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Tip: Plan ahead to maximize EHR benefits

EHR Connection, October 8, 2007

p>Planning ahead is the key to a successful transition from paper records to EHRs, according to Laura Jantos, FHIMSS, principal of ECG Management Consultants in Seattle, and Salvatore Volpe, MD, FAAP, FACP, CHCQM, president of Oakwood Medical Consultants in Staten Island, NY.

It's impossible to overstate the importance and value of planning, because benefits don't materialize automatically, says Volpe. The return on investment has a direct correlation with the amount of planning, says Jantos. For example, your transcription costs will remain the same unless you plan to discontinue using transcription services.

Before implementing an EHR system, familiarize yourself with various systems. Attend as many vendor fairs as possible, and be sure to include some of your future EHR users in the group. Volpe recommends observing demonstrations and then taking a "test drive" of various products. Spend at least 20 minutes with each vendor and don't forget to take notes.

After you've selected a system, "play" with the software for one to three months before implementation to allow time to become familiar with the various functions, says Volpe. Taking time to learn "the lay of the land" will help EHR users overcome their fears and become proficient at using EHRs, he says.

Staff must support the idea of an EHR-based system and must understand that change will require "technical, operational, and cultural adjustment," says Jantos. She and Volpe recommend appointing one person with responsibility for managing implementation. Management also must do its part by providing the resources necessary for implementation.

Keep in mind that EHRs are likely to result in significant upheaval with respect to your current processes. Flexibility and a willingness to modify processes and adjust work flows will aid in the transition.

This tip is provided by the October issue of Electronic Health Records Briefing.

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