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Can an EMR Really Be Easy?

By Steve Platnick, BSEET, CEO mPACTs, Information Technology for Healthcare

People ask me that all the time. If it had been a few years ago, I'd say "no way - get ready for a huge migration period with lots of down time, and completely forget the way you do things today - that will completely change."

Now things are different. There are several EMR (Electronic Medical Records) systems that one might consider a "hybrid" of electronic files and traditional paper documentation. Since only 15-20% of physicians actually used traditional EMRs, something had to change, and practice software developers have responded.

So, how do you know what to look for when evaluating an EMR?

First, have a clear sense of your current patient information and documentation process. Know what works well for you in that process and what you wish could be streamlined. One of practice clients was attached to the forms they had been using, but wished they had an easier and faster way to find patient charts and find information within those records. Make a list of functionality you would like to have and rank them in order of importance.

Second, ask for referrals and do your initial research. Internet Blogs or local medical association groups are great places to inquire about EMR systems. In order to compare “apples to apples,” you will want to make sure you talk with practice managers and physicians who operate in the same specialties as you do. Find out which systems they evaluated and chosen, and what in particular has improved in their practice as a result of implementing the software. Ask about the implementation process, how it affected patients, the way physicians practice medicine and how staff procedures have changed.

As you collect recommended EMR system names, go to their websites and get some initial information. Peruse the sites and create a short-list of EMR systems based on what you learn. Keep in mind these company websites are designed to sell you on their systems, but as you learn about the available features, you may adjust your original criteria list.

Third, once you have your “short list,” request information, demonstrations of the software, and a list of clients who use the software. You will want to see the software in action, get your hands on it, if possible and have the opportunity navigate through demo data.

Rather than only calling the select references that the EMR provides you with, contact a few of their clients who are not on the reference list to get balanced feedback.

What to Consider
In addition to ensuring that the functionality and process of the EMR you choose matches the things you like about your current process and your goals for the practice, there are several other things to consider to choose the right EMR.

1. If you will only use 10% of the EMR’s functionality, you will be paying for the other 90% that you don’t use. You may want to consider a modular EMR with select functions or a system that more closely provides what you need.

2. Evaluate specialty experience vs. your specific needs. Sometimes a specialty EMR will provide everything you need, but sometimes a general EMR better addresses your practice goals. You will want to determine the importance of specialty practice EMR functions vs. general practice capabilities.

3. Make sure that the EMR you choose can either work with your current practice management software, can take the place of your current system, or effectively complement the practice software you use. Some practice management software comes with EMR capabilities built-in or modules that you can purchase. You may want to explore options available with your current practice system first in order to minimize new implementation and learning curve.

For questions about retaining employees in your practice, email “The Practice Doc” at doc@qualityphysiciansvcs.com

4. When it comes to expense, look at the big picture. You will want to make sure you create a budget, not only for the system, implementation and support, but also include hardware and other equipment, connectivity requirements, training, possible practice down-time for implementation. However, don’t make cost your primary decision factor. Your EMR is an investment, and where you will see returns is in operational efficiency, accessibility and flexibility in caring for your patients.

5. Be careful with customization. Customizing an EMR to meet your specific practice needs can be a double edged sword. Although it may benefit you immediately, you may not receive the support and updates you need for your specific functions. Always make suggestions for custom programming. If the functionality is something that many practices would desire, the software developer may be willing to make the changes or split the cost of custom programming with you.

6. Consider training required. Staff and physician training will take them away from generating practice revenue for that period of time. Make sure that you review the training program, documentation and time required for training. A more intuitive EMR that mirrors your current operational processes will ultimately reduce training time, especially as you add new physicians and staff.

7. Don’t let the tail wag the dog. The EMR you choose should complement your existing work flow and clinical processes, not dictate how you practice medicine.

Allow time to choose the right EMR, and time for customization and implementation. This is not a quick process, but using an EMR can really improve your practice operational efficiencies, reduce errors, improve provider accessibility of patient information and improve your HIPAA compliancy.