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The transition from paper to Electronic Health Records (EHRs) in physician practices is not an easy task. In order to achieve this goal, there must be proper coordination. This transition often involves making tough decisions. Decisions regarding selection and implementation are paramount. In addition, decisions regarding training and maintenance are a must. Before implementing this transition, it is mandatory to have a plan. The plan should spell out clearly what is going to be done, when, and where. It is important to analyze clinical flows and information requirements involved in the provision of care. Poor planning or a lack of planning often leads to the collapse of the transition program. This paper outlines the necessary considerations and decisions required to successfully implement the transition from paper to EHTs within clinics or physician practice. In addition, this paper highlights the necessary procedure to be taken with regard to patients’ data present during the time of transition.
Decision-making will depend on a number of factors. First, physicians are required to determine patients’ data that will be needed by the patients in question during and after the transition. Secondly, physicians need to determine the best method of converting such information to EHRs. The method chosen should ensure that the converted data is sufficient and of good quality. Thirdly, physicians must determine the exact period paper records will remain available immediately after the migration. Fourth, physicians need to decide whether the paper records will be kept or not after a successful transition. This also includes deciding how the paper records will be used during or after the migration. Fifth, physicians are required to evaluate the importance of printing and whether it should be allowed during the migration. Sixth, physicians are required to determine the type of patients’ data to be incorporated in the conversion.
The appointment schedule can be essential in ensuring that information related to all appointments has been converted. It is important to note that there are no exact answers to all the above scenarios; the most important thing is that they should be used as a guide. Moreover, the type of medical specialty, staff, and the current information management resources are key actors which influence the answers to the aforementioned scenarios. For example, the medical specialty influences the type and quantity of patients’ data. A multispecialty practice must be able to accommodate the necessary information from all the hosted specialties.
The transition process may occur through two methods: big bang and staged (Angela 1). During a big bang transition, the whole practice shifts to EHRs at once. On the contrary, a staged transition takes place in phases. This often involves a multispecialty practice or when the practice is shifting to a bigger location. Everyone should take part in the transition. This reduces workload per individual. In addition, methods used to convert data depend on cost and they should prioritize the safety of the patients. Other factors which determine the method used in the conversation are time and the quantity of data available for conversion. Such methods include manual data abstraction from paper records and document imaging of paper records. Another method involves the use of computer data interfaces. Document imaging can be conducted in two ways. Centralized document imaging involves having a central place for conducting indexing. Decentralized imaging, on the other hand, involves indexing at individual locations. Decentralized scanning can be disadvantageous because its time consuming and there is a likelihood of mixing the indexes.
A number of factors are supposed to be put into consideration regardless of the method employed. They include the quantity of the patients’ information that has been converted and that which has not been converted. It is important to evaluate whether some patients will be affected. In addition, the staff should be properly trained. Staff scheduling should also be considered. It is helpful to have a crisis resolution center that will handle all issues arising as a result of the transition. Once the practice has adopted EHRs, policies governing the confidentiality of patient information should be formulated. This calls for timely communication to the concerned staff.
Once the EHR system has gone live, there must be data quality programs, which will determine the accuracy and validity of stored data. Thus, it is important to audit and monitor the transmitted data. Practices that have implemented the use of EHRs must have personnel who manage and audit the transmitted data. This requirement can be met by implementing g policies and procedures that will regulate the accuracy and integrity of data and data completeness. Besides, the staff should be made to see the importance of data accuracy and integrity. Furthermore, practices should ensure that their data fulfills the set standards. In addition, the staff should be made to understand the expectations and responsibilities of the program. Proper training is seen as a precaution. When the staff members are adequately trained, the risk of the practice is significantly reduced, and the quality of care improves.
Works Cited
Angela, K.et al. “Migrating from Paper to EHRs in Physician Practices.” Journal of AHIMA 81.11 (2010): 1-2. Web.
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