You understand the differences between an EHR and EMR system and you probably secretly accept that an EHR solution would help your organization. However, the thoughts of transitioning to one can be daunting - if not outright overwhelming! Take a deep breath. There are things you can do to position yourself in the driver's seat prior to talking with potential EHR vendors.
The key is to understand what you do, why and how. By keeping your focus on your organization's purpose, you'll be better able to determine early on if a particular EHR system is worth looking at in more detail. By understanding how your providers and staff interact with your clients, you'll be better able to whittle down the plethora of features and requirements within the EHR system.
Before contacting potential vendors, define the following for your organization:
1. What is the primary service(s) your organization offers?
2. How many locations, providers, clinicians and office staff do you have that would use the system?
3. How does your work flow from the initial referral to final discharge?
4. What are the biggest challenges you face when serving your clients?
5. What is your realistic budget?
After you've answered these questions, you can be more confident in talking with potential EHR vendors.
So what should you ask as you talk with them? Here are 8 key questions to start your discussions:
1. How does their system function for your organization and the services you offer?
Does it handle the key components of your visits or impose limitations on your practice? Does it provide features you don't need or can they customize it specifically for you?
2. How will the software interface (connect) with key systems you use regularly?
Do you have a scheduling or billing system that needs to talk to the EHR? Are there any outside providers or agencies you need to share data with?
3. How will your data populate in the new system?
How will your existing data (paper or electronic) be entered into the new system? How will data for new visits be entered and what will the final documentation look like?
4. Where does your data reside?
Does the EHR software and company comply with HIPAA Privacy and Security Rules? Will it reside at a secure data center or on your premises? What are the vendor's policies towards data storage and recovery, data access and data ownership?
5. How will the system be implemented?
How much time does the vendor need to set up the system? What is their "go-live" process? Will your case load need to be adjusted during implementation? What kind of equipment and network requirements are needed?
6. How will your providers and staff be trained?
Will the vendor provide on-site or on-line training? How many hours of training will be provided, and what happens if you request more training? Will training materials be provided?
7. What kind of post-installation customer support is provided?
How do you contact them for support and what is their turn around time to respond? Are upgrades and maintenance to the software provided and how is it rolled out? Is the vendor responsible for hardware or network changes?
8. Are all costs understood and documented?
Is the software pricing based on per user licenses? Are there separate costs for different features or services? Are there any recurring monthly costs, one-time costs, maintenance or software upgrade fees? Are there costs if you purchase new hardware or make network changes?
This information should give you a good starting point when beginning your EHR journey. Don't be afraid to ask more questions or to ask for more clarity on things you may not fully understand. Finding an EHR system that best fits your organization's needs while keeping your blood pressure in check is possible!
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