What is an EHR?

Healthcare professionals have vast pressure in their everyday operations. Record keeping is the most vital aspect of providing high-quality care to patients. Nothing everything manually on paper is time-consuming and prone to errors.

Healthcare providers need help managing everything with manual efforts. They need a proper substitute for reducing their workloads and ensuring accuracy. Electronic Health Records software can help them to replace the old methods.

Digital methods of storing information are more reliable for instant navigation and security. Doctors and nurses can use EHRs to store medical histories digitally.

Professionals must understand innovation and healthcare go hand in hand. A physician’s job is becoming more complex with new regulations, administration practices, and data usage policies. Yet, many don’t know “what is EHR in healthcare?”.

According to Canada Health Infoway, 80% of Canadians had an EHR in 2019. Electronic Healthcare Record Systems help professionals to concentrate more on their patients. It gives them immediate access to patient data and streamlined everyday operations. They can also ensure security compliance with PIPEDA and evidence-based norms.

This blog will help readers understand “what is an EHR.” They will also explore EMR Vs EHR and what is the difference.

Many professionals need to learn the difference between EMR and EHR. They must understand that both are digital versions of a patient’s healthcare data. Yet, professionals need help accessing, sharing, or transferring EMR across healthcare organizations. Electronic medical records EMRS are only ideal for some use cases.

In contrast, they can share EHR with everyone involved in a patient’s care. For example, doctors, specialties, and laboratories can be part of a patient’s journey.

They have a small scope with EMRs while dealing with patient data. It can only provide data regarding diagnosis, treatment, demographic, and disease progression. Professionals must understand “what is an EHR?”.

EHR provides them with additional information about a patient’s medical history. They can have a more comprehensive view of the patient’s history. These details are necessary for better decision-making in a patient’s journey.

It is challenging for practices and professionals to implement EHR systems. They must take proactive measures to support the decision-making process. Extensive research is necessary to understand “what is EHR?”. Practices may fail to execute vital tasks if they fail to understand the concept.

Here are the key steps to implement a system;

Evaluate the Organization’s Readiness

An organization must be ready both financially and operationally. It’s only accessible to implement an EHR system with knowledge and a workforce.

The administration must evaluate their practice’s readiness to implement a new system. They can start by checking their budget limitations before searching for an EHR system.

Create a Roadmap for the Implementation

Execution won’t happen overnight. An organization must define a proper roadmap to adapt to the EHR system. Sudden changes in regular processes can lead to confusion and costly mistakes. Many team members might not know “what is an EHR?”.

A roadmap must answer the following critical questions;

• Who will be the stakeholder for each decision?
• How long will it take to implement the EHR system successfully?
• How will the organization train the staff to use the new system?

Use a Certified EHR

There are tons of EHR systems in the market. It could be not very clear for practices to make the right decision. Professionals should always consider certified EHR over non-certified solutions. It assures them that they will abide by the government’s healthcare norms.

Healthcare organizations must adhere to the HIPAA guidelines. Any breach can lead to legal or monetary penalties.

Provide Training to the Staff to Use the EHR

The story is still ongoing after getting the right EHR software. Organizations must ensure their staff is ready and comfortable using the new system. Professionals must receive training to use EHR without any problems.

Some systems will come with their training programs. Yet, the company needs to pay attention to ensure the existence of such programs. Professionals without formal training can cause a huge mess and even compromise the quality of care.

The firm needs to ensure the following with their training programs;

• It must provide role-based training. Everyone will get appropriate training according to job roles and responsibilities.
• There must be feedback loops for improvements.
• The training program must have strong customer and account functions.

Go Live

The organizations need to make the solution live after providing training to their team. Yet, there are several items they must consider. For example,

• They must define testing mechanisms before and after going live with the solution.
• There must be a plan to communicate the change with the current patients.
• The administration must backup the data to avoid critical failure.

Assess Performance to Make Improvements

There’s always some scope for improvement, even after the implementation. Healthcare firms must ensure everyone knows “what is an EHR?”. They can also develop the following performance evaluation metrics;

• Patient Satisfaction Rates
• Error Rates
• Communication Time
• Physician Satisfaction Rates
• Feedback Processes

These metrics are necessary to make fine adjustments in the EHR system. Minute adjustments to the EHR system can improve productivity and patient care.

These systems are making medical records more accessible than ever before. Practices have better insights to optimize a patient’s treatment and other critical data. Patients can receive better care.

EHR vendors must qualify to use the US government’s programs, such as Medicare and Medicaid. They have to follow the rules of the ONC and CMS for Health IT and Medicare and Medicaid Services.

Their programs ensure that EHRs meet different standards and other criteria. Anyone using these solutions must know “What is an EHR in healthcare?”.

Providers can ensure the system has the necessary technical capabilities, functions, and security features.

They will also find other programs and regulations that ensure meaningful use. Healthcare organizations and EHR vendors must take data security and privacy laws seriously. CMS and ONC require attestation to avoid information blocking.

There are EHR standards that ensure electronic health records ensure meaningful use. This way, professionals can provide their EHR with the necessary technical capabilities and security features. 

Standards are also necessary to provide interoperability. The HealthIT community has the following interoperability standards; 

• Health Level Seven International (HL7). 
• Fast Healthcare Interoperability Resources (FHIR).
• SMART Health IT.

Medical staff and physicians can streamline their workflows with EHRs. Teams are more productive and efficient when they can manage patient data. These solutions make tasks, billing, booking, and entering clinical data easier.

Studies show that the integration of EHR systems enhances patient engagement and satisfaction. The admin side can automate various tasks from the dashboard of these systems. It helps teams to save time with document management and finding patient records.

A healthcare team has to handle less paperwork with EHR. They don’t even need to print patient forms. An organization can better manage its space and storage considerations with these systems.

They can also become more environmentally friendly by printing less paper.

Professionals must understand “what is an EHR?” to explore the benefits. Yet, only a few EHR systems can let them enjoy all the perks. Most software aims to standardize documentation, avoid errors, and create streamlined charts.

There are some common advantages of using EHR solutions;

Streamlined Coordination

Doctors, nurses, and staff can ensure smoother communication with EHR systems. They can easily share, access, and record patient data across the organization. Doctors can access vital patient data before a consultation.

Reduction in Errors

Manual record keeping is always prone to more errors. EHR systems can reduce the influx of errors from handwritten notes. Healthcare facilities can electronically save and standardize patient records.

They can reduce the chances of losing paper trails with an EHR solution. It automatically removes the cases of misdiagnosis or improper prescriptions.

Enhancement of Patient Care

EHR solutions come with smart patient charts and dashboards. It helps doctors better understand a patient’s condition to provide the best care.

They can track their medical histories to become better advocates for their health. Yet, they must learn “what is EHR in healthcare” to provide superior service.

Gather Accurate Patient Information

Electronic files are always better for evaluating a patient’s medical history. Caregivers can determine the best course of care with insights. They can record and maintain the files in real time. An organization can ensure its files are up-to-date.

Achieve Interoperability

The best EHRs always provide integration capabilities. Professionals can integrate them with EMR or direct mail solutions. Patients and physicians can change settings without having a headache about file sharing.

EHR software usually falls under two categories;

• Cloud-based
• On-Premises

Many argue that on-premise systems provide better value since they are a one-time investment. However, any modern workspace relies on higher collaboration and data security. Cloud-based solutions store the practice’s data on external servers.

Physicians and practice managers can access this data via the web. They can use computers or mobile devices. In contrast, on-premise solutions require a server, software, and hardware.

These systems were historically more popular across the world. Yet, practices are preferring cloud solutions for numerous reasons. They might be more expensive. Yet, they are more flexible in every category.

Cloud solutions are becoming increasingly popular among healthcare organizations. They provide tons of opportunities for practices and physicians to explore. 

Improvements in Transparency, Access, and Collaboration 

Professionals can access EHR from anywhere with a secure internet connection. They can quickly and easily access and share patient records. 

Collaboration is a lot better with cloud solutions. Instant access to data helps in improving patient care. Modern solutions can both foster and facilitate data sharing and coordination. 

Significant Cost Savings 

On-premise solutions require expensive hardware. The cost of EHR systems can be different for specific medical practices. Medical practices may need thousands of dollars to acquire an EHR system. 

Their team must understand “what is an EHR?” to save more money. They must also spend on maintenance costs, licensing fees, updates, and patches. 

Cloud solutions are always better as they require no hardware or software installation. Physicians can instantly access the software without any hesitation. They only need to pay a monthly subscription fee to use the service. 

Practices can also save staff and training costs with cloud solutions. Workflow automation and user interface simplification help a lot. 

Lower TCO

The cost of ownership is also much higher with on-premise solutions. Companies also need to consider maintenance and internal IT requirements. 

Some healthcare firms must manage a dedicated IT team to handle these needs. It gradually increases the cost of ownership. 

Cloud solutions don’t need any team to install, configure, test, run, and secure the system. These systems can automatically update themselves. Practices can ensure smooth operations without any interference. 

The cloud-based SaaS provider is responsible for handling any IT-side requirements. Professionals can keep working with the latest version. 

Smoother Scalability 

Scaling on-premise EHR systems can be a big headache. Organizations need to update the server and hardware side to upscale their system. In contrast, cloud solutions ensure smoother scaling depending on any requirements.  

They can add new accounts or locations without upgrading any hardware. IT support is also unnecessary for maintaining the system. Professionals will understand “what is EHR in healthcare” and do the required. 

One can increase or decrease the system’s storage capacity, processing power, and features. Practices have incredible flexibility to upscale or downscale their EHR system. These solutions can also integrate with other cloud-based systems and services. 

Practices must explore the features while considering an EHR solution. They must be appropriate for their requirements and preferences. Facilities may pay a hefty price if they ignore these prerequisites. 

Extensive research is necessary to find the most suitable option. Each system will provide specific features suitable for each specialty. 

Yet, most of them will provide the following features: 

Charts 

Medical charts are a critical part of any practice. EHR solutions allow physicians to store medical records in digital formats. They can eliminate handwritten documents by using an EHR solution. It also opens the door to centralizing the patient data for a facility. 

Patient Portal 

Many EHR software allow patients to access their clinic’s portal remotely. They can create their profiles to store medical histories and lab reports.

Professionals can use mobile devices to access and edit this data. It also allows them to schedule appointments with their physicians to receive care. 

Claims Processing

Medical insurance is a necessity in Canada. EHR solutions can connect with insurance companies and agents to resolve medical payments. Patients can receive timely real-time updates for higher satisfaction. 

Patient Statuses 

EHR solutions help physicians to create detailed patient journeys. They can send timely notifications to patients about upcoming appointments or medications. It ensures high-quality care for each patient. 

Automation Support 

Many EHR systems feature automation features that support scheduling and document management. Physicians can save time in the booking and invoicing processes. 

E-Prescribing 

Many EHR platforms provide the facility of sharing electronic prescriptions. It helps providers, pharmacies, and patients to remain in sync. Even patients know “What is EHR software?” these days.

E-prescribing helps reduce errors, save time, and improve patient care. Physicians can also learn about drug interactions, allergies, and formulary information.

Billing 

Healthcare facilities enjoy the billing features of EHR software. They can streamline their billing and claims processes for faster payments. Some solutions also help automate invoice generation, insurance claims, and payment reminders.

Predictive and Descriptive Analytics 

Some advanced EHR systems also provide predictive analytics to practices. Professionals can get prior information while treating their patients. It is a critical feature that supports clinical decisions and quality improvement.

Telehealth Capabilities 

Professionals and patients also prefer EHR systems for using telehealth features. Remote consultation and monitoring are some great applications of modern EHR platforms. This feature was beneficial during the COVID-19 pandemic. Millions used mobile apps to get medical consultancy. 

Progress Notes 

Practices can create individual documents to note patient symptoms. It helps in completely ditching handwritten notes in favor of digitization. Caregivers can also note physical examinations, assessments, treatment plans, etc.

Decision Support Tools 

These tools are necessary to obtain clinical guidelines and alerts. Practices can improve their decision-making process and patient care. Many healthcare facilities are using EHR systems for this use case.

Healthcare facilities in Canada rely on different types of EHR systems. The choice of solution depends on their preferences and requirements. Caregivers can improve patient care with EHR systems seamlessly.  

Healthcare firms can remain compliant with PIPEDA compliances with these solutions. It is essential to make the right choice to achieve maximum efficiency. 

Cloud-Based EHR Software 

The 21st century is famous as the age of cloud computing. Almost every industry is relying on cloud-based solutions to host their applications. The medical industry also uses cloud technology for its EHR requirements. 

A cloud-based solution allows physicians to store and access data via the Internet. They don’t have to worry about overhead costs to maintain the software. A simple monthly subscription plan does everything for them. 

Patients can also access their data from the cloud without interruptions. Many software vendors are providing SaaS features and back-office services in their solutions. 

Physician-Hosted Systems 

It is a traditional model of an EHR program. Physicians or organizations have to store patient data on their servers manually. These solutions often require heavy capital to purchase hardware and software to run the solution. 

They also take the headache of installing, maintaining, and testing the solution. The infrastructure will shut down during updates and patches. 

Only a large organization can afford to run on-premise software. They know “what is an EHR and how to handle it?”

Remotely-Hosted Systems 

These applications save the patient data on the software vendor’s server. Physicians and practices can avoid the headache of hosting and managing data. They can reduce their expenditure on hardware and software for EHR. 

It is a much more reliable approach than using traditional EHR products. Server-side applications are ideal for medium-sized businesses with limited capital. They easily access and manage patient data with lower in-house storage capabilities. 

Why Remote-Hosted Systems are the Best of Both Worlds? 

Server-side applications can take care of updates and upgrades with ease. Professionals often classify these applications into three broad categories; 

• Small practices should prefer using a subsidized EHR model. A third-party entity helps support the cost of the server. Yet, the organization may have partial ownership of the medical data. It can later give birth to ownership issues. 
• A dedicated model helps providers collaborate with vendors to keep the EHR in a particular location. They cannot control the entire data. Yet, they are aware of its presence. 
• A cloud model is one of the most popular systems worldwide. The vendor is responsible for managing the patient data to ensure 24/7 availability. Clinics can make monthly or yearly payments instead of making a large payment. 

Every software comes with some challenges. Professionals must take proactive measures to avoid these hurdles. 

Here are the common shortcomings of EHR systems; 

Security Issues 

Only a few EHR systems take security concerns seriously. Professionals must understand the safety of patient data is vital. Software vendors must provide sufficient countermeasures and practices to ensure security. 

Healthcare professionals must access compatibility with security protocols. Compromise with security can lead to massive legal and monetary losses. Any cybersecurity breach can steal patient data or damage internal processes. 

Costly 

Medical institutions bear huge implementation costs with EHR systems. Small-sized and medium-sized firms often need help to afford such platforms. 

They need to maintain high-performance computers to keep up with advanced platforms. Pairing with other medical devices means additional costs. 

Not User-Friendly 

A user-friendly platform is necessary to reduce training time and costs. People with different technical expertise should be able to use the system with ease. Complex EHR systems have a high learning curve. Doctors often need help with referring systems to their patients.

Downtime 

EHR systems have a significant dependency on computer systems and the Internet. A single hardware failure or internet issue can lead to critical downtimes. 

Power outages and program maintenance can contribute to more problems with physicians and practices. In contrast, they won’t face such issues with handwritten notes. 

Time-Consuming Training 

The steep learning curve for medical professionals can cause slower implementations. Some Canadian practices are still using traditional methods to manage patient records.

Teams need to put effort and spend time to learn using the system. This additional training time can cause business downtime for clinics. 

The decision to get an EHR system depends on the administration of a healthcare provider. Here are some situations where they can consider getting a solution:

Companies with Limited Needs and Sizes

Small practices with fewer requirements can prefer using a subscription-based product. They can also purchase a solution that meets their use case and budget constraints.

Practices that Need a Cloud Infrastructure

Most facilities need cloud EHR software that provides scalable and on-demand IT services. Professionals who want an instant launch with minimal management should prefer a cloud option.

They can ensure a higher level of service availability. There’s no need to worry about hardware costs as well. Yet, professionals will need more control over their patient data and its security.

Companies that Prefer an Existing Certified Solution

Many practices will need more time to apply for compliance and certifications. They can prefer using an existing platform with proper accreditation. 

The solution will be time-tested and save a lot of upfront costs. Practices don’t even need to worry about paperwork to ensure data protection. They can rely on a third party to do this job. The existing solution will be able to handle compliance with ease.

Many healthcare organizations prefer building their own EHR system. It helps them implement more features and ensure higher security protocols. 

Here are some situations where a practice may prefer building its solution:

Companies with a Larger Budget and Complex Requirements

Many firms prefer a proprietary solution. It helps them to integrate more technologies. They can make their system more decentralized and interoperable.

Their physicians and staff can execute complex tasks from the platform. Practices can also commercialize their in-house solutions to grow revenue.

Practices Ready for Exploration

Many physicians want to explore “what is an EHR?”. They want to explore the ins and outs of EHR systems. It helps an organization to develop a digital mindset across its staff.

Firms that Need Custom UX and Features

Ready-made solutions don’t allow customizing the user experience. Some companies want to ensure their entire workforce understands the features and benefits of using an EHR.

They can develop their solutions to implement custom UX and features. These inputs are highly relevant and necessary for their specific use cases. Professionals can finally understand “What is an EHR” using a proprietary platform.

Healthcare professionals give vast importance to document management. Although everything is digital, we must uphold the value of physical documents.

Practices need a quick solution to automate their offline communication. PostGrid’s print and mail API is the perfect answer to all their problems. 

The API allows professionals to send letters, postcards, and cheques from their EHR program. They can easily integrate the API with their existing system to automate the printing and mailing of critical documents.

Many firms are using them to automate their invoices, billing statements, surveys, appointment reminders, etc.

Benefits of Integrating PostGrid Print & Mail API with EHR Platforms

• Practices can save time and costs by automating manual processes. They don’t need to worry about postage costs and inventory management.
• Caregivers improve their accuracy and security. They can ensure data confidentiality and track mail delivery status.
• Clinics can boost their patient engagement and satisfaction. The API allows them to send personalized and timely mail pieces.
• Professionals can take advantage of data analytics and reporting features. It helps them to measure the effectiveness of mail campaigns.
• Many practices are reducing their errors and compliance risks with the API. The solution fully complies with PIPEDA guidelines.
• The platform helps send timely and accurate invoices to reduce delays.
• Professionals can also create branded mail pieces to reflect their identity and values.

Sign up now to implement smoother offline communication and help your team learn “what is EHR?”