EMR Go-Live Requirements

Electronic medical record (EMR) systems are becoming more widely used in medical offices, as they provide reliable and prompt access to a patient's medical information. Not only does an EMR system save time by eliminating the need for manual entry, it also allows for eventual purging of outdated paper charts. In addition, patient records contained within an EMR system are far less likely to be misplaced.

Select Equipment

• Work with the vendor to select the appropriate equipment. Before purchase, ensure that existing equipment, such as printers and diagnostic equipment, will work with the new system.

Create Backup Plan

• Work with your vendor to create a plan to back up patient data. One full copy of data should be kept offsite with updates performed at timed intervals. Additionally, regularly scheduled backups should be performed and kept onsite. Make sure that plans for disaster recovery are explained and understood.

Choose Team

• An internal EMR team should include a practice physician, plus representatives from administration and other departments. The team should be comprised of employees who will enthusiastically impart information to their individual departments. Change can be difficult for many employees and ensuring that team members are excited about EMR implementation will go a long way to spread enthusiasm throughout the office.

Analyze Workflow

• Work with the vendor to analyze how work moves within and between departments. The EMR team should provide the vendor with a realistic picture of current practices. The vendor uses this information to present appropriate recommendations.

Measure Goals

• Work with representatives from all departments to set specific goals. For example, the office may want to decrease printing costs by 50% over the next year. Goals should be listed and available for review by all departments.

Develop Strategy

• Work with all departments to decide what existing data will be updated to the EMR system. Some practices enter all old medical records; others update medical records only after a patient visits the office. Typically, data to be updated falls between the two extremes. Set priorities on which information will be added. For example, medications will generally be assigned a higher priority than office visits that happened many years ago.

Communicate Internally

• Keep employees informed of EMR developments as well as benefits the system will provide. Some communication can be accomplished by department EMS team members, but information should also come from senior team members. Making sure that information is relayed with accuracy and in a timely manner can eliminate some employee anxiety.

Train Users

• Decide whether training will take place before or after system implementation. If training takes place before the system is live, make sure sessions occur close to the go-live date. It can be worthwhile to schedule high-level training before implementation; then perform more in-depth training after employees have had a chance to experiment with the system. During training, describe features that can be customized as well as the flexibility available in the system. Make sure employees have access to high-level users, online help and vendor contact information.

Implement System

• Install the EMR system on a light day or on a day when the office is closed, such as a weekend. Over the following few days, reduce patient visits to make sure employees have enough time buffer to provide patient care while learning the system. EMR modules can be implemented on a gradual basis to make sure all modules are well understood before moving on to another.