A successful EMR implementation depends on multiple factors. One crucial factor is thorough preparation. Without thorough planning, go-live can quickly become chaotic. Staff will attempt to keep up with patient data entry, but cannot. As patient data piles up, schedules are backed up, and patients and staff are already frustrated with the new system.

Abstract data from existing systems and perform QA. One of our clients, a pediatric department abstracted immunization data from their existing practice management system. A medical abstractionist validated the data against paper charts and found three data elements that compromised the entire data set. Eliminating these and re-running the data resulted in 98% accuracy and reduced the amount of data needing manual entry.

Train staff to input patient data manually. You can train staff on the EHR months before it goes live. At least one month before go-live, these trained employees can enter patient data into the new system. Prioritize this by entering data for patients with appointments after the go-live date. Problem lists, current medications, and allergies should be among the data to be abstracted. This step not only reduces the data entry task, but also allows staff to become familiar with the new system.

Scan data such as progress notes. This step will reduce input time, but must be checked for quality. In addition, clinical IT staff should be available for support.

Utilize temporary staffing. To assist staff in the burden of data entry and scanning, temporary staffing or outsourcing can be employed. For instance, external medical record abstractionists working onsite a month before go-live can greatly increase the number of pre-abstracted charts.

Practices must realize that preparation is an essential part of the EHR implementation process. Clinician and patient satisfaction is crucial for a smooth transition. Leveraging existing technology, and getting a head start on patient data entry makes preparation easier. Hayes has assisted numerous clients in this process, resulting in successful EHR implementations.

Back to the Newsletter Main Page