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
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 EMR's can actually better 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 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
Lay 'em on me.
00:02:04 Brad
Scalability. 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 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
EMR'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 EMR actually pay for itself.
00:05:06 Sarah
That's the big one, and the article seems to 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
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 it I like that analogy. Demos. Free trials. Getting to know the system.
00:06:11 Sarah
Absolutely don't just take their word for it, see it in action.
00:06:14 Brad
Kick the tires.
00:06:15 Sarah
Come prepared with questions. Get a feel 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 fit for your practice. Test drive before you buy, exactly.
00:06:27 Brad
Speaking of test drives, this isn't a solo 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 article's 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 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
Plan.
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 EMRs?
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
It's about better care, a more efficient practice, a better experience for everyone.
00:08:46 Brad
Now 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 EMRs.
00:09:07 Sarah
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 excited about it.
00:09:40 Sarah
Right. You got to bring everyone along.
00:09:41 Brad
But how do 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.
00:10:49 Sarah
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.
Want to read the article Brad & Sarah reference in this episode? Check out 5 Questions to Ask When Evaluating a Medical Billing Software.