The implementation of EMR systems (electronic medical record software) necessitates extensive planning, collaboration, and coordination. The EMR systems implementation plan should be fleshed out from the start to minimize costs during implementation and maximize ROI after the rollout. A well-implemented free EMS systems has the potential to significantly improve patient care, quality, and outcomes.
Step-by-Step Implementation of an EMR System
Make a thorough road map
Begin by conducting a thorough assessment of your facility’s readiness to implement an EMR system. Determine whether the available infrastructure, clinical processes, education, and training can support the implementation of an EMR system.
One of the causes of failed EMR system implementations is management’s failure to assess its needs from the start. To accurately assess the current state of medical practices and capabilities, high-level executives must be involved in the planning process. They must also define which functions they require in EMR systems and identify critical success metrics to evaluate after go-live.
Develop Effective Leadership
Another critical component of your practice management system project plan is the formation of an experienced and wise steering committee. A typical EMR systems implementation plan template includes a project manager (who may also be the practice manager), an application analyst, an application developer, a QA test engineer, a physician advocate, a nurse advocate, and a billing advocate as members of the implementation team.
Team members should exchange information openly and collaboratively throughout the implementation process.
Establish Budget Limits and Projections
A common stumbling block in the implementation of EMR systems is investing significant resources in EMR systems only to receive a poor ROI. Your organization should strive to cut costs while improving the healthcare service quality.
Create the Infrastructure
The information technology infrastructure for your EMR software implementations should include robust security protocols and quick disaster recovery strategies to ensure efficiency and uptime. Its architecture should include components such as registries, interoperability, security, privacy, and safety. One requirement is unavoidable: your system must be HIPAA compliant. You can always work with a seasoned EMR software vendor or consultant to ensure complete compliance. You will also need to assess and implement your hardware requirements in addition to software. Installing additional printers and providing appropriate technology to each staff member is part of hardware preparation.
Data Transmission
Following the installation of your infrastructure, the next step in implementing certified electronic medical records systems is data migration from your legacy system. Begin by determining the best approach for patient and physician comfort. A smooth data migration reduces clinical staff frustrations while increasing user buy-in. Consider the following suggestions to assist with data transfer:
It has established migration parameters, such as what needs to be transferred and the size of the backup
Data entry personnel
Developing a workflow sheet to ensure maximum data entry clarity
Checking and double-checking that all information is entered correctly
Keeping the paper charts safe
Organize EMR Training Sessions
To get your employees on board with the new EMR systems, you must consider the training aspect of your EMR system implementation at this point. The training should be comprehensive and tailored to the individual, emphasizing the significant benefits of EMR software and how to successfully implement one.
Consider the following when implementing EMR systems:
They assemble a highly skilled training team
Appointing super users to serve as departmental contact people.
Creating a training plan with specific objectives
Tailoring training to users’ current skill levels
Encouraging employees to participate in real-time for hands-on experience
Prepare for Go-Live
Test your new EMR systems in a simulated scenario or production environment before going live to avoid major hiccups.
Your staff should be well-versed in the system’s functionalities and their roles in optimizing its use by this point. The EMR systems should have received all critical data. Billing, clinical documentation, scheduling, and patient follow-up should all have individual and departmental workflow processes. During the testing phase, implementation personnel should be ready to identify and resolve issues in real-time. To alleviate staff anxiety, consider reducing patient volume on the actual launch day. Inform customers about the launch and educate them on how this new technology can benefit them.
