What You Need to Know Before Switching From Paper Medical Records to Electronic Medical Records

Paper was reliable for the maintenance of medical records and paperwork in healthcare systems. Yet, it also has its disadvantages. If your staff cannot locate the correct paperwork when patients check-in, they have to sort each paper document. It can lead to slow workflow and loss of revenue. When Electronic Medical Records systems (EMR's) became available, many healthcare organizations jumped at the chance. They believe that electronic medical records offer a lot of advantages over paper medical records. Yes, it helps boost healthcare services, but we need to consider other factors as well.

This article covers a few things to consider before switching from paper to electronic medical records.

Electronic Medical Records must match Paper Files.

The records will not perfectly match if there is little information missing from paper to electronic records. Staff or physicians looking at electronic files may miss vital information in the paper files (or vice versa). Moreover, inaccurate data entry or scanning can lead to missing patient information. It also results in safety concerns as well as privacy concerns for the clinic and the patient. Chapter 4 of the Medicare General Information, Eligibility and Entitlement Manual states that if the EMR matches the paper file perfectly, the EMR's are ready for use. After that, you can also disregard the paper files. Keep the paper file around if you opt to only scan parts of the paper file into the EMR, as that will allow you to ensure quality control. Checking EMRs for errors before destroying them is also necessary. 

Transition Leaders Might Be Necessary

Before switching from paper to electronic medical records, you must know that you cannot do it ALONE. Appointing "Transition Leaders" might be necessary to manage and handle the procedures. In other clinic practices, they adopt the EMR system as soon as they can. Probably, they may be too "tech-savvy" or exhibiting a keen sense of curiosity. That's why further staff training for "Transition Purposes" might be necessary. These new leaders can assist other personnel who are struggling to understand and use the new system. They can also serve as your contact if your EMR/EHR consultant needs to make an important announcement.

Set a Schedule for Switching

It is still possible to overlook some details when switching to an EMR, even with the proper preparation. You may also experience trial and error for learning, especially when you don't want guidance from others who have already adopted EMR Systems. Learning to be patient with the learning process is crucial. Successful switching takes at least 30 days period. If you extend the period, your staff will rely less on the new EMR and more on paper. Keep to your schedule, and work on learning together. Vendors who specialize in EMR platforms can assist you in configuring data into the system, such as payer details, fee schedules, and pharmacy lists. Don't enter data into your EMR manually; use the configuration services offered by your EMR vendor. Additionally, change your clinic's view of paper by viewing it as a last resort in cases when the EMR or your internet goes down.

The switching process might include the following steps:

• Transforming all new patient intake forms into electronic forms (integrated with your EMR system)
• Scheduling staff to scan records (or beginning the recruitment cycle)
• Identifying non-active or semi-active patients and working backward
• Planning how to dispose of or store paper files
• Verifying that scanned files are accurate, making necessary corrections

Partner with DrCatalyst

Adopting EMR Systems has become the trend in healthcare. At DrCatalyst, our team is highly trained and skilled in IMS EMR/EHR. You can count on us to streamline your processes and cut delays. Give us a quick call so that we can start right away!

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