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Trenor Williams

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Beschreibung

The straight scoop on choosing and implementing an electronichealth records (EHR) system Doctors, nurses, and hospital and clinic administrators areinterested in learning the best ways to implement and use anelectronic health records system so that they can be shared acrossdifferent health care settings via a network-connected informationsystem. This helpful, plain-English guide provides need-to-knowinformation on how to choose the right system, assure patients ofthe security of their records, and implement an EHR in such a waythat it causes minimal disruption to the daily demands of ahospital or clinic. * Offers a plain-English guide to the many electronic healthrecords (EHR) systems from which to choose * Authors are a duo of EHR experts who provide clear,easy-to-understand information on how to choose the right EHRsystem an implement it effectively * Addresses the benefits of implementing an EHR system so thatcritical information (such as medication, allergies, medicalhistory, lab results, radiology images, etc.) can be shared acrossdifferent health care settings * Discusses ways to talk to patients about the security of theirelectronic health records Electronic Health Records For Dummies walks you throughall the necessary steps to successfully choose the right EHRsystem, keep it current, and use it effectively.

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Electronic Health Records For Dummies®

Table of Contents

Introduction

About This Book

Foolish Assumptions

How This Book Is Organized

Part I: Health Information Technology Basics

Part II: Planning for an EHR

Part III: I’ve Bought a System, Now What? Implementing an EHR

Part IV: Optimizing and Improving Your EHR

Part V: The Part of Tens

Icons Used in This Book

Part I: Health Information Technology Basics

Chapter 1: Understanding EHRs

Recognizing the Worldwide Scope of EHR

Checking EHR usage in the United States

Looking at EHR usage around the world

Knowing the Reasons to Implement EHR

Quality improvement opportunities

Getting rid of file rooms and missing records

Getting information when you want it

Looking at the Business Side of EHRs

Evaluating infrastructure and readiness

Figuring costs and benefits

Checking out vendors and scenarios

Prepping Your Practice for an EHR

Embracing the required changes

Providing for training and support

Communication is key: Before, during, and after

Protecting and Serving Your Patients

Considering security and privacy

Sharing information as required and recommended

Promoting wellness and disease management

Chapter 2: Understanding What’s Available: The ABCs of EHRs

Determining What Your Practice Needs

Knowing What to Expect from an EHR

Getting Your Feet Wet in Preparation for the Complete EHR

Electronic prescribing

Practice management and billing systems

Finding Tools for Your Patients

Patient portals

Personal health records

Remote patient monitoring

Connecting to the Community: Health Information Exchange

Chapter 3: Finding Help and Oversight

Checking Out Related Legislation (ARRA and the HITECH Act)

Introducing Meaningful Use

Finding State and Local Resources

Regional extension centers (RECs)

Hospitals and health systems

Professional organizations

Quality organizations

Understanding EHR Certification

CCHIT

Drummond Group, Inc.

InfoGard

The role of standards and standards organizations

Part II: Planning for an EHR

Chapter 4: Assessing Readiness

Gauging Organizational Readiness

Developing a mission and vision

Identifying goals for a specific EHR implementation

Determining a budget

Creating a realistic timeline

Building the team

Determining Technology and Infrastructure Readiness

Evaluating current hardware

Determining new needs for hardware devices

Deciding to host locally or remotely

Getting connected to network reliability

IT staffing

Evaluating Clinician and Staff Readiness

Culture

Computer and technical skills

Conducting assessments

Knowing What to Do if You’re Not Ready

It’s okay to not be ready

Determining initiative importance

Getting your staff ready

Chapter 5: Determining the Cost, Benefits, and ROI

Figuring Out the System Costs

Software

Implementation costs

Ongoing maintenance and support

Determining Infrastructure and Hardware Costs

Considering Sweat Equity: People Costs

Tracking Potential Benefits

Categorizing key EHR benefits

Factoring in the incentive payments and penalties

Participating in other incentive programs

Calculating Your ROI

Chapter 6: Selecting Your Vendor Partner

Creating a Plan of Attack

Picking a team

Refining your decision-making process

Working within your timeline

Documenting a plan

Understanding the Vendor Landscape

Evaluating Your Technical Needs

Narrowing Your Vendor Choices

Requirements gathering

Developing your RFI

Creating a short list

Deciding which products to see

Getting the Pricing Right

Comparing “apples and oranges”

Comparing apples with apples

Evaluating the System Demonstrations

Developing demonstration scenarios

Conducting site visits

Making the Final Choice

Weighting and scoring

Picking “the one”

Chapter 7: Partnerships and Contracts

Establishing a Sustainable Vendor Relationship

Technology requirements

Migration and implementation services

Financial parameters

Legal stuff

Discussing your security concerns

Asking about support and update practices

Agreeing to Terms and Getting Them in Writing

Introducing the Service Level Agreement (SLA)

Developing a Successful Contract

Reading the boilerplate

Marking up the contract

Negotiating and renegotiating

Signing your life away

Structuring Payment Terms and Models

Part III: I’ve Bought a System, Now What? Implementing an EHR

Chapter 8: Changing the Way You Work: Workflow Redesign

Rethinking Your Workflow

Knowing How Your Practice Really Works

Patient flow

Visit documentation

After visit communications

Managing documents

Identifying Opportunities for Process Improvement

Understanding your pain points

Overall goals

Visit documentation goals

After visit communication goals

Goals for managing paper

Planning for an EHR-Enabled Workflow

Participating (Effectively and Efficiently) in the System’s Design

System design

Training

Support

Realizing improved benefits

Chapter 9: Assigning New Roles and Responsibilities

Restructuring the Front Office

Preloading of Patient Charts

Deciding what information to preload

Scanning the rest of the patient’s chart

Deciding who should be involved

Deciding when to stop pulling charts

Processing What’s Still on Paper

Scanning after go-live

Faxing

Printing

Getting the Patient In and Out of the Office

Patient arrival and check-in

Checking out

Communicating test results

Handling telephone inquiries and phone notes

Appointment reminders

Charting the Patient Visit

Intake/rooming the patient

Documenting the visit

Managing Prescription Renewal Requests and E-Prescriptions

Maintaining and Monitoring with the EHR

Creating task lists

Communicating with others in your practice

Improving billing accuracy and claims

Developing Quality Reporting that’s Valuable for You and Your Patients

Chapter 10: Considering Security and Privacy

Understanding Security, Privacy, and Confidentiality

Keeping HIPAA Compliant

Privacy rule

Security rule

Making Your EHR Secure

Performing a security risk analysis for Meaningful Use

Getting everyone on board

Asking the right questions

Securing your perimeter

Retrofitting old equipment

Having a plan going forward

Chapter 11: Training for Success

Understanding Your Training Needs

Assessing who needs what training

Confirming your trainers

Incorporating workflows and functionality into training

Understanding the Vendor’s Role in Training

Knowing what the vendor can do

Interviewing the vendor team

Reviewing the training materials

Understanding Methods and Methodologies

Forming training classes

Picking the right training options

Completing the Training

Deciding when to train

Scheduling training time

Implementing the seeing, doing, and doing again process

Testing proficiency

Staying proficient before go-live

Continuing to Learn on the Job

Developing your own talent

Training post–go-live

Chapter 12: Communicating and Marketing Your EHR

Knowing What to Tell Patients about Your New EHR

Defining EHR for your patients

Addressing privacy concerns

Explaining the benefits

Communicating Appropriately

Creating pamphlets

Outlining talking points

Keeping updates on your Web site

Communication Do’s and Don’ts

Free Marketing — What Your Patients Should Tell Their Friends

Chapter 13: Surviving the Go-Live

Creating a Go-Live Timeframe

Preparing for Go-Live

Making sure everyone’s ready to roll

Determining your office readiness

Choosing a Go-Live Strategy

Completing Final Checks

Managing the Go-Live

Getting your EHR off to the right start

Getting into an EHR routine

Determining the Effects on Your Practice

Productivity

Patients

Patience

Evaluating Your System Post–Go-Live

Part IV: Optimizing and Improving Your EHR

Chapter 14: Keeping Your Patients Healthy with an EHR

Managing Large Groups of Patients

Identifying patient groups with registries

Planning and offering services and interventions

Reporting processes and outcomes

Providing feedback

Managing Patients’ Chronic Diseases

Roles and responsibilities

Focusing on outcomes

Providing integrated services

Reporting data

Chapter 15: Directing Patient Access and Communication

Giving Patients Appropriate Information Access

Deciding what to share

Educating patients about accessing information

E-Mailing Your Patients

Enjoying messaging benefits

Overcoming obstacles

Using messaging to its full potential

Introducing Patient Portals and PHRs

Patient portals

Personal health records

Chapter 16: Improving and Tweaking the System

Traveling the Long Road to Get It Right

Creating a Long-Term Support Strategy

Choosing a vendor support model

Supporting yourself

Using support tools

Reporting: Learning from What You Do Every Day

Getting Help When You Need It

Working with your vendor rep

Finding help outside the office

Installing Fixes and Upgrades from the Vendor

Deciding When and Why to Add More Functionality

Adding remote access

Giving patients remote access

Participating and Contributing to a Health Information Exchange

Part V: The Part of Tens

Chapter 17: Ten EHR-Related Web Sites

HIMSS.org

AmericanEHR.com

CenterforHIT.org

HealthIT.HHS.gov

HealthIT.AHRQ.gov

HIStalk2.com

HealthcareITnews.com

KLASResearch.com

EMRUpdate.com

EMRConsultant.com

Chapter 18: Ten Problems (And Solutions) You’ll Face

Pinpointing Your Needs

Getting Everyone on Board

Keeping Track of All the Bells and Whistles

Getting and Keeping the Patient Involved

Dealing with Hardware Support and Reliability

Receiving the Right Amount and Type of Training

Knowing What Questions to Ask Vendors

Getting the Support You Need

Quelling a Revolt

Designing a Long-Term EHR Strategy

Chapter 19: Ten Questions to Ask (And Answer)

Why Are You Doing This, and What Does This Practice Need?

How Much Will EHR Adoption and Implementation Cost?

How Do You Qualify for Incentives?

What Are Your Must-Have EHR Services and Features?

How Will Your Workflows Change?

What Is the Best Way to Involve and Educate Your Patients?

How Do You Plan a Smooth Go-Live?

What Kind of Ongoing Support Can You Expect from the Vendor?

How Can EHR Help Patients with Their Care?

How Will EHR Benefit Your Practice?

Appendix A: Alphabet Soup

Appendix B: Regional Extension Centers

Appendix C: Medicare and Medicaid Incentives

Electronic Health Records For Dummies®

by Trenor Williams M.D. and Anita Samarth

Electronic Health Records For Dummies®

Published byWiley Publishing, Inc.111 River St.Hoboken, NJ 07030-5774www.wiley.com

Copyright © 2011 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

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About the Authors

Dr. Trenor Williams is a family practice physician and co-founder and CEO of Clinovations, a healthcare advisory consulting firm based in Washington, DC. Over the last ten years, he has helped health systems, office practices, and physicians select and implement electronic health records in both the United States and abroad. He has worked with a number of EHR systems and is currently leading inpatient and ambulatory engagements at MedStar Health, Bon Secours Health System, and Adventist Health Care. He has significant experience supporting benefits realization, physician adoption, clinical transformation strategies, and working with third-party vendors to develop evidence-based clinical content.

Dr. Williams is Associate Editor of Improving Medication Use and Outcomes with Clinical Decision Support: A Step-by-Step Guide, which received the 2009 HIMSS Book of the Year Award. Prior to beginning his consulting career, Trenor was the Medical Director of Family Practice at Mammoth Hospital in California and was a Lieutenant Commander in the U.S. Naval Reserve. He holds a B.S. in Biology from Virginia Polytechnic Institute, M.D. from Marshall University, and completed his family practice residency at Kaiser Permanente in Los Angeles.

Anita Samarth is co-founder and President of Clinovations where she leads the company’s public and non-profit sector work. She has more than 15 years of experience providing strategy, planning, management, and implementation consulting to over 60 clients in the area of health information technology. Her client organizations include large integrated health systems, hospitals, physician practices, federal government agencies, non-profits and NGOs, and state/local departments of health. She is currently working as the Technical Assistance Services Director for eHealthDC, the District of Columbia’s Regional Extension Center for Health IT.

Prior to Clinovations, Ms. Samarth founded ASTECH Consulting, where she led projects for the Agency for Healthcare Research and Quality (AHRQ), Office of the National Coordinator for Health IT (ONC), and the Certification Commission for Health Information Technology (CCHIT). Ms. Samarth previously worked as Program Director for the eHealth Initiative, National Practice Manager for GE’s EHR Clinical Consulting practice, Manager at First Consulting Group (now CSC), and Senior Consultant with Accenture. Ms. Samarth holds Bachelor of Science degrees from Johns Hopkins University in Biomedical Engineering and in Electrical Computer Engineering.

Dedications

Trenor Williams would like to dedicate this book to his family, especially his wife Sara and daughter Charlotte, for their patience, love and support as he worked way too many nights and weekends on this book.

Anita Samarth would like to dedicate this book to all of my mentors who have challenged me and expanded my skills through the years — you pushed and didn’t flinch when I responded to assignments saying, “you know I’m an engineer, right?” You have helped me transform to who I am today.

Authors’ Acknowledgments

The authors would like to thank the entire team at Wiley Publishing, specifically Kyle Looper, our Acquisitions Editor, for finding us and having faith in us to write this book, and helping guide us through the entire process. He took two Dummies novices and helped make this book possible with his patience and persistence. Thanks to Rebecca Senninger, our fabulous Project Editor, who worked tirelessly to help us continually improve the book. She put up with our work excuses and somehow kept us on track. Thanks to the team of copy and technical editors, including Brian Walls and Teresa Luckey, who brought their considerable experience and skills to help us along the way.

The authors would like to thank their Clinovations team including Billy, Greg, Jamie, Karen, Kevin, Lygeia, Rodrigo, and Ted who helped with research, editing, and extra work while both authors finished this book. Also, thanks to all of the Clinovations clients who gave us the opportunity to work with them. Your projects provided us the experience and knowledge necessary to write this book. You are the experts and we’re extremely lucky to work with you.

A huge thanks to Jen Dorsey who worked with us to turn our thoughts, notes, and drafts into a real book. She exhibited unbelievable skill, patience, knowledge, wit, and determination throughout the endeavor and we would have been lucky to finish this book in another year without her assistance. You are a complete joy to work with and we truly appreciate all that you did for us.

Trenor would also like to thank his parents who have gone from saying “my son the doctor” to “my son the author.”

Anita would like to thank her husband, Bob Filley, for his support during writing this book and putting up with her in general. She would also like to thank her family for their lifelong support and hopes that this book will help them finally understand what she does for a living.

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Introduction

Welcome to Electronic Health Records For Dummies! Consider this your personal, private course in navigating the choppy waters of electronic health record (EHR) selection and implementation. The reach of EHRs is wide, affecting clinicians, physicians, hospitals, office staff, labs, billing and insurance companies, and even pharmacies. Although the topic can sometimes be overwhelming, you can handle it because you know your professional needs and your staff’s. But, if you don’t, you will by the time you read this book.

You’ll find as you read this book that mastering the world of EHR is multifaceted. You need to know what benefits you hope to receive from an EHR system implementation, how to analyze potential vendors, and how best to train you and your colleagues and staff. You must understand what you need; doing so ensures that you select the best vendor and product so you and your staff can spend more time working with patients and less time chasing down charts in a file room. Fear not; technology is friendly here. So stick out your hand, shake on it, and introduce yourself to your new best friend, the EHR.

About This Book

There is a world to know about electronic health records, and the volume of information can seem overwhelming at times. That is why we ground your EHR education in a healthy dose of background tempered with a massive shot of step-by-step how-to advice on the EHR adoption process. You get the story on what the EHR mandate is, what it means to the healthcare industry, and how it affects you, specifically. You view the landscape of what is available as well as receive information on help and oversight. You jump into content about planning for EHRs and how to implement them in the way that most benefits you and your practice. Finally, you look at how to optimize and improve your EHR experience. We even throw in some bonus top ten lists at the end that we hope you find useful.

Foolish Assumptions

We assume you are one of these people:

A physician looking to move to a more paperless EHR system

A medical professional in charge of managing a medical office, hospital, or clinic

An aspiring medical information technology professional who wants to know more about how an EHR factors into the overall health IT picture

No matter what made you grab this book off the store shelf, we hope it will give you the background and guidance you need to make the EHR decision that is best for you and your colleagues. Choosing an EHR is like assembling a 1000-piece health IT puzzle. It takes a good dose of patience, a dash of IT knowledge, and a pinch of good humor. The EHR world is full of processes, procedures, and praxis.

How This Book Is Organized

This book starts at the most logical beginning — researching EHRs — and moves through the EHR process until your EHR and your practice are running efficiently.

Part I: Health Information Technology Basics

In Part I, we provide you with an overview of what, exactly, an EHR is and does. You find out about the scope of the EHR: who uses it, where they use it, and why they use it. You also read about factors related to moving to an EHR, including how to consider your office infrastructure, figure costs and benefits, and research vendors. Chapter 1 discusses how this impending change will affect the people most important to your practice: employees and patients. Chapter 2 covers the different electronic recordkeeping options, including the typical EHR, e-prescribing, practice management and billing systems, and personal health records. Chapter 3 — all legislation, all the time — offers you basics about health information legislation and its impact on EHRs.

Part II: Planning for an EHR

In Part II, you consider your needs, research vendors, and choose your EHR. You find out about assessing your office’s readiness for EHR selection and implementation, and crunch some numbers to determine the costs, benefits, and return on your EHR investment. After that, you read all about the complexities of surveying the vendor landscape and choosing the right EHR scenario for you. Finally, you read the fine print of negotiating and signing a contract that will dictate your new (hopefully positive) relationship with your EHR vendor.

Part III: I’ve Bought a System, Now What? Implementing an EHR

Now for the fun part — you get to play with your new toy. Part III covers what to do after you and your staff embrace the changes that electronic recordkeeping brings. You will find that going paperless is a freeing experience, but it also presents new challenges, such as redesigning workflows, assigning roles and responsibilities, and training everyone involved. Therefore, we provide tips and tricks to transition your stakeholders (colleagues, clients, patients, and staff) into the new EHR system so that “going live” goes as smoothly as possible.

Part IV: Optimizing and Improving Your EHR

Part IV focuses on making the most of your EHR experience. After all, the whole point of the EHR is to make life in your office or clinic flow more smoothly. Here, you get some ideas about using the EHR to your patients’ advantage and setting the EHR up to manage individuals and patient groups. You read about how you can set up patient-specific communication tools, such as alerts, messages, and personalized e-mail. Finally, you can use some of the suggestions in the final chapter of this section to tweak and improve the performance of your EHR over time.

Part V: The Part of Tens

Dave Letterman has nothing on these top ten lists. If brevity is the soul of wit (all apologies to Shakespeare), then consider the Part of Tens witty, indeed. Here, we cover Web sites to visit, pitfalls to avoid, and questions to ask while you’re making the EHR move.

Icons Used in This Book

Don’t be surprised to see small pictures dotting the pages of this book. Those little graphics are signposts for you to stop and take note of important information. Think of them as you would a road sign — something to read while you cruise along on your journey. Be sure to stop and look at these kernels of knowledge while you peruse the book:

The bull’s-eye symbol signifies a great tip or trick that will help you choose and use an EHR.

This icon indicates things to watch out for, usually common mistakes people make when all there is to know about and do with an EHR overwhelms them. Consider these miniature cautionary tales.

This icon indicates something cool and perhaps a little offbeat from the discussion at hand.

This icon serves as a friendly reminder about an important bit of information that will help you in your EHR journey.

Part I

Health Information Technology Basics

In this part . . .

This book starts at the most logical beginning, the background of medical information technology. Chapter 1 gives you the background on the EHR — where it came from and why it’s important to the healthcare picture. Chapter 2 lays out the fine print of what is available to you in the EHR world, and Chapter 3 walks you through how to find help and oversight by connecting with regional extension centers, government agencies, and hometown resources.

Chapter 1

Understanding EHRs

In This Chapter

Understanding the scope of EHR

Taking stock of EHR benefits

Evaluating the business side of EHR use

Communicating with patients and colleagues

Protecting your patients

If you’re reading this book, you’ve already decided to at least consider taking the leap into the paperless world. That file room is looking mighty packed with paper, and you’re starting to envision it as a nice, new break room or perhaps an additional exam room. You’re keeping track of all the time it takes to pull charts, jot down or transcribe notes, and run back and forth from the fax machine. You think there has to be a better way to communicate with your patients and engage them in their care. You think it’s time for a change, a change that streamlines your workflow, improves the quality of care you can deliver to patients, and clears up both physical and mental space for everyone in the office. It’s time for the electronic health record; it’s time for your EHR.

In this chapter, we give you a big picture look at EHR systems so you know what you’re jumping into and walk you through the benefits you receive from one.

Recognizing the Worldwide Scope of EHR

To really “get” what EHR is all about, you first need to consider who uses an EHR and why, and what an EHR means to your practice. After all, you wouldn’t buy a new car unless you did a bit of background research, right? Well, maybe you would, but you might end up with a lemon. So, make this an all-lemonade, no-lemons experience and take a peek at what EHR is up to around the world. You’ll be glad you did.

Checking EHR usage in the United States

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!