both models have advantages and disadvantages.  

The Web Based EMR is a remotely hosted software system accessed via an internet web browser. It is usually accessed by paying a rental or service fee.

Web Based EMR Advantages:

  • Low initial setup costs: No need to buy a server and server configuration
  • Secure and HIPAA compliant
  • Allows you to access all of your information at any time, from any place with internet access
  • No need for server and data management: Hardware maintenance, backups, upgrades are all done for you.

The Client/Server EMR model advantages:

  • Faster performance.  Internet speed will not be a factor.
  • With the Client/Server model you will have greater control over your data.
  • Less expensive in the long term.

 Generally, smaller offices benefit from Web Based EMR and larger offices with more than 5 providers will benefit from Client/Server EMR.

How we implement EMR  

Checklist:

1. Develop a plan for implementation.  Work together with your consultant to create a solid plan for implementation in order to “go live” quickly and easily.

2. Develop an importing and scanning policy.  In this step, paper records are converted to electronic format.  Physicians may review charts and select any files desired (new patients, reoccurring patients, etc.) for scanning into the EMR.

3. Analyze the practice’s workflow.  Your consultant will use input from your practice’s entire staff to plan how work will flow using electronic records.  The workflow system will be used to train the entire practice.

4. Support third-party interfaces.  Arrange the EMR system to communicate with other serviceable systems such as labs, hospitals and pharmacies, diagnostic devices, picture archiving and communication systems, and practice management systems.  Take advantage of helpful features such as e-prescribing, patient e-mail and patient portal access.

5. Create Customizable Templates.  With input from clinical and office staff, you can design templates unique to your practice needs and preferences.  Usually the electronic charts are modified vender templates or created by the practice.

6. Conduct Training.  Effectively learn what a powerful tool EMR can be.  Training support and material will be developed for all current and future staff members.  An example workflow system may consist of medical assistants enter simple patient history and vitals directly into the EMR, followed by physicians entering data from the exam room into the software via tablet.

Do you need the assistance of a professional EMR consultant?   

We know moving to an EMR is a big step.  Be sure to work with a professional during your move to remove much of the unease from the decision and implementation. 

With years of experience in successfully providing solutions for medical offices, we at EMR Systems are committed to answering all of your specific business needs.  We do not believe in the "one box fits all" philosophy.  Instead, we work with our clients to acquire a greater understanding of the processes unique to their practice before implementing a customized solution for them.  Our company is based on a platform of reliability and integrity; you can count on us for a successful move to a EMR system.

Change Management 

Business strategist Peter Senge says, “People don’t resist change. They resist being changed!”  Moving to an EMR requires a change in employee attitudes and behaviors.

The most common reasons employees resist change are concerns about learning something new, concerns about their ability to adapt to a new system, and fear that the EMR requires more effort than the old system. Some individuals have a low tolerance for change, even when they agree with the concept.  

Management must also be able to educate employees on what the EMR means to the organization in terms of better patient care, efficiency, competitiveness in the market, and compliance.

Affecting behavior is a critical success factor in the implementation of an EMR.  The implementation team must assign someone to work with potential users in the planning and design stages to ensure that the people who are supposed to use the system understand the process and will, in fact, use it.