The advantages of using Electronic Medical Records - Essay Example

? Position Paper Modern technologies are being introduced in a rapid rate concerning all service sectors and industries. Technologies have facilitated people to carry important and frequently used documents in portable devices which can be accessed anytime, anywhere. The discussion will focus on the advantages of using Electronic Medical Records (EMR) which can further be carried and accessed with the help of certain devices or internet. It is recognized that portable EMR can become a pertinent component which can in turn provide crucial benefits to the users. Moreover, the plans for implementing EMR will be provided and required changes that have to be undertaken shall be discussed. Last but not the least, a fact sheet will be developed that will include generally and frequently asked questions for the colleagues to familiarize the concept of portable EMR. Overview In this world of technologies, where organizations from all industries are implementing modern technologies to simplify the work practices, medical institutions are not far behind. The record maintenance of patient information has become an important and common phenomenon in all medical organizations and institutions. It enables institutions for providing effective advice to the patients regarding any medical emergencies. Traditionally, institutions maintained records of the patients manually through files. However, this practice is not efficient while maintaining the records for a longer period of time. The files are prone to damages or being mismanaged due to mishandling or human carelessness. Thus, the need of maintaining patient information through electronic mediums has evolved and organizations have started to implement strategies for adopting the practices. EMR is a modern concept for protecting the information of the patients which enabled institutions for having access for a longer period of time. Medical institutions invested huge amount of money in inputting patient information or ‘medical history’ among the computer systems. However, considering the available space possessed by the systems, portability of data evolved as a significant factor. Furthermore, data portability enables an organization to protect the amount of money invested and time in entering patients’ information from the manual files into the systems. In addition, it provided the flexibility of switching vendors and accessing EMRs from various places. Thus, EMRs were made portable through Core Data Sets (CDs) and flash drives that could easily be carried and remains with the patients every time and everywhere (OntarioMD Practice IT Operations, 2011). Development American Nursing Informatics Association (ANIA) is a non-profit organization which deals in social welfare and well being of the people. The members of the organization have recognized the importance of maintaining the records of the patient information who have been assisted for treatments without their personal expenses. Furthermore, as the association deals with funds from various sources, information regarding the spending in treatment of patients should be maintained efficiently and for a longer period of time (American Nursing Informatics Association, 2012). The vendor associated with ANIA in providing and maintenance of the computer systems had stopped its dealings due to business failure. Therefore, the members recognized the urgency for contracting with a new systems vendor in providing efficient services. Therefore, portability of EMRs evolved as a necessary task in order to protect the patient information in case of any replacement or malfunctioning (American Nursing Informatics Association, 2012). In accordance with the HITECH Act proposed in 2009, all medical practitioners and organizations in the healthcare industry are required to implement various changes in order to maintain Electronic Health Records (EHR) or EMR of patients in the prescribed format. Although many organizations or practitioners objected due to the time and costs involved in the transitional phase, 48.3% organizations adopted it at the end of 2009 (Nuesoft Technologies, Inc., 2011). According to a survey conducted by Medical Group Management Association in 2010, although huge costs are employed in the transitional phase, portability of EMR practices generates financial benefits. Furthermore, it provides the patients with convenient features in carrying their health records and also makes the task of the doctors easier to locate the specific areas of importance (MedTech Media, 2012). Therefore, due to the non-profitability nature of the organization, ANIA requires initiating processes of portability of EMR for providing enhanced patient care with limited amount of expenses incurred. In the past, it has been observed that due to non-portability of EMR in medical organizations and practitioners offices led to mismanagement of patient information or even losses. In order to prevent similar kind of situations portability of EMRs is essentially required. Furthermore, it will enable the organizations to remain flexible in terms of vendor replacements or any system failure. In terms of patients’ benefits, portability of EMR has enabled them to access their medical information through internet if the files are converted in XML format. Moreover, due to increased incidences of health hazards and accidents in business concerning trips or studies in overseas, portability of EMR has enabled them the possibilities of accessing their medical history instantly (Chen & Shih, 2012). Studies have further developed elements that are included in EMR CDs within a prescribed format. In other words, it stores specific information in the prescribed fields which makes the task of the doctors or medical practitioners simpler and effective. Furthermore, the doctors are able to address particular areas of significance which will provide them the abilities to prominently treat the patients. However, precaution should be taken while entering the EMR in the specific fields for preventing losses of data or misinterpreting (The McGraw-Hill Companies, Inc., 2011). Modern technologies have further introduced small sized as well as compact flash drives that enable people in carrying their EMR within a pouch. Due to the increased travel for providing social welfare to the general public portability of EMR is urgently required. With the modern flash drives, members of ANIA have the provision for accessing their health related information during any medical emergencies. Furthermore, portability of EMR for patients helps in immediate access to charts and advices regarding allergic consumables or drug warnings. Furthermore, it offers individual patients about the complimentary products or services prescribed by the medical practitioners. In addition, the portability of EMR alerts patients regarding the follow up sessions or missed ones (The McGraw-Hill Companies, Inc., 2011). Medical institutions and organizations in the healthcare industry are facing huge challenges regarding the increased costs in enhancing patient care. Although it has been observed that implementing EMR portability processes require incurring huge amount of capitals costs, the financial return it provides to the organization cannot be neglected. Furthermore, revenue can be increased due to the possibilities of retaining patients through additional services, such as providing status updates to patients, informing about their approaching follow up session and enabling them to access immediately to the charts prescribed by the doctors. Additionally, it helps organizations in adopting specific promotional activities for different targeted groups. Moreover, it facilitates medical institutions in customizing appropriate marketing campaigns for different patient groups through the information provided in the EMR. It further helps in saving quality time in updating recent patient information such as medical reports which are one of the prime requirements of doctors in analyzing the health problems (The McGraw-Hill Companies, Inc., 2011). Along with the detailed information accessed by medical practitioners through internet services, patients have the privilege of receiving diagnosis sheets and to plan their treatment period accordingly. Furthermore, it provides valuable information regarding the preparations prior to their treatments and facilitates to adhere to measures prescribed by the doctors post treatment. Moreover, it helps the patients to reap the benefits of insurance providers and avoid liabilities towards the healthcare provider. Moreover, the updated information about the introduction of modern tools help healthcare providers enhance the quality of healthcare services rendered to the general public. In addition, the technologies that store EMR of patients, offer the staff members the efficiency in finding specific dated prescriptions or reports. One of the prime advantages offered by EMR is that it reduces repetitions of diagnosis or lab tests since all medical test information are available with the patients which can be viewed by the medical practitioners instantly. As a result, costs related with tests and diagnoses are minimized thereby, enabling patients to save their expenses regarding medical treatments (The McGraw-Hill Companies, Inc., 2011). Major savings and efficiency are involved with the implementation of EMR portability processes. It has been observed that a medical chart at Scot and White Memorial Hospital costs around US $20, whereas Health Systems in Temple, Texas reduced their charges to US $1 per piece through electronic charts. Furthermore, it has enhanced the speed of communication among the staff of the healthcare providers that resulted in speedy delivery of diagnosis reports and lab tests. Moreover, the developments of the patients can be entered rapidly thereby enabling medical practitioners to effectively monitor and advice patients accordingly. EMR also helps medical practitioners to set up programs for encouraging and providing confidence through Evaluation and Management (E&M). It has further been observed that insurance providers are offering additional discounts to hospitals and patients for adopting EMR portability process which provides them with detailed information thereby preventing malpractices undertaken by patients (The McGraw-Hill Companies, Inc., 2011). Plan for Implementing Changes for Enhancing the Quality of Patient Care Numerous companies are available that offer various EMR software and services. Identifying the appropriate program or process for EMR portability is a significant part in the initial stages. Selecting the most efficient EMR practices depends upon the organizations choice and weightage towards different factors. One of the most important factors is determining the protection viability offered by the EMR program in maintaining the confidentiality of patients’ medical background and information. In order to offer convenience to medical institutions, a non-profit organization supported by the United States Department of Health and Human Services mandated all vendors providing EMR software to receive certificates under the Certification Commission for Healthcare Information Technology (CCHIT). The certificate ensured that the EMR software meets the prescribed standards of CCHIT. However, customization of EMR programs is possible based on the size, practice and specialties. Furthermore, EMR programs are based on specific templates which ensure cost savings for both the medical institutions and patients. After the identification of the appropriate EMR program, it is equally important for the medical practitioners to evaluate the benefits and training provided to the employees of the organizations which have employed similar kind of EMR programs. Furthermore, as the implementation of changed process requires adequate amount of capital employed, it is necessary to interact with the various vendors that provide EMR software. Certain vendors are flexible in providing packages which can lower the burden of the medical institutions or practitioners in terms of the finances required. Moreover, third-party financing companies can be consulted for implementing the EMR software. Users of EMR software advices to evaluate the technical support available as medical institutions have been observed to rely heavily on the vendor’s years after implementation (Whitman, 2009). After the implementation process has been completed, it is important for medical institutions or practitioners to initiate the processes for EMR portability for preventing information loss due to failure in systems or replacement requirements. The modern concept of portable EMR is by converting the prescriptions, diagnosis reports and x-ray images into Portable Document Format (PDF) and transferring the same to CDs or flash drives. The PDF formats can also be uploaded on the webmail provided by the internet services. This concept of portability provides convenience to patients for accessing their medical charts or updates regarding their treatments. It further offers patients the privilege of carrying their EMR along with them which can help doctors in analyzing the detailed background and treatments conducted so far (Canadian Nurses Protective Society, 2009). Conclusion The implementation of EMR although will require initial investments, it will prove to be beneficial in the long run. The costs for maintaining paper records will be eliminated. Furthermore, EMRs require comparably low costs for maintenance and can be stored for a longer period without occupying the office space with files. Moreover, it will help to retain and attract patients which in turn will generate revenue for the organization. Fact Sheet for Colleagues 1. What is the concept of portable EMR? Answer: The concept behind portable EMR is to make the medical reports easily available and accessible by the patients and doctors through creating backup copies in CDs, DVDs or compact flash drives. 2. What are the benefits of portable EMR? Answer: Through EMR portability patients have the privilege of carrying the necessary medical information along with them for providing assistance to medical practitioners in times of emergencies. Furthermore, the patients have the abilities to access their customized medical charts instantly from the internet or other sources. 3. What are the costs employed by medical institutions or practitioners for implementing EMR portability processes? Answers: Although the costs incurred in implementing EMR are higher, portability process includes lower costs. Furthermore, portability processes are employed in order to protect the investment regarding time and money which has been incurred while inputting paper records to system technologies. 4. Do the medical institutions benefit after implementing EMR software and processes? Answers: Medical institutions with the implementation of EMR software and portability processes can be able to retain the patients by providing them necessary information regarding allergic and complimentary products. It further helps medical practitioners to identify the scheduled follow-up programs and make the patients aware, thus augmenting their self knowledge. References American Nursing Informatics Association. (2012). Home. Retrieved from https://www.ania.org/ Canadian Nurses Protective Society. (2009). Privacy and electronic medical records. A Legal Information Sheet for Nurses, 18(1). Chen, W. & Shih, C. C. (2012). Architecture of Portable Electronic Medical Records system integrated with streaming media. Journal of Medical Systems, 36(1), pp. 25-31. MedTech Media. (2012). Electronic better than paper for bottom line. Retrieved from http://www.healthcareitnews.com/news/electronic-better-paper-bottom-line Nuesoft Technologies, Inc. (2011). Are more doctors adopting EHRs? Retrieved from http://www.nuesoft.com/blog/are-more-doctors-adopting-ehrs/ OntarioMD Practice IT Operations. (2011). Data portability: Protecting your EMR investment. Retrieved from https://www.ontariomd.ca/idc/groups/public/documents/omd_file_content_item/omd011795.pdf Whitman, C. (2009). Electronic evolution. Retrieved from http://www.medestheticsmagazine.com/files/0309-electronic-evolution.pdf Read More