56 PLUGGED IN / Electronic Medical Records
Make sure that the EMRs are backed up every day. In addition to an offsite backup, get an external hard drive and back that up regularly, too.
if one provider goes down, the office can still function. “It can be a less expensive, slower option, much like a mini-spare car. You can keep going, but it’s just not as nice as the bigger car.” In addition to an offsite backup, get
an external hard drive and back that up regularly, too. That way, if someone erases one document, you can easily retrieve it. It is near impossible to scan every
piece of paper from every record into the EMR, so you will need to decide what needs to be scanned and when. Paper records will need to be kept for a certain period. That period is a state require- ment, so it is different in each state. You also need to decide whether you
will use both paper and EMRs at first or just pick a date and go “cold turkey.” Most of the consultants suggest that you just pick a date and stop using the paper records because that eliminates duplica- tion of effort and wasted time. There is also an increased chance for error, and the information might not make it into either record. However, you will probably want to bring the paper record into the examination room with you for a while just to check the medical history when you are taking care of the pet. “When I work with practices, I try not
to have them do double entry,” Dewitz says. “Many will carry the paper record into the exam room for a while, but I encourage them to use the paper record only for reference and to rely on the com- puter record. Make sure the information goes into the electronic record.” Finally, who is going to enter infor-
mation into the record? This is a crucial decision, and it should be made with your workflow in mind. Dewitz tells an interesting story about one practice. The veterinarian would
go into a room, sit with the animal and examine it. When the practice switched to EMRs, a technician was teamed with the veterinarian. They both entered the room so the technician could input the information as the veterinarian examined the pet. The veterinarian had to verbal- ize the examination for the technician to input. “Fluffy’s coat looks good, his eyes
are clear, his ears are a little red, etc.,” Dewitz says. “The clients heard this, and their perception was that the veterinar- ian is really looking at my dog, not just petting it.” The clinic had patient satisfaction
surveys and started getting rave reviews, which surprised the practice owner because no one was doing anything differently; they were just verbalizing their actions. Switching EMRs is time-consuming
and difficult, so you want to do it right the first time. Keep an open mind when evaluating companies, draw up a plan, and make sure the staff is onboard and well trained. If you do that, you are more likely to have a successful transition. n
Marie Rosenthal is an award-winning freelance journalist based in New Jersey.
Stages of change Change is scary and difficult, even if the staff supports your decision. Recognize that each staff member will go through the stages of change. Work with them to help them make the transition.
• Denial • Resistance • Exploration • Acceptance
Trends magazine, November 2012
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