EMR software can be an extremely valuable tool for your urgent care practice, but only if it is implemented effectively. There are a number of steps you can take to ensure that your EMR implementation goes smoothly and helps improve your clinic’s efficiency.
To help you implement your own EMR solution at your practice, we are going to review some key tips to ensure that it is adopted across your entire urgent care center.
1: Start by Digitizing All of Your Physical Patient Charts
One of the first steps you’ll want to take when implementing your EMR solution is to digitize all of your physical patient charts. This will help ensure that all of your patient data is readily available in the electronic system and can be accessed by authorized personnel.
If you have a large number of physical charts, you may want to consider hiring a scanning service to help you digitize them quickly, efficiently, and securely.
Once your patient charts are digitized, you can then begin the process of migrating them into your EMR software. EMR systems are designed to centralize all of your patient data in one secure location, which can help optimize communication and collaboration among your care team.
2: Use Dual-Factor Authentication When Accessing EMR Software
Another important tip for effective EMR implementation is to use dual-factor authentication when accessing your software. This means that in addition to a username and password, you will also need to enter a code generated by an external authenticator app or hardware token.
Dual-factor authentication helps to ensure that only authorized personnel can access your EMR system and that patient data remains secure.
3: Train Your Staff on How to Use the EMR Software Before Implementing
Before you go live with your EMR system, it is important to ensure that all of your staff members are properly trained on how to use the software.
Your staff will need to be familiar with the basic features and functions of the software in order to use it effectively. They should also be aware of any unique features or workflows that are specific to your urgent care center.
You may want to consider holding a series of training sessions or webinars prior to going live with your EMR system. This will help bring everyone on your team up to speed and ensure that they are comfortable using the software for when it goes live.
4: Lead by Example When Implementing
When you are implementing your EMR system, it is important to lead by example. Your staff will be looking to you for guidance on how to use the new software and what changes need to be made in order to accommodate it.
If you are not using the software yourself, or if you are not following the proper workflows, your staff will likely do the same. This can lead to a number of problems down the line, so it is important that you set the tone for how the software should be used from the start.
5: Keep All EMR Activity to Organization-Owned Devices
In order to keep your patient data secure, it is important that all EMR activity is limited to organization-owned devices. This means that staff members should not be using their own personal laptops, smartphones, or tablets to access the system.
All devices that are used to access your EMR system should be owned by the organization and should be properly secured.
6: Only Access EMR Software on a Secure Internet Connection
Only allow access to your EMR software on a secure internet connection. This means that you should not be using public Wi-Fi networks or unsecured connections when accessing the system.
For example, a public Wi-Fi for patients should not be a permissible connection. This can leave protected data vulnerable to intruders and potentially result in HIPAA violations which can create another set of issues for your organization.
7: Do Not Share EMR Records Via Email
Another important tip is to never share patient records via email. Even if you are using a secure email service, there is always the potential for data to be intercepted in transit.
8: Instead, Use a Secure Patient Portal Software Solution
A much more secure way to share patient records is to use a patient portal software solution. This type of software allows you to securely share data with patients and other care providers while maintaining full control over who has access to the information.
Portal-based solutions also provide a number of other benefits, such as the ability to send appointment reminders, collect patient payments, and much more.
Implement a Better EMR Solution at Your Urgent Care Today
By following these tips, you can ensure that your EMR implementation goes smoothly and that your patient data remains secure. With a little planning and preparation, you can make the transition to a paperless office with ease. Implementing an EMR system does not have to be difficult or stressful, so long as you take the time to do it properly.
At PulseCheck, we are the proud innovators of UrgiChart – the most complete solution for managing your urgent care center. With secure electronic health record management and patient portal capabilities, among a wealth of other high-performing features, you can better secure your digital patient data while also improving your practice’s workflow.
To learn more or to schedule a demo, contact us today.