Transitioning from Paper to Electronic Medical Records

Benefits, Tips, and Best Practices

A significant shift towards electronic health records (EHRs) in the healthcare industry has occurred in recent years. About 88% of office-based physicians in the United States are now using EHRs -- a significant increase from just a decade ago when paper-based systems were still the norm.

EHRs serve as digital versions of patients' medical histories that allow healthcare providers to access, store, and share patient information more efficiently and accurately. However, there are still healthcare providers that adhere to paper-based systems for their medical records, which can be time-consuming and prone to errors.

This article will provide you with a comprehensive guide on how to transition from paper-based medical records to electronic health records. Let's get started!

Why Switch From Paper to EHRs?

There are several reasons why healthcare providers are choosing to switch from paper to electronic medical records:

Improved Patient Care

EHRs allow healthcare providers to access patient information more quickly and easily, leading to improved patient care.

Increased Efficiency

Electronic health records can be accessed by multiple healthcare providers simultaneously, reducing duplication of effort and streamlining processes.

Enhanced Accuracy

EHRs reduce the risk of errors that can occur when using paper-based systems, such as illegible handwriting or lost documents.

Cost savings

Over time, transitioning to electronic health records can result in significant cost savings for healthcare providers.

Important Things to Consider When Transitioning to EHRs

Before making the transition from paper to electronic medical records, there are several important things to consider:

Factors	Description
Budget	The cost of transitioning to EHRs can vary widely depending on the size of your practice and the complexity of your existing system.
Staff Training	Proper staff training is essential to ensure a smooth transition to EHRs.
Data Migration	Converting your paper medical records to digital can be a complex process, and it's important to choose a reputable vendor to assist with this task.
Security	Electronic health records require robust security measures to protect patient data from unauthorized access or breaches.
Compliance	When transitioning to EHRs, it's important to ensure that your system complies with all relevant regulations and standards.

Three Ways to Transition from Paper Medical Records to Electronic Medical Records

There are three primary ways that you can try in order to get started with the transition from paper medical records to electronic medical records:

1. Direct Data Entry (DDE)

This method involves manually entering patient data into an electronic system. This can be done by healthcare providers or support staff, such as medical assistants or administrative personnel. DDEs are often the most time-consuming but they allow greater control over the data being entered and can be useful for practices with a smaller number of patients.

2. Scanning

With this method, paper medical records are scanned and converted into digital format. Once the documents are scanned using a high-quality scanner, they are uploaded into the electronic health record system. Scanning is typically faster than direct data entry and can be useful for larger practices with a significant volume of paper records.

3. Hybrid

A combination of both direct data entry and scanning can be used in some cases. For example, medical assistants or administrative personnel may enter patient demographic information directly into the electronic system, while other parts of the record, such as lab reports or imaging studies, are scanned and uploaded. A hybrid approach can be useful for practices with a mix of paper and digital records.

Goals of Converting Paper Charts to EHRs

The primary goals of converting paper charts to electronic health records include:

• Improving patient care by providing healthcare providers with faster and more accurate access to patient information.
• Increasing efficiency and reducing duplication of effort by allowing multiple healthcare providers to access patient data simultaneously.
• Enhancing accuracy by reducing the risk of errors that can occur when using paper-based systems, such as illegible handwriting or lost documents.
• Reducing costs over time by eliminating the need for paper-based storage and increasing efficiency.

Enabling easier sharing of patient information between healthcare providers, which can lead to improved coordination of care.

Strategies to Transition to EHRs

When transitioning to electronic health records, there are several strategies that can help ensure a smooth and successful transition:

Strategies	Description
Establish a project team	This should include representatives from various departments within your practice to ensure that all perspectives are considered.
Conduct a readiness assessment	This will help you identify any potential obstacles or challenges to the transition and develop a plan to address them.
Choose a reputable vendor	Selecting a vendor with experience in EHR implementation and data migration is critical to a successful transition.
Develop a training plan	Proper staff training is essential to ensure that everyone is comfortable and proficient with the new system.
Develop a data migration plan	Converting your paper medical records to digital can be a complex process, so it's important to have a detailed plan in place.
Develop a security plan	Electronic health records require robust security measures to protect patient data from unauthorized access or breaches.
Monitor progress	Regularly monitoring progress and adjusting plans as needed can help ensure a smooth and successful transition.

How to Convert Medical Records to Digital

There are several steps involved in converting paper medical records to digital:

1. Preparation

Before scanning, it's important to organize and prepare the paper records, removing any staples, clips, or other materials that could cause damage to the scanner.

2. Scanning

The paper records are scanned using a high-quality scanner that can produce clear, readable images.

3. Quality control

Each scanned record should be checked for accuracy and clarity to ensure that the data is legible and complete.

4. Data entry

Data that cannot be scanned such as handwritten notes, must be manually entered into the electronic system.

5. Quality assurance

The electronic records should be reviewed for accuracy and completeness to ensure accurate transfer of information.

Problems Encountered When Transferring Data From Paper to EHRs

There can be several potential problems that arise during the data transferring procedure from paper to electronic health records:

• Missing or incomplete data: Some information may not be included in the paper records, or may be difficult to read or interpret.
• Data entry errors: Manually entering data into an electronic system can lead to errors if proper quality controls are not in place.
• Incompatibility: The new electronic system may not be compatible with existing software or hardware, leading to technical issues.
• Security risks: Electronic health records require robust security measures to protect patient data from unauthorized access or breaches.

History of the Transition from Paper to EHRs

The transition from paper to electronic health records has been a gradual process, with early efforts focused on digitizing particular areas of medical recordings, such as laboratory results or radiology reports. Over time, advances in technology and changes in regulations have led to increasing adoption of EHRs, with many healthcare providers now using fully integrated electronic systems to manage patient information.

Will EHRs Replace All Paper?

While the ultimate goal of many healthcare providers is to eliminate paper-based records entirely, there are still some situations where paper records may be necessary. For example, some patients may prefer to receive paper copies of their medical records or certain legal documents may need to be signed in hard copy.

What Should I Do With the Paper Records After Converting Them to EHRs?

After converting paper records to EHRs, it is important to have a solid plan on how you store or dispose of physical medical records. Depending on local regulations and your specific needs, there are several options:

Options	Description
Shred	If local regulations permit, you can shred the paper records to ensure that they cannot be accessed by unauthorized individuals.
Store	You can store the paper records in a secure location, either on-site or off-site, as a backup in case of any issues with the electronic system.
Donate	If the records contain historical information that may be of interest to researchers or other organizations, you may be able to donate them to a local library, museum, or other institution.

It's important to consult with legal counsel and follow all applicable regulations when disposing of paper records.

Expenses Saved by Switching From Manual to EHR

While the initial cost of transitioning to electronic health records can be significant, over time, the switch can result in significant cost savings. Some of the expenses that can be reduced or eliminated by using electronic health records include:

• Paper-based storage and supplies
• Printing and copying costs
• Labor costs associated with managing paper records
• Costs associated with lost or misplaced records
• Costs associated with retests or other duplicate procedures due to lost or incomplete records

Conclusion

Transitioning from paper to EHRs is a complex process. With the right approach, it can result in significant benefits for healthcare providers and patients alike. By carefully considering important factors such as budget, staff training, data migration, security, and compliance, and choosing a reputable vendor to assist with the transition, healthcare providers can ensure a smooth and successful transition to electronic health records.

FAQs

Q: What is the typical timeline required for transitioning from paper to electronic health records?

The time it might take for the transition can differ based on the size of your practice and the complexity of your existing system. A small practice with simple record-keeping may be able to complete the switch in a few weeks, while a larger practice with more complex systems may take several months or even years. 

Q: What is the estimated cost involved in transitioning from paper-based medical records to EHRs?

The cost can vary based on the size of your practice and the complexity of your existing system. Some of the costs involved may include software licenses, hardware upgrades, staff training, data migration, and ongoing support and maintenance. However, over time, the switch to EHRs can result in significant cost savings because of reduced labor and supply costs, increased efficiency, and improved patient outcomes.

Q: What are the security risks associated with electronic health records?

Electronic health records require robust security measures to protect patient data from unauthorized access or breaches. Some of the risks associated with EHRs include hacking, phishing attacks, and employee negligence or misconduct. It's important to choose a reputable vendor with experience in EHR security and to implement strong security protocols within your practice.

Q: What compliance regulations should I be aware of when transitioning to EHRs?

It's important to comply with all relevant regulations and standards like those of HIPAA (Health Insurance Portability and Accountability Act). Not complying with regulations when transitioning to electronic health records can lead to legal and financial penalties, and can also harm your practice's reputation. It's important to work with a vendor who is knowledgeable about compliance regulations and to develop a plan for ensuring that your system meets all necessary requirements.