Building an EHR adoption, selection, and implementation checklist

The selection of an EHR is one of the most important decisions a practice owner will make over the next two years. It will affect every aspect of a healthcare facility, from communicating with patients to submitting reimbursement claims. With hundreds of available EHR options available, selecting a documentation software system can be an exhausting and confusing process without a well-thought out action plan and clear expectations of what the system will accomplish. Look for the following features in an EHR.

• Evaluation – Decide what the EHR is expected to accomplish within the clinic.

• Teamwork – Form a team to evaluate the different EHRs and report back to the final decision makers.

• Specialization – Choose a documentation system specifically designed for your practice.
• Privacy and security – To maintain HIPAA compliance, therapists must ensure their EHR meets stringent requirements to safeguard personal health information. Practice owners that fail to do so will find themselves faced with costly fines, along with civil and criminal charges.
• Customization – Certain practices have unique needs and an EHR should allow clinicians to create custom documents and templates.
• Web-based – Select a Web-based system that stores information in the cloud to eliminate the dangers of fires, floods, natural disasters and identify theft.
• Workflow integration – Some practitioners are attached to their existing systems and don’t want to give them up. Choose an EHR that integrates any existing office software and offers the ability to remove old systems easily should they no longer be wanted or needed.
• Portability – iPad compatibility is essential for portability throughout the office, at home and other venues where the clinic offers services.
• Electronic billing – An EHR equipped with electronic billing reduces the turnaround time on reimbursement claims and allows for the quick submission of documentation and resolution of denials.
• Communication – Interacting with clients can be automated to deliver appointment and billing reminders. Communications can be sent via email, phone, and text and voice messaging.
• Patient portal – Clients can schedule an appointment, view test results, complete health histories and provide insurance information with a patient portal. Practitioners can easily verify insurer information and contact patients if there’s a problem.
• Prescriptions – The ability to submit medication orders to a wide variety of pharmacies saves time for therapists and patients.
• Interconnectivity – Tests, x-rays and lab work from outside facilities can all be ordered from the office with an EHR. Therapists should ensure their EHR is compatible with other facilities in the area. Results can easily be returned to the office electronically and posted through a patient portal where clients can view them.
• Importation capabilities – EHRs are designed to eliminate voluminous paper files, but the information contained within existing documents must find its way into the documentation software. It’s essential that the EHR offer the ability to import notes, documents and test results for a complete electronic solution.
• Online training – Staff must be trained in the use of an EHR, but training provided by vendors often results in an overload for staff. Online training can be accessed multiple times and whenever it’s needed to reduce the learning curve and assist staff in retaining more information.
• Customer service – Choose an EHR that provides automatic updates, 24/7 support, regular back-ups, and the ability to upgrade and add new modules as needed.

The idea of implementing an EHR can be a scary thought and has led many professionals to delay the process. An electronic documentation system must be in place by 2014 and therapists need to initiate the search for a suitable EHR as soon as possible to ensure sufficient learning and shakedown time before the deadline.

Source: EMR News