Health records are only as good as the information they contain, and relying on a patient’s memory to fill in medical history can result in faulty and imprecise data.In other words, the old way was an inefficient system. Patients see an average of 18 doctors in their lifetime, according to a survey by market research company GfK Roper, and rarely does the information from one doctor make it to the next. If you are doctor number 15, the medical history you have is likely from the patient’s head.
The Centers for Disease Control and Prevention reports that 48 percent of physicians have an electronic health records system, which records and cross-references patients’ medical history that meets the criteria for a basic system. For those smaller medical practices, the transition to electronic records wasn’t easy. Through careful planning, and professional execution, the use of electronic records can be a powerful tool for medical professionals and patients to work together. Here are a few guidelines to make that transition more successful,
Prioritizing Patients
Don’t be overwhelmed by walls of paper files. The key to transitioning to digital records isstarting with the patients who are on the schedule. Start by recording all future visits into the system; that sets a precedent that allows digital recording to be the standard. If a patient has an existing paper file in the office, transition those files to the electronic system first. This way, only relevant data is being put into the system.
For several months, the physician will likely still need to consult the paper files. But as more information is moved over, the reliance on analog charting will subside.
Focus on Relevant Information
For small clinics, the extra time and manpower required to scan pages of old charts into a digital system may be taxing. Dr. Peter Polack, an ophthalmologist who transitioned his office's records more than five years ago, recommends prioritizing the summary page of the chart, making sure to get prescription information and any chronic or ongoing conditions recorded. The key, he says, is to facilitate the use of the digital system as quickly and as productively as possible. Taking paper charts out of the hands of professionals is the only way to encourage them to use electronic charts.
Supporting the Infrastructure
Utilizing an electronic health records system effectively requires bandwidth. The Federal Communications Commission recommends download speeds of 10 megabits per second (Mbps) for small primary care practices. With the expansion of the use of tablets and mobile devices in the office, those speeds may need to be even faster to be effective. An outdated network may not support the full capabilities of an electronic health records system.
Digitizing your patients’ records is a means to improving quality of care. It is a step toward creating a system of records that transcends one doctor’s office, so wherever a patient goes, his or her medical history can easily be reviewed in collaboration for more accurate treatment. By triaging the transition to digital, implementing your new system doesn’t have to be the nightmare you fear.
Christopher Walljasper is a Chicago-based freelance writer. He has experience in the mobile technology world and enjoys exploring the ever-changing tech landscape. When he’s not writing, he enjoys spending time with his wife, Annie, daughter, Lucy, and basset hound, Ellie.