Given the amount of electronic data and instant communication in the modern world, it is quite surprising that so many critical medical records exist only as pieces of paper in traditional filing cabinets. Switching to electronic medical records is a proven way to reduce medical errors and increase the accuracy of patient records, but moving from rooms full of paper files to fully electronic patient records has proven to be quite a challenge. Fortunately there are some strategies medical providers can use to move those medical records into the electronic age.
Scanning and OCR
Getting all of those paper records into a usable electronic format is a daunting task, and that is why automation is so important. The data entry required to enter rooms filled with paper records would be overwhelming, and there is always the possibility of human error in such an endeavor. Instead, many medical offices are choosing to have their paper records scanned using high volume scanners. The resulting images are then passed through an optical character recognition engine, or OCR, to put them into a format that can be easily read and easily searched. Many large companies specialize in these types of services, and a number of smaller start-ups as well. As the push for electronic medical records continues, the number of companies offering scanning and OCR of medical records is expected to rise.
Policies Going Forward
Of course getting those paper files into electronic format is only the beginning of the process, and it is important for all medical providers to have a strong policy in place to carry them forward. Keeping electronic records up to date is just as critical as getting them into electronic format in the first place, so it is essential that each office assign a number of staff members to this task. The number of employees who will be responsible for entering new information into existing patient records and creating records for new patients will vary according to the size of the practice, but at a minimum two people should be trained to do the task. Training at least two people will allow them to cover each other during illness and vacations. It is also important to have clear policies and procedures in place for how long it should take to update each patient's records--after all medical practices rely on accurate and up to date information.
Sharing Information
Other than the potential cost savings, one of the chief benefits of electronic medical records is the fact that electronic records make it so much easier for health care providers to share information with one another. The antiquated system of paper records means that new patients must often go through their entire medical histories every time they see a new specialist or enter the hospital. With electronic medical records health care, institutions can instantly exchange information with one another securely and safely. Of course it is important for each medical provider to establish rules and procedures governing the electronic exchange of information. Each entity with whom the firm does business will need to complete the proper paperwork and have the proper security procedures in place to prevent the improper use of such highly personal information.
Tags: medical records, electronic medical, electronic medical records, paper records, electronic format