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5 Tips for Successful EMR and Billing Software Selection


- Practices that leverage People, Process and Technology clearly distinguish themselves in how they conduct business and deliver care


After years of working with Billing Companies and Physicians, we’ve synthesized our learnings of successful implementations into 5 simple steps. While you may say these are common knowledge, we believe the true power of this wisdom is in rigorous follow through of these simple steps.

1. Assessment
Assess practice readiness and put a stake in the ground for a target date by when you will get this implementation completed. Understanding of your business work flow and schedules will help, if December- January are busy months, then planning a new system change during those months will not be advisable.

Before you jump into EMR and Billing Software implementation, conduct a quick analysis of your practice that will cover :
bullet Software and equipment do you currently use
bullet What investment in new technology would you need to bring an EMR and Billing Software system live?
bullet Does your practice have the right leadership and support to undertake a project of this scope?
bullet What about your practice’s culture — is there sufficient flexibility and willingness to adapt to change in order for an EMR and Billing Software to be a success?
bullet Choose a target date for certification to qualify for government subsidy. Remember you need to be using a Certified EMR for a minimum period of time to qualify for the program.

After completing the analysis all you need to put stake in the ground which should include :
bullet Vision for the Implementation
bullet Schedules & Milestones
bullet Budget
bullet Project team and key stakeholders
bullet Processes that will be impacted by the change
bullet Risks and Mitigation Approach

2. Set budget
When you’ve determined that you’re ready and have a written plan, assign appropriate resources to the project. Develop a budget that includes cost related :
bullet The hardware and software
bullet Interfaces
bullet Support services
bullet Extra staff time needed during planning
bullet Costs related to lost productivity in the first few weeks post go-live

3. Manage Transition
Successfully implementing an EMR and Billing Software is not about the software — it’s about managing transition and building business efficiencies as you target higher benchmarks. It is important as the way of working improves once you move to an EMR and Billing Software.

To direct this critical transition in your practice you need to :
bullet Engage all the future users in the implementation process before system selection and ensure a buy-in
bullet Get feedback and act upon suggestions
bullet Project manager should foresee change barriers - for example, lack of enthusiasm to change practice workflow and candidly address the topics
bullet Document learning during the assessment phase and have a plan ready to address each barrier

4. Evaluate current process for efficiency
Finally, there are fundamental differences in the way information is communicated and tasks are completed in an office powered by an EMR and Billing Software. You’ll need to :
bullet Redesign your practice’s work flow to leverage new technologies. For example, today with new applications - you can setup custom work flows, receive updates on your mobile phone, SMS Alerts, have access to Dashboards etc.
bullet Document your current work flows
bullet Evaluate them to improve efficiency (e.g., by removing redundancies, knowledge sharing, automated task assignment, escalation rules)
bullet Replace “paper triggers” (e.g., the sign used to signal that the patient is ready to be seen using paper board) with “electronic triggers” (patient is “checked in” and the status is automatically updated in the appointment scheduler of integrated Billing Software and EMR)

5. Find The Right Vendor/Partner
Planning done by you is half battle won. The other half is to identify the vendor working as partner with you to :
bullet Support as early as possible in the planning phase
bullet Assist with assessment of practice readiness
bullet Assist in goal-setting
bullet Assist budgeting and team assignment
bullet Guidance to manage transition by examining and adapting of practice work flows

Thus the vendor you are looking for should have a proven implementation methodology and excellent ongoing service and support.

Also the way you are reimbursed for Medicare or Medicaid patients, you will also want to find a vendor who is well-positioned to qualify you for federal EMR reimbursements provided by the 2009 HITECH Act.

So look for a vendor that offers comprehensive product and services