TRENDS
Selecting an electronic medical records system will be the most significant technology decision any facility will make this year. There is a wide variety of EMRs available for medical practices, surgical centers and surgical hospitals. Having hundreds of choices gives you the ability to get an EMR that will meet your needs yet also makes the decision a challenging one.
Don't be fooled into thinking that with so many choices you will find the perfect EMR. It does not exist and most likely never will. Every EMR has strengths and weaknesses, and your job is to try to match up the strengths with your needs while minimizing the impact of the weaknesses. Keep in mind, this is a tool to aid you in your clinical efforts and not an answer to poor clinical practices. If anything, it will point out your weaknesses as you go through the evaluation process. Be willing to address these before implementing a system.
When beginning your search for an EMR the best approach an administrator or doctor can take is to put together a short list of successful EMR companies. There are so many companies out there that can do a nice demo but then you find out they have only installed six systems. You may fall in love with the interface or some feature only later to realize there is a long list of items that are missing or coming in the "next release" just around the corner. If you put together a list of proven EMR companies with client implementation references, you will save yourself much time during the evaluation process.
Get some help in your evaluation. Many practices and surgical facilities are so busy doing procedures that they just don't have time to do a good evaluation of the EMR software providers. Get the help of your management company, if you have one or an outside consultant to aid you in the process. The larger management companies have spent thousands of dollars in research and clinical criteria development tools that enable them to make a much more informed decision as it relates to features and functions that will be required. Seeking these recommendations can drastically reduce the time and cost required to select a system and provider. When seeking an outside consultant, make sure they are not directly connected to a software provider and are free to recommend the proper system and not just the one they are selling. Develop a joint plan on what the consultant can provide to you from their experience and what methods they will use to uncover your specific needs.
Another selection criterion may include where your new system will be located. Many providers now offer both an on-site installation and a hosted model. The on-site installations require putting servers (computers running the EMR software) in your location and making sure you have someone to maintain them. Selecting the support provider enters into this decision almost as much as what EMR system you choose. The EMR system will become the most critical computer system in your facility and making sure it is up-and-running will be paramount. A hosted system offers the benefit of having the server located at an alternate facility. This alleviates the need to make sure the data is backed up in a compliant manner as all of this is handled by the hosting provider. Once again, your management company or consultant should be able to provide you some good options and recommendations based on your specific needs and support capabilities.
For most, pricing is a very important factor when making this long-term decision. Traditionally there has been a large upfront cost associated with purchasing an EMR. These costs are made up of more than just the software but also include the computer hardware like servers, desktops and tablets, training, travel expenses and additional IT support. Many EMR companies have creative pricing plans that can make implementing an EMR possible at even smaller medical facilities. Look for pricing mechanisms that fit your needs. Many of these companies can create a plan that will make it work both financially and functionally.
As a facility looks to implement an EMR, staff must remember that it is a large task. It is a change in the way you do your clinical practice and will require diligent effort from all parties to make it a success. The single most important factor is getting the buy-in from your staff and physicians. Involving everyone in the evaluation process can make this more likely and acceptable.