In this episode, we map out the journey to selecting the perfect EMR system for small medical practices. From scalability and specialty features to security and integration, we break down what makes a quality EMR and how to navigate the selection process. Discover why minimal training time, flexible pricing models, and staff input are essential for making the right choice. Tune in to empower your practice with the ideal EMR solution!

Transcript

00:00:01 Narrator

Welcome to the Billing Blueprint podcast your Go to resource for innovative medical billing solutions. Each episode, we explore the latest industry trends and share proven strategies to help your practice streamline operations and get paid faster. Now, here are your hosts Brad and Sarah.

00:00:21 Brad

Alright everyone, get ready because today we're diving deep into the world of electronic medical records. EMRs, you've got it. And this one is for all of you running smaller medical practices out there.

00:00:27 Sarah

EMRs.

00:00:34 Sarah

Absolutely.

00:00:34 Brad

We're going to help you make sense of it all, especially since it looks like you've been doing your homework.

00:00:38 Sarah

Oh yeah.

00:00:39 Brad

We see even poring over this article on picking the right EMR system, which is smart because switching from paper to digital.

00:00:47 Sarah

That's a big leap.

00:00:48

Huge.

00:00:49 Brad

So we're here to give you the knowledge to choose wisely.

00:00:52 Sarah

That's right. It's way more than just switching. It's like a complete overhaul of how you do things. Let's do it.

00:00:57 Brad

OK, so let's bring it down. The article defines an EMR as like a digital version of those patient charts. All the history test results, treatment plans, the whole 9 yards.

00:01:08 Sarah

Yep, all in one secure spot.

00:01:10 Brad

But it's not just a fancy filing cabinet in the cloud.

00:01:13 Sarah

Is it no way. Think of it as like a high tech Control Center.

00:01:15 Sarah

For patient care, OK.

00:01:17 Sarah

I like that ER's can actually be.

00:01:19 Sarah

Just the quality of care in ways paper just can't. You could avoid a serious mix up just because the system caught something you might have missed.

00:01:27 Brad

That's amazing. So it's not just preventing those kinds of errors.

00:01:30 Sarah

Not even close.

00:01:31 Brad

The article also talks about saving time and money.

00:01:33 Sarah

Oh yeah, less paperwork.

00:01:35 Brad

Streamlining everything.

00:01:36 Sarah

Happy staff, efficient practice, happy patients, the whole thing.

00:01:40 Brad

It really does sound like a win win.

00:01:42 Brad

But I bet some folks listening are.

00:01:44 Brad

Like, whoa, where do I even begin?

00:01:46 Sarah

I know it's a lot to take in.

00:01:47 Brad

It can feel overwhelming.

00:01:49 Sarah

Like planning a road trip? You don't just hit the gas without knowing where.

00:01:52 Sarah

You're going.

00:01:52 Brad

Right. Gotta have that destination in mind.

00:01:55 Sarah

Exactly.

00:01:55 Brad

So how do we map out our route, so to speak, when it comes to picking an EMR?

00:02:01 Sarah

Well, the article highlights 3 things.

00:02:03 Sarah

Liam on me? Scalability.

00:02:04 Brad

1st.

00:02:06 Sarah

Is your practice solo or are you thinking of expanding?

00:02:10 Brad

Got a plan for the future?

00:02:12 Sarah

Right. The system needs to grow with you.

00:02:13 Brad

Like choosing between a sports car or a minivan, depends how.

00:02:17 Brad

Many people you got to fit in.

00:02:18 Sarah

Uh-huh, exactly. Next, how customizable is the system?

00:02:23 Sarah

One-size-fits-all doesn't really work here.

00:02:25 Brad

Because each practice.

00:02:26 Sarah

Is unique exactly. You've got your own workflows, specialties, quirks, even.

00:02:30 Brad

Got to find those shoes that fit just right.

00:02:33 Sarah

Exactly.

00:02:33 Sarah

Quickly and finally think about specialty specific features. The article emphasized this big time.

00:02:39 Brad

Makes sense, especially for smaller practices focused on one area.

00:02:42 Sarah

You need an EMR that speaks your language. The right terms, forms codes, the works.

00:02:48 Brad

OK, so we got our map and our vehicle. What about packing for the trip, looking at EMR features is overwhelming.

00:02:55 Sarah

Oh yeah, it's a lot.

00:02:56 Brad

Feels like they do everything but make you coffee.

00:02:59 Sarah

You're telling me?

00:03:00 Brad

So what features do we really need to prioritize?

00:03:02 Sarah

The article is really clear on this user friendliness. Above all else, you can have all the bells and whistles, but if it's a nightmare.

00:03:05 Brad

Makes sense?

00:03:08 Sarah

To use, nobody's gonna.

00:03:09 Sarah

Use it exactly. Gotta be intuitive, easy to pick up.

00:03:13 Sarah

Minimal training needed.

00:03:14 Brad

Nobody wants to spend their day fighting with software.

00:03:17 Sarah

Right. And Speaking of seamless, the article also talks about integration with other systems.

00:03:22 Brad

Oh, less double entries, smoother workflows.

00:03:25 Sarah

Less headaches for everybody.

00:03:27 Brad

I'm all about less headaches.

00:03:28 Sarah

Think of your EMR as the hub. It should connect smoothly with your billing system, scheduling even the labs.

00:03:35 Brad

Everything talking to each other.

00:03:37 Sarah

Like, imagine you're.

00:03:38 Sarah

Filling with the right integration codes go straight from the visit to the billing software.

00:03:43 Brad

No more manual entry, less room for errors. Now you're speaking my language, but we can't talk digital without security. Patient data is gold. Got to keep it safe.

00:03:46 Sarah

Pure efficiency.

00:03:52 Sarah

Oh, absolutely.

00:03:55 Sarah

More than gold?

00:03:56 Brad

The article mentioned HIPAA compliance.

00:03:59 Sarah

It's essential.

00:03:59 Brad

But for a small practice, what does?

00:04:01 Brad

That actually look like.

00:04:02 Sarah

Basically, it's a set of rules that make sure health info stays private and secure.

00:04:07 Brad

So the EMR systems got to be built with that in mind.

00:04:09 Sarah

100% strong password.

00:04:11 Sarah

Data encryption access control so only the right people can see sensitive stuff.

00:04:16 Brad

That makes sense. We've talked user friendliness, integration, security. But what about the cost?

00:04:21 Sarah

Yeah, got to address that.

00:04:22 Brad

ER's are an investment. Gotta be smart about the money.

00:04:25 Sarah

Absolutely. And the article has some good guidance here. First off, different pricing models, some are like buying a car big upfront cost, perpetual license.

00:04:28 Brad

OK.

00:04:35 Brad

And others are more like a subscription.

00:04:37 Sarah

Exactly. You pay a Rep.

00:04:39 Sarah

Hearing fee. So you got to think about your budget and long term needs.

00:04:43 Brad

It's like choosing to buy a car outright or lease it.

00:04:45 Sarah

Exactly pros and cons to.

00:04:47 Brad

Each and then there are those hidden costs everyone warns about.

00:04:50 Sarah

Ohh yeah, implementation training ongoing support it adds up.

00:04:55 Brad

The cheapest option up front might not be the best in the long run.

00:04:59 Sarah

Yeah, he hit the nail on the.

00:05:00 Brad

Head. So the $1,000,000 question is it worth it? Can an ER?

00:05:04 Brad

Actually pay for itself.

00:05:06 Sarah

That's the big one, and the article seems to.

00:05:08 Sarah

Say yes.

00:05:09 Brad

OK, good to hear.

00:05:10 Sarah

But there's a catch.

00:05:11 Sarah

You got to pick a system that aligns with your practices, goals and workflows.

00:05:14 Brad

Got to be the right fit.

00:05:16 Sarah

If it's implemented well and used right, emr's can streamline things, boost efficiency, cut admin costs.

00:05:23 Brad

So you're actually improving revenue cycle management in the long?

00:05:27 Brad

Run.

00:05:27 Sarah

It's an investment in the future of your practice, not just another bill to pay.

00:05:31 Sarah

You're not just looking at the price tag today, it's about those long term benefits.

00:05:35 Brad

Right. The payoff down the road.

00:05:36 Sarah

Improved care, fewer errors, a more efficient practice.

00:05:40 Brad

Things you can't always put a dollar amount on. So let's say you've done the research, figured out your needs. Maybe you've even got a few ER systems you're eyeing. OK, how do you pick the one? This feels like a big decision.

00:05:52 Sarah

It is. It's a commitment.

00:05:53 Brad

Like finding the perfect partner.

00:05:55 Sarah

Ye Mar marriage a hunk.

00:05:56 Brad

Exactly. And you don't want to rush into that. You don't. The article really emphasizes research and comparison.

00:05:58 Sarah

No.

00:06:02 Sarah

Due diligence is key.

00:06:04 Brad

So we're talking.

00:06:04 Brad

Like dating before, we put a ring on.

00:06:07 Brad

It I like that.

00:06:08 Brad

Analogy demos. Free trials. Getting to know the system.

00:06:11 Sarah

Absolutely don't just take their word for it, see.

00:06:14 Sarah

It in action kick.

00:06:14 Brad

The tires.

00:06:15 Sarah

Come prepared with questions. Get a feel.

00:06:18 Sarah

For how it works.

00:06:19 Brad

And if they offer a free trial, even better.

00:06:22 Sarah

Oh yeah, that's the best way to see if it's a good.

00:06:24 Sarah

Fit for your practice test drive.

00:06:25 Sarah

Before you buy exactly.

00:06:27 Brad

Speaking of test drives, this isn't a solo.

00:06:29 Brad

Your mission, your staff are the ones who be using this every day. Their input is crucial.

00:06:33 Sarah

So true.

00:06:36 Sarah

The articles spot on about involving your staff get their feedback on what matters to them.

00:06:40 Brad

What are their pain points with the current system?

00:06:44 Sarah

Exactly what do they want to see in a new one? They're the ones on the front lines.

00:06:47 Brad

They're the ones in the trenches. They're inside.

00:06:48 Sarah

Their insights are invaluable.

00:06:50 Brad

So once you've found the one.

00:06:51 Sarah

You're ready to take the plunge.

00:06:53 Brad

The article mentions negotiating the contract.

00:06:55 Sarah

Oh, absolutely. Don't be afraid to negotiate.

00:06:57 Brad

Gotta get what you need.

00:06:59 Sarah

Remember, this is a partnership. You want a vendor.

00:07:02 Sarah

Who's in it for the long haul? Who's there to support you?

00:07:04 Brad

Not just a quick sale.

00:07:06 Sarah

Make sure you understand the pricing, the implementation, the support, all the fine print.

00:07:13 Brad

So we've planned our route, packed our bags, found our travel buddy, and now we're hitting the road. Let's go. But we've all heard those implementation, horror stories, systems crashing, data vanishing, total chaos.

00:07:20 Sarah

Oh yeah.

00:07:25 Sarah

The EMR apocalypse.

00:07:26 Brad

Exactly how do we avoid that?

00:07:29 Sarah

The article has some good advice.

00:07:31 Sarah

And it boils down to planning. Planning is key. Plan, plan, plan.

00:07:33 Brad

Play.

00:07:36 Brad

I'm a big planner, so I'm on board with that. But what does that actually look like when we're talking about emars?

00:07:41 Sarah

One of the big ones is data migration.

00:07:44 Brad

Moving everything from paper or your old system into the new one.

00:07:47 Sarah

It's a big job, requires careful planning, cleaning up.

00:07:48

Uh-huh.

00:07:51 Sarah

Data testing everything to make sure it's.

00:07:53 Brad

Accurate. Don't want to lose anything.

00:07:55 Sarah

In the move like making sure you packed everything before you leave the old house.

00:07:58 Brad

No one wants to realize they forgot their toothbrush.

00:08:00 Sarah

Exactly. And once you've moved the data, you've got to train your staff on the new system.

00:08:05 Brad

Everyone needs to know how to use it.

00:08:07 Sarah

Training is crucial, and it's not just one and done, it's ongoing. It's gotta be tailored to everyone's roles.

00:08:12 Brad

So everyone's comfortable and confident, and this is where that vendor support comes in, right?

00:08:14 Sarah

Exacts.

00:08:17 Sarah

Absolutely. You want a provider who's with you every step of the way from implementation to training to troubleshooting.

00:08:25 Brad

They're like your copilot on this journey.

00:08:27 Sarah

Exactly.

00:08:27 Brad

OK, we've covered a lot understanding you.

00:08:30 Brad

Needs choosing the system, the contract, the implementation. It sounds like a lot, but those EMR benefits seem worth it. It's not just about keeping up with technology.

00:08:34 Sarah

We've been busy.

00:08:38 Sarah

Ohh they.

00:08:41 Sarah

It's about better care, a more efficient practice, a better experience for everyone.

00:08:46

Now.

00:08:46 Brad

That we've reached our destination.

00:08:48 Sarah

We made it.

00:08:49 Brad

I have one final question for you. We've talked about your role in choosing an EMR.

00:08:54 Brad

Right. What about your team? How do you get them on board? How do you make sure this transition goes smoothly?

00:09:01 Sarah

That's a great question and it's a perfect way to wrap up.

00:09:04 Brad

Feels like we've been on this road trip learning about ER.

00:09:07 Sarah

‘S. Yeah, it's been a journey.

00:09:08 Brad

And you know what really stuck with me from the article? This isn't just about going digital.

00:09:10 Sarah

What's that?

00:09:13 Brad

For the sake of.

00:09:14 Brad

Right. It's about giving your practice the tools to thrive in the future of healthcare.

00:09:18 Sarah

Absolutely.

00:09:19 Brad

You're investing in better care.

00:09:21 Brad

A more streamlined practice, a happier team.

00:09:25 Sarah

It's a win, win, win.

00:09:26 Brad

So much to think about today.

00:09:27 Sarah

Yeah, we covered a lot.

00:09:28 Brad

And it got me thinking now that we know what to look for in an EMR, how do we get the whole team involved in this decision?

00:09:36 Sarah

Ah, good question.

00:09:38 Brad

It's one thing for us to be.

00:09:39 Brad

Excited about it?

00:09:40 Sarah

Right. You got to bring everyone along.

00:09:41 Brad

But how do?

00:09:42 Brad

We make sure the transition is smooth for everyone.

00:09:45 Sarah

Well, it starts with leadership, OK. As the leader of your practice, you set the vision for this change.

00:09:51 Brad

So lead by example.

00:09:52 Sarah

Exactly communicate the why behind the EMR.

00:09:56 Brad

Why are we doing this?

00:09:57 Sarah

Help your team understand the benefits, not just for the practice, but for them.

00:10:02 Brad

What's in it?

00:10:03 Sarah

For me, exactly, people are more likely to embrace change when they see how it benefits them directly.

00:10:09 Brad

Makes sense. Nobody likes change forced on them.

00:10:12 Sarah

And don't just tell them. Involve them in the process.

00:10:14 Brad

OK. How do we do that?

00:10:15 Sarah

Share What you learned from this deep dive. Encourage them to participate in those demos and free trials we talked about.

00:10:21 Brad

Get their hands dirty.

00:10:23 Sarah

Ask for their feedback.

00:10:24 Sarah

What do they think of the features? How does it feel to use?

00:10:27 Brad

So they feel like they're part of the decision.

00:10:29 Sarah

Exactly the more involved they are, the more ownership they'll feel.

00:10:32 Brad

And change can be scary for some people. So how do we address those concerns?

00:10:34 Sarah

Oh, absolutely.

00:10:37 Sarah

Be prepared to answer questions, provide reassurance, offer support throughout the process.

00:10:42 Brad

Be a good guide. Anticipate those bumps in the road.

00:10:45 Sarah

Exactly. Open communication, shared purpose and.

00:10:49 Sarah

Port. That's how you make this a positive experience for the whole team.

00:10:53 Brad

That's a great take away. We've explored the what, the why and the how of choosing an EMR.

00:10:58 Sarah

It's been a thorough deep dive.

00:11:00 Brad

Time to take action. The journey might have its challenges, but that destination, it's worth it. It's worth it. And hey, you might even enjoy the ride.

00:11:08 Sarah

You never know.

00:11:10 Narrator

Thanks for tuning into the Billing Blueprint podcast for more insights or to dive deeper into today's topics. Head over to billflash.com. Don't forget to subscribe and we'll catch you next week with more strategies to keep your practice running smoothly and getting paid faster.