STRATEGIES FOR GOING DIGITAL

Although a true "Digital Medical Practice" status is something that cannot be achieved by many practices especially smaller ones, (infrastructure, cost, and acceptability being the main hindrances) but by adopting few electronic processes into their system, they can certainly reduce paper dependancy and inefficiencies.

There are affordable digital technology solutions for reducing paper dependency - which smaller practices can adopt.

Automated transcription management platform - This system provides digital audio files which are transcribed and made available over the internet securely on a portal. The reports can be accessed anytime, anywhere. Few companies have integrated transcription management solutions with the practice's EMR system and practice management system. The reports are stored and retrieved on a portal and this can be used to complement an EMR system by providing large volume electronic storage.

Web-based storage - which results upon using a system like above can be helpful when the providers are located in multiple offices. Web-based storage also creates a verifiable audit trail that shows who has accessed a particular file, and whether any new information was uploaded to the folder.

Digitally archive inactive files - Scan all inactive documents and upload them on to a web-based storage or a database.

Start new patients with digital files - for new patients, begin their documentation using e-paper or digital paper.

Digitally store incoming paper - documents like EOBs, encounter forms, and other information coming into the practice needs to be scanned and stored.

Don't make an expensive short-term decision. You don't need to make the leap to paperless all at once. Consider your timeframe and strategy for adopting an integrated system and work toward it.

Focus on processes first, not the technology. Before deciding upon a vendor for an EMR system, you need to focus on your processes of records management.

BEST PRACTICES FOR ELECTRONIC HEALTH RECORDS MANAGEMENT:

Look at the bigger ROI picture: Physicians should look at ROI in terms of the whole corporate compliance picture, not just cost savings.

Focus on business processes: Recognize that records management is a business process issue, not a technology issue. Any technology solution should make life simpler for you. Significant savings or efficiencies mainly come from reduced labor costs or greater productivity.

Assess your workflow: Depending on the size of your records management challenge, consider bringing in help to get a full assessment of your records management requirements, business risks and benefits.

Align records management with your communication systems. How can records management rules be applied across email, images, web content, physical records, and more. It's also the key to moving toward an enterprise-wide approach to compliance.

Leverage existing IT systems: Leverage your existing investment in these applications in order to achieve interoperability across various information systems.

Plan for future: Electronic information grows at an astounding rate. Look for a system that assumes significant growth over time.

Define a communication plan: Records management often spans many departments within an organization. A communication plan needs to be outlined as to which personnel fits and where and how they need to be communicated within the records management workflow.

Gain information and get trained - Learn what you can about EHRs, EMRs and their benefits. Any system will be a burden if it seems like "more work".

Share best practices: Bring managers together to share best practices and concerns to ensure a dynamic records management program that does its job today and tomorrow.

CONCLUSION

The most cost-effective approach to going digital and paperless is to thoroughly assess your practice workflow including medical records, present cost, and potential for improvements in quality of care.

One of the prominent healthcare industry expert stated - "The key to success is making the system work for the physician's work flow; the technology needs to support what the physician needs to do."

Best practices for digital medical records management are still emerging and practice managers need to be in touch with ever-evolving technology and the latest practices required for digital records management.