11/22/2010. Frequently Asked Questions. Successful EMR/PM Implementations. FAQ s Continued. Where do we start?

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1 Frequently Asked Questions Successful EMR/PM Implementations Zac Childress Product Line Manager, TRAKnet DPM Where do we start? Converting PM (billing/scheduling) system? What will happen with our existing claims and patient balances? Jump right in or slow and steady? Do I need a PC in every exam room? What is the learning curve? Am I going to be doing the data entry? FAQ s Continued I heard this is going to slow me down, is that true? Should I do this now or wait until things settle? The hospital is pushing another EMR at me, should I buy what the hospital wants me to buy? Will these systems help me qualify for the incentive program? Where do we start? Best Practices Make sure you consult your hardware vendor to make sure your infrastructure will support your new software system Plan with your vendor to make sure you understand that a full implementation can take 3-6 months or longer Full implementation: Document management, scheduling, documentation of visits, billing, inventory management, erx Best Practices Establish Champion Doctor and Office Staff Modular approach Create a timeline document with go live dates All new patients demographics go into the system Look at who is coming into clinic and scan pertinent chart documents (not A to Z) Begin scheduling in the new system Best Practices Add e-prescribing Spend this time tweaking your templates, pick one visit type Begin documenting in the system for that one visit type. Start with two a day, add until this visit type is mastered Document the rest of the visits the usual way, scan these notes into the system Add a second visit type when ready, repeat 1

2 Converting existing PM/existing claims & balances Start fresh? Adage of garbage in, garbage out when referring to data. Your call What will convert? Demographics, insurance carriers, appointments, referring providers Transactions? Risky. Better to run old and new system side by side Makes the case for C/S based software vs. web based. Web based would require payment to access software Jump right in or slow and steady? Expectation setting, remember 3-6 months Lots of failed implementations because of unrealistic expectations by the practice or the sales department Remember the modular approach Most benefit from the slow and steady Change is often difficult for practices, don t get hung up on one thing. Buy more training if necessary Do I need a PC in every exam room? How do you document today? Chart in exam room? Dictate in the hall? Handwrite in your office Figure out what is the least departure from how you are practicing today, you will be happiest with the method that matches your existing charting method Tablets? Laptops? PC s? Tablet PC s Pros: Lightweight, familiar form factor, handwriting recognition, wireless access from room to room. Web cam for taking pictures right in the room (patient picture, wound photos) Cons: Don t bounce well, still fairly expensive vs. laptops, battery life is generally poor Laptops Pros: Lower price point than tablets, wireless access from room to room, better battery life than tablets, can have larger screens than tablets (for the over 40 crowd) Cons: Most are heavier than tablets, still prone to batteries running out at inconvenient times, larger screens mean they are heavier than tablets, wireless is never as good as wired PC in each exam room Pros: Always on, always available. Wired network is always faster and more reliable than wireless. No worries about dropping them or batteries running out. Less expensive than tablets or laptops Cons: Generally not portable and requires that a PC be purchased for every exam room/check-in/check-out station that will require access to your software 2

3 Learning Curve Who is entering the data? Training Videos Training Manual Onsite Training Online Training Continuing education for new versions 3-6 months Front office enters demographic and initial scheduling information Medical Assistants enter histories and chief complaints Provider/MA/Scribe completes the note, provider signs off on completed notes Repurpose staff from chart pullers and filers ROI = 3 months Will this slow me down? If you attempt to document every visit in the system right away, absolutely. 3-6 months You can dictate a note faster than you can document in EMR, just not a better note More complete documentation No more lost charts, reports Electronic refills, less time playing phone tag with the pharmacies Act now. Don t wait. It will take 3-6 months to know your software 85% of the market has done nothing to date Resources are going to be limited, get the A team to do your training ARRA funding becomes available in 2011, how long will the funding last? Hospital is pushing XYZ EMR Largest part of the EMR market is Internal Medicine/Family Practice driven Little or no content for Podiatry $500/hr for you to create content Who owns the data? These systems tend to be very expensive or are web based with ongoing monthly costs CCD s and HIE s will allow for the exchange of data from disparate systems Will the EHR qualify for incentive program Look for money back guarantee Get educated Make sure you get enough training to fully understand how to document the necessary criteria for meaningful use Buying a system does not automatically qualify you as a provider, you have to prove meaningful use 3

4 Documenting Scheduling Over 200 Podiatry centric templates Template sharing library Multiple documentation methods Voice dictation or embedded transcription Entire note is viewable while documenting Flexible options for appointment type, length and color coding Multiple Views (Day/ Week/ List) Insurance Eligibility Check Integrates with Appointment Reminder software Nursing Home Recall Lists View the patient s balance Co-Pay Reminder One Click Access Into Patients Digital Chart One Click Access Into Patients Encounter Note Patients Digital Chart Photo Security Interactive Scheduler Notifications Patient multimedia folder Easily generate referral letters E-prescribing interface Digital imaging interface Audit Log Diagnosis Log Previous Encounters Log Inventory Pre-Loaded Podiatry-Specific Vendors Product Tracking Using Minimum/Maximum Levels Automatic Purchase Order Notification Order Tracking With Print, Fax or Functionality Integrated Point-Of-Sale Hardware Functionality For Easy Dispensing Receiving Of Inventory Bar Coding E-Prescribing SureScripts Certified Formulary Check Listed Drug Alternatives Drug to Drug Interactions Notification Drug to Allergy Interactions Notification Send or Print Prescriptions From TRAKnet DPM Billing Embedded GEDI Web Portal Electronically Send Primary & Secondary Claims Receive & Automatically Post Electronic EOBs Customizable Patient Statements Embedded Credit Card Processing Fully Interactive Electronic CMS Form 3% Average Rejection Rate Less Than 2% Payer Rejects Insurance Coverage & Eligibility Check 4

5 Q&A

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