Your requirements of the EMR Software

A first idea here is the fact that this is a cost effective system when it comes to various factors from the space that it occupies to the amount of time that it takes a doctor to reach the information that he or she needs. The use of the Electronic Medical Records system has managed to increase the efficiency of the work that doctors do. This is because of the fact that there are many cases in which the doctor needs to reach particular information on a person in a split of a second as the life of that one is in their hands. That is one of the main reasons why the system needs to be super effective and it needs to have an extremely quick response time. Another aspect that can be illustrated here refers to the idea of space management.

The computers allow the users to store as much information as they want, especially in the case where patient's files don't take up that much of space. There was a time where the information that doctors had on patients were stored in files. That was extremely complicated even though there were many filing system. Imagine a huge hospital and a room where they keep all the files on their patients. The job of finding the needed information was very complicated. But with the use of the the Electronic Medical Records system, doctors can rest assured as things are delivered extremely fast. A last idea here refers to the issue of security. Many people, especially elder ones, are reticent when it comes to using computers because of the fact that they have heard that they can be tampered with. This is a legit problem, but the developers have taken this aspect into account and thought of various ways to protect the data inside. One of the most relevant ways to be certain of who accesses the information is the fact that the introducing of data and deleting it is done by restricted personnel only. This means that there is only a limited number of people who can use the the Electronic Medical Records system in order to introduce or erase certain details. In this way, things can be monitored and observed. There are still many other things that can be said here on how important it is to implement the the Electronic Medical Records system in any medical facility. It's all about letting technology work in the benefit of humankind and that is one of the best arguments there are here. People should use any available tools in order to enhance their personal or professional lives.

Source:-    http://www.amazines.com/article_detail.cfm/3810302?articleid=3810302

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10 Questions on your fingertips when thinking about Electronic Medical Record

Buying an EMR system? No matter how great it seems to be, get good answers to these questions before you buy.

1. How is the product licensed?

Purchasing software for a home computer is relatively straightforward: You buy one copy and agree to put it on only one computer. But when you buy software for a network in a physician practice, where a number of people have access to a single server, the licensing is a lot more complicated.

Some companies will grant a “site license” under which you pay for the use of the software at your site with no restriction on the number of users. More commonly, however, vendors license their software per user. If you’re licensing a system per user, be sure you know exactly what the vendor means by this; it can be more complicated than it sounds. For example, Practice Partner has a “park” feature that allows you, when you’re working with a patient record, to bring up a blank screen (for example, to prevent unauthorized people from accessing the patient record while you step out of the exam room) and then quickly log back into where you were in the system. Even though no one can use the software when it’s parked, the system still requires an active license to keep the record in park. Therefore, if you want to have computers in every exam room and be able to put them in park when you aren’t in the room, you would have to purchase a separate license for each computer.

2. What does each license actually provide?

Physician Micro Systems issues separate licenses for the various components of its system (such as scheduling, billing and patient records). The idea is that you buy licenses only for the people who will need to access each system component. At first glance, this seems like a great way to save money in that you appear to pay only for what each staff member will use (e.g., nonclinical staff wouldn’t seem to need licenses for the patient-records program). However, this isn’t necessarily true. For example, one of my favorite features of Practice Partner is its internal e-mail, which allows you to link a message to a patient’s chart. But we found that anyone who answers the phone and wants to link an e-mail message to a chart has to have a license for the patient-records program. So we had to buy a patient-records license for the receptionist, even though she never looks at patient charts, just so she could send the clinical staff messages that are linked to charts. Physician Micro Systems has since improved this situation by enabling one message system to be used across the scheduling and patient-records programs (but still not the billing component).

3. How soon are licenses released when a user exits?

A final aspect of licensing to consider is the amount of time it takes for a license to become available – in other words, how soon another user can log on – after a user logs out or after the system crashes.

Early on, we had particular difficulty trying to get back into the system after it crashed or after a user exited improperly. Initially in these situations, the system wouldn’t release the license until we ran a utility program, which couldn’t be run while anyone was using the system. So, for example, if my laptop lost power and caused my user license to lock up, I had to ask one of my staff members to exit the patient-records program to free up a license so that I could get back to seeing patients. Once we came to a point at which everyone could exit, we could run the utility and free up the frozen license. Physician Micro Systems has since improved the utility program so that it can be run while people are using the system, but doing so still takes time when you’re trying to see patients.

4. What technical support is available, and when?

No one looks forward to having to use it, but technical support is a necessary evil – and one that you have to pay for. Unlike much of the home-computer software that comes with free technical support, most vendors of business and medical systems charge an annual fee for the help they provide (in addition to what you pay the phone company for the call).

All vendors offer technical support, but you need to know what kind of support is available, when it is available and who will be providing it. For example, Physician Micro Systems is located in Washington state, and our practice is in South Carolina. Under our first support agreement with the company, we couldn’t reach anyone for support until 8 a.m. Pacific time, which is 11 a.m. our time. That’s an awfully long time to wait when you find a problem first thing in the morning. Physician Micro Systems did contract with another firm to provide support early in the morning, but one of my first experiences with the subcontractor was a disaster. The suggestion I received for solving our problem included deleting our entire medical billing database, which required several hours of my time to restore from backup files – and didn’t solve the problem. Eventually, we contracted with Physician Micro Systems for support 24 hours a day, seven days a week.

5. How much does technical support cost?

Although we were able to obtain 24/7 support from Physician Micro Systems, it didn’t come cheap; the annual cost is 15 percent of the value of the software. This kind of support is expensive, but the security of knowing that you can reach a reliable person at any hour is well worth the cost.

When you contract for technical support, you need to be very clear about what the support fee buys for you. Will you reach a human being who can walk you through your problems, or will you be directed to Internet-based help files? The only way to judge the quality of a vendor’s support is to talk with people at practices that actually use the vendor’s software; don’t rely on sales reps and the statistics they quote. When you check with other practices, don’t simply ask, “How is the technical support?” Instead, be specific:

• When is technical support available (and unavailable)?

• How long does it take to reach someone when you have a problem?

• How long does it take the technical support staff to offer a solution?

• Do the solutions offered actually solve your problems?

6. How is text imported into the system?

You also need to consider how you will get information into your EMRs. No matter how you enter your notes, you will still need a way to import other text (such as X-ray reports, notes from consultants and operative reports) into your records. Using a scanner and an optical character recognition program to convert the text on those pages to text in your EMRs saves an enormous amount of physical storage space, and it lets you access the information much more easily. But be sure you’re comfortable with how this will be done. Ask whether additional hardware and software is required for this task. In addition, ask what text formats the software can read.

7. Which image formats will the system support?

EMRs have a tremendous potential to store medical images. But be sure you know which image formats the systems you’re considering will support.

Images are saved as certain types of files, and these are indicated by the three-letter extension (such as BMP, PCX, GIF or JPG) on the names of the image files. For example, a JPG file of a chest X-ray might be named smithchest.jpg. The problem with storing images in EMRs is that they take up enormous amounts of memory compared with text. But some image formats are much more efficient than others (the same image might occupy 200k of memory in one format and 10k in another). Choosing a system that allows multiple image formats allows you to select the file type that best balances efficiency with visual quality for a given kind of image. Having a system that allows multiple file formats also gives you more choice about the sources from which you can accept images (for example, scanners and digital cameras support only certain file types).

Because of the limited number of image formats that Practice Partner supports, we had to purchase additional software to convert image files to a format our system can handle. For this task, we chose FaxVue Pro by Faxtastic – a product that has since been discontinued.

8. What printers will the system support?

Even a completely computerized practice still has to work with paper to communicate with a paper-based world (I have yet to receive a request for patient records on a disk). So be sure to consider the issue of printing. Unfortunately, not every printer will work with every EMR system.

Initially, we used four types of printers ranging from a very basic Bubble-Jet to virtually state-of-the-art laser printers – and we still couldn’t print a complete patient chart. After experimenting with numerous printers over a 2 1/2-year period, we finally found one that would enable us to print a complete patient chart. Make sure you know what printers are compatible with the system you want to purchase and what printer drivers you will need. And ask the vendor to demonstrate the system’s printing capabilities during installation in your practice.

9. What if you need to replace the system?

When you’re at the brink of buying a new EMR system, the last thing you want to consider is having to replace it. But given how quickly both the technology and your needs can change, the time to start thinking about the transition to your second EMR system is the day you start looking for your first one. It’s a lesson that a friend of mine learned the hard way. When his software license agreement was about to expire, he decided to switch to a new system. But the day after the license expired, he found that he couldn’t access any of his data.

Before you buy a system, be sure that you will be able to access your data if you decide to switch. In addition, ensure that the data can easily be transferred to another system. Otherwise you may find yourself having to print all your records and scan them into your new system.

10. Is everything in writing?

After two years of challenges as well as success, I still think EMR systems are the way to go for family physicians. What they cost you in hassle is more than offset by what they deliver in efficiency and quality of documentation. But dealing with software companies is no different than dealing with any other vendors: You need to know what questions to ask before you buy, and you need to get every promise in writing. Otherwise those “free upgrades” and “hassle-free interfaces” that you were promised can end up costing you tremendous amounts of time, money and anguish. The oldest advice applies to the newest technologies.

Source: http://www.aafp.org/fpm/2001/0300/p29.html

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Confuse on EMR Implementation, Here is a Tips for Stress-Free EMR Implementation

EMR implementation is often no easy task.  Leaving behind your practice’s old system of paper medical records, filing, and paper billing systems can be extremely stressful – even if the new  system of  electronic  medical record keeping promises to be more beneficial to office staff and patients in the long run.

To help your office transition to electronic medical records more smoothly, it’s important to organize your office and prepare adequately to have a new system in order.  Here are five critical tips to a stress-free EMR implementation and a successful new office.

1. Research your options. By using an EMR consultation website or service you’ll be able to compare EMR systems and equipment and chat with an expert to choose the right system for your practice. Find a vendor that offers excellent support.

2. Have adequate tech support and customer service in place. While a well-planned and well-installed system shouldn’t cause more problems than it solves, there may be a few technical glitches along the way.  Having access to tech support makes these problems much easier to handle.

3. Figure out your costs before you jump in.  While meaningful use financing means government reimbursement for practices and hospitals who implement and EMR system and can demonstrate its benefit toward the healthcare system, the initial startup costs of replacing a paper system and purchasing new EMR software and equipment can sometimes come as a surprise to a small practice expecting a different price tag.  Be sure to research costs and discuss with an expert before starting your EMR implementation.  Buying all EMR computers, equipment, software, and services from one location can help keep things simple and help you keep track of costs.

4. Have the right equipment.   Your staff may be unfamiliar with the new equipment you present them, so it’s important to train everyone properly and purchase the right equipment.  Consider providing multiple options for data entry into the system, as some staffers may have a hard time getting used to the new tools.  Scanning, typing, tablet PC’s with handwriting recognition software, and interfaces are all excellent options to consider having in the office. Make sure your entire technological infrastructure is planned and solid. Sometimes there is a gap between EMR hardware and software, creating problems in the long run.

5.Communicate with your staff.  Be sure everyone’s clear on how to use the equipment, and let everyone know that they can come to you or to the project manager if they need any help with the new EMR system.  Consider posting tech support numbers and local internet support numbers in a central location.  Let everyone know that you are all there to help each other, and while some medical staff may be less than comfortable with the new technical equipment, EMR is a smart choice that will benefit both patients and staff.

These are basic guidelines to always keep in mind during an EMR implementation.  Remember to do your research on the details or use an EMR consultant to help you with your rollout plan.

Source: http://www.healthtechnologyreview.com/art282_tips_for_a_stress_free_emr_implementation.php

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Demand of Physicians to get Electronic Medical Record Software in Smart Phones

Survey results published last week report that more physicians want an electronic medical record system that has a mobile component.

As more than half of physicians work from smartphones and more than a quarter are using tablet computers, mobile device compatibility and function is a deciding factor for physicians when choosing an EMR system.

The survey, conducted by CompTIA, an information technology association, involved 350 physicians and health care administrators and 400 IT companies in the health care sector. According to the survey results, only 38% of physicians are using a comprehensive EMR system, and 42% of those surveyed consider implementing or improving their EMR a high priority.

In an article from Amdnews.com, reporter Pamela Lewis Dolan, writes that according to Tim Herbert, vice president of research for CompTIA, of those shopping for EMR software, systems, or upgrades, their decisions are most influenced by whether the chosen system will have a mobile component.

The survey results also showed that 40% ranked security as a mid-level priority, and only 24% ranked it as a top priority.

In this article, Dolan clarifies that Herbert believes these statistics don't reflect physician sensitivity to patient privacy, but rather a lack of understanding of the security concerns and issues related to mobile device use.

Among IT firms, there is a great concern about mobile device security and they are working to ensure that it remains a top priority in the EMR software and system designs.

Source: http://www.healthtechnologyreview.com/art398_physicians_want_electronic_medical_record_systems_with_a_mobile_component.php

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Be smart on puchase of EMR for your Practice

How to purchase the right EMR Software for your practice

Implementing an Electronic Medical Record (EMR) software in your office can be one of the most beneficial things you can do for your practice’s success. Unfortunately, buying the wrong EMR can be disastrous. To buy the right EMR you need to be able to see past the smoke and mirrors. Relying solely on your EMR vendor to make the right hardware and implementation recommendations can be a big mistake. Here are some tips you can use to help ensure a successful EMR implementation.

Set realistic goals. What do you wish to gain out of an EMR? Many offices purchase EMR software in hopes that it will automatically provide them with all the benefits that were promised to them. The right EMR software can help you reduce your number of staff, reduce your expenses, reduce medical errors and reduce documentation time. To realize all these benefits you need to set milestones and implement the right plan.

Perform a cost-benefit analysis. All offices work differently and have different inefficiencies. It’s important to have realistic expectations of what type of Return on Investment (ROI) can be expected. It’s important to look into these items before you begin looking at vendors so that you have an idea of what type of budget you will have available for your EMR as the cost of EMR software (not including hardware, implementation time and training) can range between $1000 and $45,000 and there is no silver bullet.

Seek out unbiased sources of information. Distilling fact from fiction in the medical software industry can be difficult. Even many of the awards that are given to the different vendors for their products are often very biased. The internet offers many unbiased information sources on EMR. You may also want to consider bringing in the expertise of an IT Company or EMR consultant to help guide you through the process of selecting the right vendor.

Leveraging hardware to improve your EMR functionality. It’s a great thing when you have technology on your side to manage your patient's records and become more efficient. To do this it’s imperative to select the right hardware based off of your office’s needs and user's experience. Involve the right IT company from the beginning to ensure a successful implementation.

Source: http://www.emrexperts.com/articles/emr-software-buying.php

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