How to Purchase an Electronic Health Record System

Helping your organization to purchase an electronic health record (EHR) system requires careful analysis and preparation. Vendors offer a wide variety of systems, and most systems are customizable for organization needs. In addition, you'll need to consider regulatory and compatibility issues before making a purchase. Here are some guidelines to help you find the EHR system that fits your needs.

Instructions

Preparing for the Purchase

• 1

  Understand the benefits.You may find some resistance to change among staff members. Be prepared to list the many advantages of an EHR system. These include improved efficiency, faster access to patient information and more accurate record keeping. Point out that as electronic health records become common, knowing how to work with them will boost an employee's career.

• 2

  Evaluate your organization's needs. The Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services offers a useful too. Download "Electronic Health Records: Selection Guidelines" from the HRSA website to access a checklist to assist you as you evaluate your organization's requirements, prioritize system features and compare vendor offerings. While targeted to physician offices and health centers, the guidelines contain valuable pointers for anyone interested in purchase of an electronic health records system. Learn more at hrsa.gov/healthit/ehrguidelines.htm.

• 3

  Review regulations. Before contacting vendors to begin the purchase process, consider how your office procedures may need to change. State and HIPAA regulations often have special requirements for electronic medical records. Consider whether you may need additional software customization or staff training to comply with the regulations.

• 4

  Consider compatibility. Make sure that any system you consider will be fully compatible with your medical billing system and other office software. If you routinely share information with other organizations, such as hospitals or insurance companies, verify that the new EHR system will be compatible with existing systems and data transfer standards.

• 5

  Set a budget. Purchasing an EHR system is a major expense. Make a realistic estimate of what your organization can afford, and prepare to adjust the budget as you learn more about available features and organization needs. Remember to include costs for training, installation, technical support, customization and software upgrades.

• 6

  Select a vendor. If you follow HRSA guidelines, complete the vendor sections to see which vendors most closely match your needs. HRSA recommends the purchase of electronic health record systems certified by the Certification Commission for Healthcare Information Technology. This non-governmental group develops minimum standards for EHR systems. Certification does not mean a system will meet all your needs, but does mean the system has passed basic standards for functionality, compatibility with outside systems and security.