Enhancing care quality while managing costs presents a universal challenge. That emphasizes the need for a process rich in information, where the correct individuals receive the essential data at the necessary moments to achieve the best health outcomes. Electronic Health Record (EHR) systems promise to supply pivotal data crucial for patient care.
A strategically designed EHR platform can be a cornerstone for financial mechanisms and value-driven healthcare. It leverages telehealth efforts by enabling varied healthcare providers to access patient records and supply data to elevate public health monitoring and research. EHR systems can also offer decision-support mechanisms to refine the quality of care delivered to each patient and empower patients to be more proactive in their healthcare management.
Below, we will explore the world of EHR solutions, focusing on their key functionalities, benefits, challenges, and tips for successful implementation. It will be interesting, we promise!
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“At SPsoft, our journey into EHR system adoption has been marked by great commitment to enhancing patient care through tech innovation. With years of experience, we’ve mastered the art of integrating sophisticated EHR solutions into healthcare practices of various sizes. Our expertise lies in our ability to streamline operations, ensure compliance, and facilitate seamless access to patient information. Our mission is not just about implementing technology, but about transforming healthcare for the better.”
Mike Lazor
CEO, SPsoft
“Our approach is grounded in a deep understanding of the unique challenges and requirements of the healthcare industry. We leverage cutting-edge technology to deliver EHR solutions that are not only robust and secure but also intuitive and flexible. Our success is measured by our ability to enable healthcare providers to focus on what they do best – caring for patients with the reassurance that their data management needs are expertly handled. At SPsoft, we’re driving the future of healthcare technology.”
Romaniya Mykyta
Head of Product Management, SPsoft
Deciphering the Concept of EHR Systems
The terminologies EMRs (Electronic Medical Records), EHRs, and EHR systems, among others, are generally understood as systems for managing patient information. They refer to medical records that have transitioned from being maintained on paper to being stored electronically. However, it is worth noting that EHRs can operate at various levels.
For instance, a hospital’s EHR manages data internally, while a state or national EHR processes information across broader geographic areas. The major takeaway from these definitions is that EHR systems enable medical providers to access and exchange data with internal and external platforms. That is what distinguishes an EMR from an EHR and the relevant systems.
Such distinction is crucial as many commercial products are labeled EHR systems, not EHRs. That leads to confusion, particularly in the United States, where these terms are often used interchangeably. The specific information recorded in an EHR platform can vary depending on the provided services and the service delivery model.
Integrated EHR systems encompass inpatient and outpatient care data in primary and hospital settings, focusing on health information and specific administrative tasks. Ultimately, their core requirements and functions are subject to change as the supported business processes evolve and medical advancements are made.
Ready to transform your healthcare practice with the power of EHR systems? Explore how our solutions can elevate care quality and efficiency!
The Key Functions of Robust EHR Platforms
EHR systems are designed to facilitate seamless data exchange among various healthcare practices. They should also provide a comprehensive and constant compilation of the patient’s health records and ensure that all authorized users have instant access to patient data. Below is our list of the most critical functions an up-to-date EHR software system should have.
Now, let’s check how some of the mentioned functions work within an EHR solution.
Benefits of Implementing EHR Systems
Here, we will analyze the four primary impacts of EHR platforms, including healthcare system structures, relevant processes, medical outcomes, and return on investment (ROI).
Healthcare system structures cover the inputs to enhance individuals’ health and well-being. These are regulatory frameworks, organizational strategies, workforce, informational techs, and healthcare governance. Healthcare processes describe the application of these inputs and resources, primarily focusing on the quality and efficiency of care provided. Healthcare outcomes are the effects of medical interventions on patient health. Lastly, ROI highlights the economic analysis of EHR systems, assessing their cost-effectiveness and financial benefits.
Healthcare System Structures
Regarding healthcare system structures, the principal advantage of EHRs lies in enhancing the completeness and integrity of data systems. EHR platform implementations can increase data availability and precision, providing immediate access to current data. Building an EHR system may expand the volume of patient health information accessible during a standard hospital visit.
Furthermore, EHR systems enhance public health management and surveillance by offering alerts that can help predict health outbreaks more accurately. Predictive models using EHR data can identify influenza outbreaks more effectively and swiftly than conventional monitoring tools. For instance, one model that utilized EHR and internet search data decreased the forecast error rates for real-time and three-week forecasts by 33% and 21%, respectively.
Improvements in information quality associated with EHRs also yield beneficial side effects for research. Studies based on EHR data typically involve large sample sizes and can be more cost-effective and quicker to conduct.
Healthcare Processes
Correctly deployed EHR systems bolster the quality and efficiency of care delivery in medical processes. They contribute to improved care quality, decreased medical errors and adverse drug events, and better adherence to clinical protocols. A study showed that EHR platforms that covered dosage instructions and defaults within order entry screens were effective in lowering medication error rates from 50.2% to 28.2% for HIV patients on antiretroviral therapy.
Further advantages of EHR implementation include enhanced follow-up on test outcomes and enhanced coordination among healthcare teams and across different care levels. An EHR software system bridging inpatient and outpatient care is associated with greater professional consensus regarding roles and patient treatment goals across various care settings.
Regarding efficiency, EHR systems can facilitate improvements in healthcare provision. For example, patient data management systems reduce charting time and increase patient care time. Moreover, they can cut costs by reducing unnecessary diagnostic testing, which tends to occur when clinicians lack access to a patient’s clinical information from other providers.
Primary care physicians in the US have been reported to spend approximately six hours daily on EHR tasks, with a great portion devoted to administrative duties. Addressing these efficiency challenges may require change management and training initiatives.
A recent study in the US highlighted that EHR training, including coaching and demonstrations, led to significant work efficiency gains and quality of care improvements. Thus, physicians can save 40 to 60 minutes daily on EHR documentation and enhance their use of clinical order sets for managing conditions like stroke, sepsis, and chest pain.
Health Outcomes
EHR systems do not substantially impact mortality rates within hospitals and intensive care units. At the same time, results across various healthcare settings may vary based on specific contexts and disease characteristics.
Conversely, the evidence regarding EHR systems’ effect on morbidity appears more compelling. One review focused on the influence of CDSS systems connected to EHR platforms on mortality and morbidity. While this review identified the lack of a great mortality benefit, it demonstrated a noteworthy decrease in morbidity, with summary relative risk reductions ranging from 10 to 18%.
Cost Benefits (ROI)
Similar to the findings regarding healthcare outcomes, the data on costs and related pros of EHR systems depend highly on the context and the specifics of EHR implementation. Whether the adoption of EHRs leads to increased or reduced expenses for organizations still needs to be solved, as does the issue of whether the relevant benefits surpass the associated costs.
However, when implemented effectively, EHR tools can yield a positive return on investment. For instance, the Department of Veterans Affairs reported benefits triple the annual costs of its digital system implementations in the United States. Similarly, positive returns on investment from EHR implementation have been observed in primary healthcare settings. Such financial returns are primarily attributed to physicians’ capacity to attend to more patients within the same timeframe and the heightened efficiency of administrative staff.
Thus, while results can vary across different areas, the aggregate evidence favors adopting EHR systems. After all, it is crucial to remember that the primary aim of an EHR platform is to facilitate ongoing, efficient, and high-quality integrated healthcare. Meanwhile, EHR systems should not be viewed as a panacea that can independently enhance overall health outcomes, mainly if they are not part of a broader healthcare strategy.
The Most Common Barriers to Implementing EMR/EHR Systems
Understanding the key obstacles health systems may face is crucial for the effective planning and execution of EHR platforms. A detailed examination revealed a wide array of obstacles to physicians’ adoption of EHR systems, categorizing them into eight groups:
- financial
- technical (issues with connectivity, computers, etc.)
- time constraints
- psychological factors
- social considerations
- legal requirements
- organizational hurdles
- the process of managing changes
According to the Pan American Health Organization (PAHO), financial, technological, and time constraints are often highlighted as the main threats to successfully adopting EHR systems. Yet, addressing these primary challenges alone does not guarantee achieving the pros of building an EHR system. For instance, issues in managing changes, like the absence of incentives, lack of engagement, and leadership deficits, can obstruct the successful rollout of an EHR system, even when there are sufficient financial and technical resources.
Thus, surmounting financial and tech hurdles is necessary, but more is needed for successful EHR implementation. A study that assessed the rollout of EHR systems in 13 countries, drawing on insights from experts who play critical roles in the relevant efforts, underscores this point.
The study identified that the most significant impediment to the efficient implementation of an EHR software system is the resistance and lack of support from key stakeholders. They often include healthcare professionals and administrators. That highlights the importance of providing proper training to develop the digital competencies required for effective EHR adoption and foster positive stakeholder engagement.
Unveil how EMR solutions are redefining patient care. Our blog guides you through EMR systems’ features, components, and the leading platforms available!
Contractual Issues Related to Selecting an EHR System
After appropriately comprehending the diverse EHR systems available, physicians must delve into contractual considerations and their implications for clinical operations. Although selecting an EHR software system involves many business factors, they must evaluate the following key aspects to reduce potential risks associated with professional liability when using EHRs.
Data Ownership
Determining who possesses the rights to the data is crucial. Thorough documentation facilitates high-quality patient care and serves as a physician’s primary method to showcase responsible medical practice during treatment. The courts regard meticulously maintained treatment records as the written evidence of a clinician. Hence, physicians must establish the ownership of patient medical records from the beginning of any relationship with an EHR provider.
Neglecting to do so could harm patients when their records are unavailable for ongoing care, personal legal actions, disability claims, or other purposes. Moreover, physicians may encounter heightened liability risks if they need to contest medical malpractice claims without access to the relevant healthcare information.
Operational Problems
Operational factors, like clinical support tools and instances of system failure, directly impact patient care and the liability for medical malpractice. For instance, alerts about drug interactions, though highly beneficial, might rely on outdated information, posing risks to patients. According to the intermediary’s legal doctrine, physicians, rather than system providers, are responsible for detecting and addressing errors to prevent patient harm.
Additionally, system outages present a critical operational issue, potentially leaving physicians unable to promptly and efficiently access necessary data during critical moments. Despite physicians’ limited control over such failures, contract indemnity clauses might transfer liability to the physician, who may lack insurance protection for such risks. Furthermore, nondisclosure provisions in vendors’ agreements may inhibit physicians from voicing concerns. They often include those related to patient safety and others in the network, such as hospitals.
Termination Factors
Physicians must strategize how to dispose of their EHR data if their vendor faces bankruptcy or the contract ends. As previously discussed, medical records act as evidence for physicians when contending with lawsuits for medical malpractice or facing inquiries from medical boards.
Technological Obsolescence
There is a need to select EHR software systems that remain compatible with other systems, although services may be terminated or a vendor bankruptcy occurs. This strategic approach guarantees patient care and the seamless transfer of medical records in such events.
Data Privacy and Security
All EHR systems must incorporate measures to protect health records’ confidentiality, security, and integrity. Besides, for physicians to uphold their duties in keeping records confidential and secure, they must have a clear understanding of:
- where their EHR data is stored
- who is granted access to this data
- the specific purposes for which it can be used
Physicians should be also informed about relevant regulations and select vendors that adhere to state laws, the federal Health Insurance Portability and Accountability Act (HIPAA), and the Health Information Technology for Economic and Clinical Health Act (HITECH). Healthcare providers covered by HIPAA must secure a Business Associate Agreement with their vendor. Meanwhile, providers not covered should establish a similar agreement to protect confidentiality.
From key features and benefits to a detailed step-by-step EHR API integration process, our blog has it all. Dive into crucial security tips and cost considerations!
Recommendations for Successful Adoption of EMR/EHR Systems
EHR systems hold great promise for aiding the digital transformation of the healthcare sector. A strategically developed EHR platform can enhance data availability for policy formulation and improve healthcare delivery quality, continuity, and efficiency. Below, we offer advice for those contemplating investments in EHR software systems based on the evidence.
Assess Your Current Situation
Understanding the present scenario is crucial for setting goals and tracking progress. Numerous methodologies and tools are designed to evaluate digital health. For example, a National EHR System Maturity Model created by the Inter-American Development Bank evaluates these five key areas:
- People and culture
- Information and health
- e-Health infostructure
- Infrastructure
- Governance and management
Engaging the entire scope of stakeholders, including your staff, partners, medical organizations, and end-users, is vital in the assessment phase.
Establish a Precise EHR System Definition
Due to the diverse interpretations of what an EHR system entails, you must clearly define what constitutes it within your specific context, including various functionalities and content. This process must thoroughly examine existing evidence, mainly regarding key EHR functionalities.
Develop a Context-Specific Business Case for an EHR System
EHR systems represent a substantial investment. Considerations should include:
- The current expenditure on existing systems (including paper-based systems) and the time invested in digitizing, retrieving, and storing paper records.
- The anticipated benefits for healthcare providers and patients involve error reduction, improved care coordination, and increased satisfaction.
- The total cost of ownership covers maintenance, security, and change management costs and the consequences of insufficient or inaccurate system management data.
However, the transformative potential of this information, when correctly leveraged, is immense.
Address the Research Gap
A cyclical dilemma exists due to the scant research on EHR system implementation and the lack of documentation from companies that have made such investments. Organizations are encouraged to meticulously document their experiences before and after EHR adoption.
They may also compare their findings with other medical practices undergoing similar transitions. This approach would expand the available knowledge base and aid in identifying and resolving potential challenges when integrating or building an EHR system.
Empower your private healthcare practice with the right EHR solution. Read our blog to discover how EHRs can be game-changers for modern medical providers!
Avoid Digitizing Inefficient Processes
Implementing technology without addressing underlying inefficiencies can result in costly and ineffective digital processes. Successful implementations of integrated EHR systems have been recognized and adapted to the operational needs of healthcare providers. They ensure that tech advancements align with the broader health strategy rather than being seen as an end goal.
Involve Users in Design and Implementation
Efficiency is at risk, especially during the initial stages of EHR system adoption, as healthcare professionals must adjust to new workflows. Resistance is always standard and, if not properly managed, can lead to significant setbacks or even project failure.
To mitigate that, applying effective change management tactics is essential. They often include:
- Involving healthcare professionals in the implementation process
- Identifying key influencers
- Ensuring management support to balance physician concerns
- Allocating dedicated personnel and resources for the EHR system’s deployment
- Offering comprehensive training programs.
Form an Interdisciplinary Implementation Team
The responsibility for EHR implementation should extend beyond just IT staff. Creating a team that includes all stakeholders in the healthcare delivery process is vital, from frontline healthcare workers and managers to specialists and IT professionals.
Strategically Plan Your Digital Transformation
For an EHR system adoption to be successful, it must secure the alignment or commitment from three crucial, interconnected elements:
- The organization’s mission, operational procedures, and workplace culture.
- The individuals who execute these processes.
- The tools and techs used by such individuals, both hardware and software, in their roles.
Achieving success depends on a mission bolstered by continuously optimized processes, an engaged workforce supporting changes, and the adoption of practical and user-friendly techs.
Final Thoughts
Enhancing care quality without escalating costs requires comprehensive information. Within a healthcare system, ensuring that the appropriate individuals have access to the necessary data precisely when they need it is crucial. Therefore, EHR systems are poised to offer this vital data. With strategic and holistic adoption, an effectively structured EHR platform can aid healthcare providers, administrators, and patients by furnishing them with essential information. Ultimately, that will significantly improve the general healthcare system.
Keep the complexities of EHR adoption from holding you back. Discover the ideal EHR system for your healthcare practice with SPsoft’s expert guidance!
FAQ
What are the different EHR systems?
EHR systems cover a range of types. They include cloud-based solutions offering easy access and scalability and on-premise solutions providing robust data control and security. Moreover, specialty-specific EHR platforms can be designed for particular medical fields, like pediatrics or cardiology, to meet unique clinical and administrative needs.
What is the key difference between EHR systems?
The critical difference between EHR systems primarily revolves around their deployment models (cloud-based versus on-premise) and customization capabilities. These distinctions affect how data is accessed and controlled, the initial and ongoing costs, and the system’s adaptability to healthcare practices’ specific operational and clinical needs.
What are the major benefits of EHR systems?
The most crucial benefits involve improved care quality, higher efficiency, and enhanced public health management. Besides, better coordination across healthcare teams, reduction in medical errors, and support for cost-effective care delivery through streamlined processes and complex, accessible patient data are worth mentioning.
