Assess Vendors
Because there are so many EHR vendors to choose from, you can begin to narrow your search by finding out which vendors have been approved by the Centers for Medicare and Medicaid as meeting the HL7 standards.
You can also consult with your specialty society to identify specialty-specific software vendors, and utilize the information on Highmark’s website www.highmarkehealth.org.
Attend vendor fairs to view many different systems at one time. Vendors also offer "Webex" seminars where you watch and hear how their system functions by accessing a special presentation via the internet and by dialing into the seminar with your telephone.
Assess EHR Functionality and Features
As you compare EHR systems, it becomes evident that there is more than one way to accomplish the same objective. Since features and functionalities differ in each EHR package, be sure to determine which ones are most important for your practice. It is like purchasing a home or a car. There is a certain look and feel that will appeal to you.
Some of the more common functionalities of an EHR system include prescription writing, health maintenance tracking (to help manage patients with chronic conditions such as diabetes and asthma and can also track immunizations) and medication lists/problem lists.
All EHR systems have a mechanism for handling telephone messages. Patient information on the system can be viewed while talking with the patient on the telephone. Contact information can be verified immediately and the system provides on screen alerts if there are any outstanding issues to address with the patient.
The EHR system will automatically fill in the patient’s contact information on the telephone message form and the message travels to the physician or nurse via an internal messaging program. It can be flagged or prioritized according to urgency. The physician or nurse receives a notice on their EHR screen that they have a telephone message. They can open the message and take immediate action from the message screen. All actions are recorded in the patient’s chart.
All EHR systems have standard templates that aid in documentation and allow the user to design forms and letters. These features can greatly assist with operational efficiency improvement.
An important function of all systems is the capability of producing charts and graphs by pulling the "searchable data" that has been entered into your system. Data can be entered into the system using a variety of methods including scanning, digital handwriting, voice recognition, and point-and-click. Unfortunately, some of these methods do not produce searchable data. Make sure that the majority of the information you put into your system can be incorporated into reports.
As with many billing systems, the production of management reports can be the Achilles heel of some EHR software. Do not overlook this very important functionality. You will need reports from your EHR system to measure your compliance with pay for performance initiatives. Buy a system that will give you the reports you need. The importance of this cannot be overstated.
If your EHR system incorporates all the functionalities listed above but doesn’t interface with your current billing and scheduling (PM) system, it will just be a waste of money. Since some EHR systems only work with their own PM system, make sure you know the compatibilities of the EHR systems you are evaluating.
Request for Proposal (RFP)
A vendor selection team comprised of staff members from all levels of the practice should be assembled to evaluate which vendors should receive a request for proposal (RFP). All physicians in the practice should be given the opportunity to participate.
Send your RFP to all vendors who have a product that fits your practice’s needs and be sure to include a deadline for submission. Submit the RFP via email and ask for pricing information in an Excel spreadsheet. You’ll find that having this information in an electronic format will help you immensely when you begin to evaluate vendor responses.
You can access an RFP outline from the Pennsylvania Medical Society. Go to www.pamedsoc.org/ehealth.
You should provide pertinent information about your practice in the RFP such as number of physicians, mid-level providers, nurses, and office staff; number and address of other practice locations; current practice management system; and computer configurations. Try to provide accurate and specific information about your practice.
The RFP should require that vendors provide company background, client references, detailed technology system information and pricing, a functionality checklist, implementation and training prices, and ongoing support costs.
Prices that appear in the initial RFP response are preliminary. The vendor will not be able to provide final pricing until they visit your office and gather specific information for the system’s technical requirements. However, the vendor should be requested to provide initial pricing based on the practice information supplied in your RFP. These preliminary figures can help you determine which vendors are in your price range and will assist your accountant in determining financing options.
<< Start < Previous 1 2 Next > End >>
Choosing an electronic health records (EHR) system doesn’t have to be a daunting task.