We live in an information age where data is abundant. Analysis is almost always targeted at making better use of the data we gather about a particular event. The hope is better forecasting and more knowledge about the effects of certain actions. For the medical field this requires a switch from paper to electronic records. The conversion rate between paper-based and electronic medical records (EMRs) is a common indicator of performance for health care facilities. The challenge is one of efficiency, and the right application can make a world of difference.
Instructions
1. Find a system with certain features. The best conversion tools have after-hours access, are easily accessible to both doctors and medical staff, provide adequate documentation and allow coding, queries and scheduling.
2. Measure outcomes. Develop a system to track and monitor system improvements. You will recognize considerable efficiencies once the switch is complete; this will justify the additional hours paid for implementing the system. See the Resources section for a calculator to determine your return on investment (EMR ROI).
3. Understand the costs. There are additional costs that extend beyond the application purchase. Computers are needed in the patient rooms, nurses stations and doctors’ offices. You may also need to purchase a more expensive server with faster response times or larger data storage capacity. Your short-term costs will increase. Negotiate these costs, both fixed and variable, up front to significantly lower costs and reduce budget variability.
4. Map the data input and output process with a flowchart. Allow staff to provide feedback on the flowchart. See the Resources provided for an example. Use this chart to choose and customize your system.
5. Review the backup system. Records are updated by the minute so the backup system is vital to the long-run success of the application.
6. Switch to the new system. Use a pilot group of roughly 10 percent to start. Work in phases and be iterative. If the pilot is successful, continue with implementation; that is, planning and implementation should work together to decide on the best way to work through roadblocks or get to the next step.
7. Set a date for a complete switch to EMR. Use a conversion rate (a percentage of files uploaded into the system), to track progress. If your firm adopts a parallel (paper and EMR) process, keep it limited to tests and correspondence. A parallel process may receive less push back, but it will also reduce the efficiency you can gain from achieving a high conversion rate.
Tips & Warnings
- Make sure all features promised within the application are currently available.
- Before making your final purchase, visit the site to see the application in action. Request a tour without the sales staff or vendor representative.
- Include sustainability and green purchase agreements. This might increase your conversion rate by 5 to 10 percent.
