Our industry Experts can guide you through the process of EMR selection, Implementation and Customization. They have consulted major healthcare systems nationally and bring valuable insights in managing your needs and providing an objective assessment and time saving customization to your current or future EMR requirements.
▪ Some of the key aspects of our EMR vendors facilitate busy physicians to remain on paper with little EMR interaction while meeting meaningful user requirements.
▪ We provide custom solutions to enable documentation capture, CPT and ICD9 codes in office or while you are on move using portable devices including cell phones.
▪ Custom forms provide quick data capture using check marked paper or utilizing portable devices to produce robust documentation.
▪ While we reduce your dictation and transcription needs through technology and tools, we also provide cost effective dictation and transcription services if your practice prefers to continue dictation.
Our Project Management and EMR Experts manage every phase of the process including:
▪ Assessment – Current State
▪ Administrative processes
▪ Clinical workflows
▪ Data collection and reporting
▪ Computer literacy
▪ Internet access, Hardware and Network Planning & Implementation.
▪ Future State Planning
▪ Operational Gap Analysis
▪ Application and Clinical Workflow Gap Analysis
▪ Staffing and Resources Planning
Objectives and Measures
▪ Specific – Achieving the goal would make a difference to your patients and our practice
▪ Measurable – We can quantify the current level and the target the goals
▪ Attainable – Even though the goal seems dodgy, we achieve it
▪ Relevant – Our solution match the your needs by 100%
▪ Time bound – There are deadlines and opportunities to celebrate success!
These goals become the guide posts for an EHR implementation project, and achieving these goals will motivate providers and practice staff to make necessary changes and attain new skills.
Critical outcomes of the assessment process include:
▪ A designated leadership team for the EHR implementation process (clinical and practice management staff, or for small practices, the entire team). Having strong and positive advocate(s) for change can be one of the strongest tools to guide the transition.
▪ A unified vision, where each member of the practice team understands how they will be affected by the change and understands the roadmap to success.
▪ Measureable, quantifiable, realistic goals, which are the key to the assessment phase
Clarify and Prioritize
Building an EHR implementation plan becomes critical for identifying the right tasks to perform, the order, and clear communication within the entire team involved with the change process. The first step in the planning process for the team is to segment the tasks into three categories:
▪ New work tasks/process
▪ Discontinued tasks/process
▪ Sustained tasks/process
The start/stop/sustain exercise helps clarify what the new work environment will be like after the change and help the team prioritize tasks in the overall EHR implementation plan.
▪ Analyze and map out the current workflow and processes of how the practice currently gets work done (the current state).
▪ Map out how EHRs will enable desired workflows and processes, creating new workflow patterns to improve inefficiency or duplicative processes (the future state).
▪ Create a contingency plan – or back-up plan – to combat issues that may arise throughout the implementation process.
▪ Create a project plan for transitioning from paper to EHRs, and appoint someone to manage the project plan
▪ Establish a chart abstraction plan, a means to convert or transform, information from paper charts to electronic charts. Identify specific data elements that will need to be entered into the new EHR and if there are items that will be scanned.
▪ Understand what data elements may be migrated from your old system to your new one, such as patient demographics or provider schedule information. Sometimes, being selective with which data or how much data you want to migrate can influence the ease of transition.
▪ Identify concerns and obstacles regarding privacy and security and create a plan to address them. It is essential to emphasize the importance of privacy and security when transitioning to EHRs.
Selecting an EHR system is a critical decision and a significant planning task. There are different opinions regarding when the selection of an EHR system should be made in the planning phase. After establishing the objective(s) and planning of the practice and how EHRs will affect workflows, the leadership team and staff can determine what to look for when considering and selecting an EHR system. The following are several considerations for EHR software comparison have found to be useful:
▪ Understand if and how a vendor’s product will accomplish the key goals of the practice. Essentially, a test drive of your specific needs with the vendor’s product. Provide the vendor with patient and office scenarios that they may use to customize their product demonstration
▪ Clarify start-up pricing before selecting an EHR system (hardware, software, maintenance and upgrade costs, option of phased payments, interfaces for labs and pharmacies, cost to connect to health information exchange (HIE), customized quality reports)
▪ Define implementation support (amount, schedule, information on trainer(s) such as their communication efficiency and experience with product and company)
▪ Clarify roles, responsibilities, and costs for data migration strategy if desired. Sometimes, being selective with which data or how much data to migrate can influence the ease of transition
▪ Server options (e.g., client server, application service provider (ASP), software as a service (SAS))
▪ Ability to integrate with other products (e.g., practice management software, billing systems, and public health interfaces)
▪ Privacy and security capabilities and back-up planning
▪ Linking payments and EHR incentive rewards to implementation milestones and performance goals
▪ Vendor’s stability and/or market presence in region
▪ Cost to connect to HIE
▪ Consider costs of using legal counsel for contract review verses open sources through medical associations
Training and Implementation
EHR implementation involves the installation of the EHR system and associated activities, such as training, mock “go-live,” and pilot testing. The EHR implementation plan and schedule (developed during the planning phase) should be followed and executed during this phase, in addition to execution of the following:
▪ Chart abstraction plan and other data migration plans in conjunction with your EHR vendor
▪ Execution of an EHR implementation training plan that includes practice specific goals and needs, as well as compliance with Meaningful Use objectives
▪ Privacy and security risk management mitigation plan
▪ Improve Quality, Safety, Efficincy
▪ Engage Patients & Family
▪ Improve Care Coordination
▪ Improve Public and Population Health
▪ Ensure Privacy and Security for Personal Health Information
CONTINUOUS QUALITY IMPROVEMENT
This final phase refers to reassessing what you have learned from training and everyday use of the system. It emphasizes continuous evaluation of your practice’s goals and needs post EHR implementation to continue improving workflows that achieve the individual practice’s goals and needs while leveraging the functionality of electronic health records (EHRs):
▪ Were the goals and needs met?
▪ Do workflow processes need to be re-evaluated?
▪ Is additional training required?
▪ Are you capturing the required data elements needed for internal clinical priorities, as well as for reportable quality measures?
▪ Do staff roles and responsibilities need adjustments?
▪ Is the technology in the appropriate locations?
▪ Is the technology reliable?
▪ Is the technology “fast enough?
▪ Is additional hardware needed?