How to Implement Electronic Medical Records

As the need to share medical information increases, so does the need for implementation of electronic medical records. EMRs, also referred to as computerized patient records, store patient medical information in an electronic format as opposed to paper formats. EMRs allow quick and easy access, and storage and retrieval of patient information from a variety of integrated health care resources. However, implementation of EMRs is timely and costly, so a complete plan should be in place before beginning to process.

Instructions

• 1

  Review organizational needs. The input of others is a key to the success of EMR implementation. A complete review of organizational needs should be assessed. Why does the organization want to implement an EMR? How will the EMR be used and by whom? Review of organizational strategies will ensure that the appropriate resources are in place to support implementation of EMRs.

• 2

  Gain user acceptance. Lack of user acceptance is a main reason EMR implementation fails. When users are included in the early discussion process, there is a better chance of success. Lack of acceptance may result in decreased productivity, lower morale and even major financial impacts. Allow users to voice frustrations about current systems and give input about new systems.

• 3

  Create a selection committee. Choose a selection committee representing all key users. The committee acts as liaisons between employee users and management, and also plays a key role in selecting the final EMR product.

• 4

  Discuss integration with other systems. Most health care organizations have software systems in place. When implementing EMRs, the organization should determine the level of interaction needed with other systems. For example, can the EMR be integrated to work with the current laboratory system?

• 5

  Determine the budget. Cost is the main reason that health care organizations and physicians are slow to implement EMRs. Many fail to see the return-on-investment benefit of the costly implementation. When finally embarking on the process, an organization needs a complete understanding of the budget.

• 6

  Preview systems. Many systems are on the market. The right system for a particular organization depends on factors like size, cost and needs. Perform searches online for EMR systems. Many can be easily previewed over the Internet.

• 7

  Narrow down EMR choices. The selection committee should narrow selections to three top choices. This allows comparison of EMR systems without being overwhelmed. Also ask vendors for references from customers currently using the system. Contact current customers to discuss pros and cons of systems.

• 8

  Ask the right questions. Asking correct questions is integral to implementing an EMR. Questions to the vendor should include: What does the implementation cost include? What training is provided? If more training is needed, what are the additional costs? What support is provided for the system? What is the cost for support? How is current data converted? What “down time” can be expected during implementation? In addition, have the selection committee take questions from employees to present to vendors.