Ease the Transition
It may be possible to transfer data from your old EHR system to the new one. “Ascertain this compatibility before implementing a new system,” Dr. Lawson says. “In most cases, your EHR vendor and IT manager should be able to design a system that enables you to transfer previous data. Try to move as much data as possible from the old system to the new one.”
Dr. Lawson suggests having mandatory onsite training for at least one week. Provide training manuals that include proper data-entry instructions. “Sometimes, staff members will suggest shortcuts when entering data into charts, but when the record is sent out for billing, a glitch occurs because certain pieces of information are missing,” he says. “Let staff know that it’s critical to follow the vendor’s instructions.”
Allot extra time for the transition, factoring in an adjustment period. Dr. Lawson reduced his patient load substantially during this time, seeing four to six patients a day rather than the usual 25 or so. “Before a patient’s appointment, have personnel review their chart and input as much data into the record as possible, [information] that doesn’t require the doctor’s input, such as medications, past medical history, patient diagnosis and so forth,” he says. This approach, “seeing fewer patients,” means “staff have time to build data into charts and get up to speed. Because they are not in a rush, [fewer] data-entry errors will occur. Start slow and add momentum. Consider hiring a scribe who is comfortable with computers to assist providers who are struggling with the process.”
Resolve Issues
Being proactive can give you the upper hand when resolving issues. Dr. Matsumoto’s practice has an EHR committee (which he heads) with a physician representative from each practice location that meets by WebEx once a month along with the IT manager. If necessary, the system’s vendor attends. “This allows for better communication and helps us better troubleshoot problems,” he says. “It also helps politically to move concepts and ideas forward. And as the physician champion, I don’t take all the blame when something goes wrong.”
Having an EHR team worked well when Dr. Matsumoto’s practice had connectivity problems. “We have multiple offices, and getting the system up to speed was a long process,” he says. “It took a combination of our IT staff, our Internet service provider, the company that manages our network and our EHR vendor to resolve things. There are still occasional issues, such as the system doesn’t always run optimally or it crashes, so having someone designated to call appropriate individuals to fix the problem and knowing who to call is important.”
