ELECTRONIC HEALTH RECORDS---HOW TO PROCEED

The demand for dental Electronic Health Records (EHRs) is increasing quickly.  Many practitioners are searching for the right software supplied by a reputable vendor, the fair contract, and efficient installation that will not interrupt everyday operation of the practice. 

Evaluating EHR software is a first step.  Research is necessary to understand available packages, and a good place to begin is to talk with several colleagues who are using EHRs in their office.  Quiz them about the software as far as ease of use, complete charting details, vendor cooperation, factors in the original contract, and the vendor’s honest adherence to contract contents.  Another method of research: attend seminars about EHRs, take notes, and ask the presenter for details.  Third idea: hire a consultant with experience in finding the right EHR software for a variety of practices, in negotiating contracts, and in implementation.  Also one can search on line for a viable system, and inquire of your state dental society to see if a particular EHR is endorsed.

Choose the EHR software vendor with great care.  An ethical vendor should present a written proposal, conduct a timely practice-oriented demonstration on site, and be able to answer specific questions you and your practice administrator may have.  Comparison of three or four systems and their vendors should suffice for selecting the right EHR for your practice.

The EHR contract between the practice and the selected vendor might seem like navigating uncharted territory.  Do not automatically assume your attorney can properly review the contract and spot problems.  Ask your lawyer if he or she has experience with EHR contracts.  If not, ask who he or she recommends to review the contract.  Select someone familiar with the legal jargon and details of a fair EHR contract that does not favor the vendor over you, the customer.

Ease of implementation of EHRs in your office requires that you name at least one savvy staff member to act as liaison with the vendor.  Vendor representatives will do the actual installation.  The office rep must be available to shadow their work, to fully understand the system and its operation, to coordinate staff training, and to maintain on-going contact with the vendor for questions or problems that may arise.

Converting to EHRs is a complicated undertaking that requires research, planning, communication, time, and resources.  Once the right software is in place, backed by a reputable vendor, and operated by well-trained staff, most “paperless” offices find that the improved efficiency and cost savings are worth the initial effort and expense.