Examining Workflow

www.ehrpc.com[email protected]

If you have been thinking of taking the plunge into using an electronic health record, you've undoubtedly wondered how the change will affect office productivity. After all, the process of converting from paper records to an electronic health record can take a long time and be quite tedious. Often, subtle roadblocks to success develop along the way that were not anticipated, leading to frustration for both patients and providers. That is why it helps to take a careful look at office workflow and plan ahead before making the leap.

Consider the following five-step plan to help maintain sanity and efficiency as you move forward with the conversion to an EHR:

▸ Examine workflow from start to finish. To some, this might seem obvious, but it is important to remember that patient care doesn't occur only in the exam room. It starts at the front desk, where appointments are made, phone calls are received, and patients are checked in to be seen. Next, the clinical staff takes over, triaging calls or getting patients into the exam rooms. At some point blood might be drawn, immunizations administered, and testing performed. Typically, the process ends at checkout, but often referrals are issued and follow-up appointments are made.

When properly analyzed, even a simple patient visit is made up of a complicated series of events. Ideally, these occur seamlessly, ensuring that the physician's and patient's time is respected. With the implementation of an electronic office, however, any of the aforementioned steps can derail the visit—by nature, any EHR magnifies the interdependence of each role in the process. Therefore, every employee has a part to play to ensure that the algorithm is followed and office efficiency is maintained.

▸ Take nothing for granted. Even the smallest of office tasks can seem cumbersome when translated into the digital age. For example, consider how sticky notes are used in your office. In many, they are a critical communication tool among the staff, and they may or may not become a permanent part of a patient's record. Unfortunately, while it is easy to attach any small scrap of paper to a traditional chart, this is not possible with an EHR. Information must be passed along electronically, and even trivial messages are saved permanently in cyberspace. Also, the process might take longer to perform, as it can be a lot quicker to jot down a note than enter it electronically.

Establishing a new workflow that is practical and efficient needs to take such things into account.

▸ Involve others in the process. Consider involving staff members from each area of your office when selecting an EHR. In addition to the care providers, this may include an office manager, clinical staff member, receptionist, and billing or referral specialist. They should be asked to individually examine and identify the critical steps in their daily routine. They should also be present to interview vendors and test the program, making sure to observe how their piece operates in any given software package.

▸ Simulate the new daily routine. Be sure to ask for a demonstration of all major office functions. Vendors often turn this into a sales pitch, highlighting their program's most attractive features while glossing over its limitations. Suggest several hypothetical complicated scenarios, from triaging phone calls to creating office notes. It is not typical for patients to present with only one concern, and the EHR should be able to accommodate that.

It also should be able to expedite common nursing and administrative tasks and allow all users to manage multiple patients simultaneously.

▸ Consider hiring an EHR consultant. Employing the services of an EHR consultant can be incredibly helpful. It not only provides peace of mind, but also can help you save a tremendous amount of time and money. A good consultant will “interview” your practice, speaking to staff and analyzing workflow, to help you match your office's needs to the right EHR product. He or she can also help to create a timeline for implementation and recommend hardware to maximize your budget and efficiency.

In the end, the cost of hiring a consultant will be insignificant compared with the long-term savings of making the right choice.

www.ehrpc.com[email protected]

If you have been thinking of taking the plunge into using an electronic health record, you've undoubtedly wondered how the change will affect office productivity. After all, the process of converting from paper records to an electronic health record can take a long time and be quite tedious. Often, subtle roadblocks to success develop along the way that were not anticipated, leading to frustration for both patients and providers. That is why it helps to take a careful look at office workflow and plan ahead before making the leap.

Consider the following five-step plan to help maintain sanity and efficiency as you move forward with the conversion to an EHR:

▸ Examine workflow from start to finish. To some, this might seem obvious, but it is important to remember that patient care doesn't occur only in the exam room. It starts at the front desk, where appointments are made, phone calls are received, and patients are checked in to be seen. Next, the clinical staff takes over, triaging calls or getting patients into the exam rooms. At some point blood might be drawn, immunizations administered, and testing performed. Typically, the process ends at checkout, but often referrals are issued and follow-up appointments are made.

When properly analyzed, even a simple patient visit is made up of a complicated series of events. Ideally, these occur seamlessly, ensuring that the physician's and patient's time is respected. With the implementation of an electronic office, however, any of the aforementioned steps can derail the visit—by nature, any EHR magnifies the interdependence of each role in the process. Therefore, every employee has a part to play to ensure that the algorithm is followed and office efficiency is maintained.

▸ Take nothing for granted. Even the smallest of office tasks can seem cumbersome when translated into the digital age. For example, consider how sticky notes are used in your office. In many, they are a critical communication tool among the staff, and they may or may not become a permanent part of a patient's record. Unfortunately, while it is easy to attach any small scrap of paper to a traditional chart, this is not possible with an EHR. Information must be passed along electronically, and even trivial messages are saved permanently in cyberspace. Also, the process might take longer to perform, as it can be a lot quicker to jot down a note than enter it electronically.

Establishing a new workflow that is practical and efficient needs to take such things into account.

▸ Involve others in the process. Consider involving staff members from each area of your office when selecting an EHR. In addition to the care providers, this may include an office manager, clinical staff member, receptionist, and billing or referral specialist. They should be asked to individually examine and identify the critical steps in their daily routine. They should also be present to interview vendors and test the program, making sure to observe how their piece operates in any given software package.

▸ Simulate the new daily routine. Be sure to ask for a demonstration of all major office functions. Vendors often turn this into a sales pitch, highlighting their program's most attractive features while glossing over its limitations. Suggest several hypothetical complicated scenarios, from triaging phone calls to creating office notes. It is not typical for patients to present with only one concern, and the EHR should be able to accommodate that.

It also should be able to expedite common nursing and administrative tasks and allow all users to manage multiple patients simultaneously.

▸ Consider hiring an EHR consultant. Employing the services of an EHR consultant can be incredibly helpful. It not only provides peace of mind, but also can help you save a tremendous amount of time and money. A good consultant will “interview” your practice, speaking to staff and analyzing workflow, to help you match your office's needs to the right EHR product. He or she can also help to create a timeline for implementation and recommend hardware to maximize your budget and efficiency.

In the end, the cost of hiring a consultant will be insignificant compared with the long-term savings of making the right choice.

www.ehrpc.com[email protected]

If you have been thinking of taking the plunge into using an electronic health record, you've undoubtedly wondered how the change will affect office productivity. After all, the process of converting from paper records to an electronic health record can take a long time and be quite tedious. Often, subtle roadblocks to success develop along the way that were not anticipated, leading to frustration for both patients and providers. That is why it helps to take a careful look at office workflow and plan ahead before making the leap.

Consider the following five-step plan to help maintain sanity and efficiency as you move forward with the conversion to an EHR:

▸ Examine workflow from start to finish. To some, this might seem obvious, but it is important to remember that patient care doesn't occur only in the exam room. It starts at the front desk, where appointments are made, phone calls are received, and patients are checked in to be seen. Next, the clinical staff takes over, triaging calls or getting patients into the exam rooms. At some point blood might be drawn, immunizations administered, and testing performed. Typically, the process ends at checkout, but often referrals are issued and follow-up appointments are made.

When properly analyzed, even a simple patient visit is made up of a complicated series of events. Ideally, these occur seamlessly, ensuring that the physician's and patient's time is respected. With the implementation of an electronic office, however, any of the aforementioned steps can derail the visit—by nature, any EHR magnifies the interdependence of each role in the process. Therefore, every employee has a part to play to ensure that the algorithm is followed and office efficiency is maintained.

▸ Take nothing for granted. Even the smallest of office tasks can seem cumbersome when translated into the digital age. For example, consider how sticky notes are used in your office. In many, they are a critical communication tool among the staff, and they may or may not become a permanent part of a patient's record. Unfortunately, while it is easy to attach any small scrap of paper to a traditional chart, this is not possible with an EHR. Information must be passed along electronically, and even trivial messages are saved permanently in cyberspace. Also, the process might take longer to perform, as it can be a lot quicker to jot down a note than enter it electronically.

Establishing a new workflow that is practical and efficient needs to take such things into account.

▸ Involve others in the process. Consider involving staff members from each area of your office when selecting an EHR. In addition to the care providers, this may include an office manager, clinical staff member, receptionist, and billing or referral specialist. They should be asked to individually examine and identify the critical steps in their daily routine. They should also be present to interview vendors and test the program, making sure to observe how their piece operates in any given software package.

▸ Simulate the new daily routine. Be sure to ask for a demonstration of all major office functions. Vendors often turn this into a sales pitch, highlighting their program's most attractive features while glossing over its limitations. Suggest several hypothetical complicated scenarios, from triaging phone calls to creating office notes. It is not typical for patients to present with only one concern, and the EHR should be able to accommodate that.

It also should be able to expedite common nursing and administrative tasks and allow all users to manage multiple patients simultaneously.

▸ Consider hiring an EHR consultant. Employing the services of an EHR consultant can be incredibly helpful. It not only provides peace of mind, but also can help you save a tremendous amount of time and money. A good consultant will “interview” your practice, speaking to staff and analyzing workflow, to help you match your office's needs to the right EHR product. He or she can also help to create a timeline for implementation and recommend hardware to maximize your budget and efficiency.

In the end, the cost of hiring a consultant will be insignificant compared with the long-term savings of making the right choice.