ONC-ACB Certification ID: 15.04.04.2705.Crit.04.00.1.191111 | Certification Date: Nov 11, 2019

Video: Documentation Through Criterions

If you are…

• still using paper for patient-related documentation

• struggling with managing the flow of your office’s documentation

• piling up paper in storage cabinets

• constantly entering redundant information onto documents

• overwhelmed with forms and compliance issues

… then, you are familiar with the challenges in managing the internal flow and storage of these important records.

You are likely to be in search of a cleaner and less complicated process. The Documents features included in Criterions is the paperless solution you may be looking for. Watch the video below to learn more!

 

If you are interested in a free, custom demo of the Criterions EHR software, complete the form here.

Best Practices for Converting from Paper Documentation to EHR

Best Practices for Converting from Paper Documentation to EHR

Implementing a new EHR software can be daunting, especially if your practice is currently using paper documentation. An EHR solution can save you time and money and provide better security of confidential and sensitive records. With over 20 years’ experience in the industry, Criterions has learned a few best practices from our clients for converting from paper documentation to EHR:

Develop a Plan of Action

As with any big decision, it is important to develop a plan of action well in advance of implementation. Some important items to consider when converting from paper to EHR include:
• Timeline of the transition
• The key staff involved with this transition and what their responsibilities are
• The best methods of converting information to the EHR for your practice
• Workflows post-implementation
• How historical patient information should be available for patient visits during and after the transition
• What to do with old paper files

Train Your Team

After you have a strategy in place, you should inform the rest of your team of the plan, timeline, and benefits that the new software will provide for your practice. When looking for an EHR provider, make sure that they offer training and resources to help your team learn the software. Provide thorough training for clinicians, administrative staff, and any other personnel who will use the new system often.

Work from the Schedule

When it comes time to convert your existing paper documentation to the software, do not scan patients in alphabetical order. Some patients may never come back to the office. Best practice is to work from the schedule, scanning patient charts ahead of upcoming appointments.

Adjust the Workflow

While it is important to have a well thought out plan, it is important to remember that you can deviate from the plan. You should adjust the workflow as needed to ensure a smoother transition. Be patient and flexible with your staff as they learn a new system with new workflows.

Eliminate Paper Records After Implementation

If you receive any paper documentation such as consults, labs, or referrals, do not file it in a paper chart and wait for patient to come in. Scan the entire chart so that all new paper goes into the process of electronic storage.

Work with Your Provider

When choosing your EHR software, be sure to ask about ways you can modify your software if necessary. When researching an EHR provider, be sure to inquire about how you can adjust the software to fit your needs and make sure you are not locked down to one configuration. For more on this topic, check out our blog post The Right EHR Software for Today Grows with You Tomorrow.

Interested in learning more about how an EHR software can help your practice ditch paper documentation? Contact us using the form below!

6 Benefits of Automated Appointment Reminders

6 Benefits of Automated Appointment Reminders

If you have had a doctor’s appointment recently, it is likely that you received an appointment reminder prior to your visit. It is even more likely that the appointment reminder was automatically sent to you without office staff monitoring the process.

Automated appointment reminders via texts, emails, or phone calls provide many benefits to both practice administrators and patients. Here are just a few:

1. Reduced “No-Shows”

Patients have schedules too, and sometimes doctor’s appointments may be forgotten. It is all too common for patients to forget to cancel their appointment, resulting in a “no-show.” Automated appointment reminders can be sent until a patient confirms or cancels their appointment. This means that it is virtually impossible for patients to forget.

2. Increased Patient Satisfaction

Appointment reminders can be sent via phone call, but many people prefer a quick and easy text or email message. Upon receiving an appointment reminder via text or email, patients are able to confirm or cancel their upcoming appointment with the click of a button. By reaching patients in a way that is most convenient for them and taking the hassle out of rescheduling appointments, patient satisfaction will increase.

3. Time Saved for Administrative Staff

Without automated appointment reminders, administrative staff is tasked with calling patients to confirm appointments and rescheduling if necessary. This process can be very time consuming for staff. Utilizing a system with automated reminders provides office staff with status indicators for the appointment reminders, making the process more efficient.

4. Maximized Revenues

By reducing “no-shows,” there is more time in the schedule for doctors to see patients who are available for an appointment. With more time available to staff, they are able to focus on projects that will drive more revenues to the practice. Costs of staff will also decrease if the appointment reminder workflow is automated.

5. Minimal Maintenance Required

After the initial setup of automated messages, sending reminders on existing appointments requires minimal maintenance from office staff. Messages can be customized for a variety of appointments including, but not limited to, recalls, vaccine notifications, lab results, and patient satisfaction surveys. Notes are automatically added to patient records to indicate all actions taken on an appointment including appointment history, confirmations, and cancellations.

6. Improved Patient Health

Automated appointment reminders keep health top of mind for patients. Missing doctor’s visits can cause issues to go undiagnosed or untreated. If patients are regularly seen, sickness and long-term illnesses can be prevented.

With the use of automated appointment reminders, work is reduced for administrative staff and practices can earn more money. Automated reminders also benefit patients by providing a convenient way to confirm or cancel appointments and reschedule to stay consistent with their health.

 

If you are interested in learning more about the benefits of automated appointment reminders, feel free to contact our team using the form below:

5 Advantages of Cloud-Based EHR

5 Advantages of Cloud-Based EHR

Cloud-computing has made the delivery of healthcare services more cost-effective, readily accessible, interoperable, and secure. According to HIMSS Analytics, nearly two-thirds of hospitals, industry leaders, and other healthcare organizations use the cloud or cloud services for hosting clinical applications and data, backups, recovery, and hosting of other operational applications. More and more practices are looking to replace their current EHR system in the near future.

There are two basic categories of EHR systems: client-server and cloud-based. Medical practices can choose to store their data on-site by configuring a server with the necessary hardware and software and install it inside of their office. This traditional setup is called a client-server system. Alternatively, offices can look to store their data on servers external to their office. To access their data, they will only need an Internet-connected computer in their office. This setup is called a cloud-based system. While there are many benefits to each, here are five advantages of a cloud-based EHR system:

1. Cost Efficient Data Management

The cost of implementation for traditional client-server systems can be an expensive undertaking. Practices have to pay for licensing fees, maintenance costs, and updates to the system, in addition to initial setup costs which can add up to $37,000 or more (1). Cloud-based EHR systems do not require on-site hardware installations or licensing fees and have fewer implementation costs. Medical offices will still have a monthly fee, however, the overall cost to the office will be minimal.

EHR systems on the cloud tend to have reduced redundancies or duplicates. For example, practices can quickly look up all the ICD and CPT codes for the diagnosis and treatment. This lookup not only speeds up the billing process but also ensures insurance claims are accurate. As such, cloud-based systems can help to reduce costs of data management.

2. Accessibility

Access to patient data is paramount for any medical practice, especially when there are multiple locations. Cloud-based EHRs provide real-time anywhere-anytime accessibility regardless of location and device platform. Healthcare workers can access patient data on their PCs, MACs, phones, and tablets. As a result, cloud-based systems allow practitioners to work from home effectively when necessary, including during unexpected times.

3. Reduced Need for IT Support

Cloud-based EHR system providers generally handle the installation process, all hardware and software updates, configurations, and testing involved during the migration of medical data to the cloud. Therefore, medical offices do not require extensive IT resources as much of the implementation process is handled by the SaaS provider.

4. Scalability 

Cloud-based systems grow with your business. They allow for quick and efficient additions of locations, doctors, users, and patients, reducing downtime and other inherited expenses. In addition, cloud-based EHRs are completely customizable to each office’s specialty or needs. Whether an office is a new single-provider office or an office with multiple locations, cloud-based EHRs can accommodate all needs.

5. Security and Privacy

Traditional on-site systems run the risk of failure caused by human or software errors. The inability to access patient data can lead to catastrophic consequences for a medical office. Most cloud-based EHRs not only offer 24/7 access to patient data, but they also ensure that the data is encrypted and stored in datacenters that are highly secure. Patient information stored on the cloud is considered electronic protected health information and is governed by regulations of the HIPAA act. (2)

As more and more healthcare providers and organizations migrate to cloud-based systems, they will have to consider if such systems fit their needs. There are many advantages to migrating to such systems such as savings on installation, maintenance, and support. Cloud-based systems not only keep practice’s up to date on coding requirements, but also meet HIPAA regulations. Finally, an EHR system can be taken virtually anywhere. All that is needed is an Internet-enabled device and offices will be ready to help those in need.

 

Did you know that Criterions EHR software is cloud-based? Fill out our form to contact our team to learn more! 

Sources: (1) HealthIT.gov (2) HSS.gov

4 Benefits of Transitioning from Paper Records to Criterions EHR

4 Benefits of Transitioning from Paper Records to Criterions EHR

If you are using paper records to manage your practice, it may be time to consider transitioning to an Electronic Health Record (EHR) system. While cutting down on paper usage will help save trees and reduce clutter in your office, there are many other benefits that will increase productivity in your practice.

Just imagine a world where you are able to fax a lengthy HIPAA chart instead of printing it out and feeding it into a fax machine!

Criterions EHR software offers different functionalities that will allow your practice to use less paper while saving you time and money. Here are 4 features that will benefit your practice when transitioning from paper records to EHR:

E-Faxing

The E-Faxing feature works with a third-party fax company to allow practices to not only fax charts, letters, and referrals directly from the software, but to also receive faxes electronically in the software. This reduces the need to utilize a fax machine, and as a result, your practice benefits by saving on the usage (and cost!) of paper. Faxes received in the software can be moved directly to a patient’s chart, and through the use of queues, will alert users who need to be notified when a fax is received. This eliminates the need for producing patient charts on paper.

Lab Interfaces

The Criterions EHR software integrates with most labs to allow users to send orders and receive results electronically. Orders will be sent directly to the lab, eliminating the need for offices to print requisition forms for patients. Results will go directly into the patient’s chart which will reduce the need to print from a separate lab software or receiving the results via fax. In addition, your practice will save time as there will be no need to scan results into the software.

Consent App

The Consent App (available on Android devices) will help reduce the use of paper sign-in sheets, HIPAA documents, and financial agreements, along with any other forms needed to grant consent from a patient. Once the patient arrives at your office, they will be able to enter their identifying information, sign in, and review and sign any forms required by the practice through the use of a tablet. The benefit of transitioning from paper documents to EHR software will not only increase productivity at your practice, but also improve the experience for your patients.

Patient Portal

Criterions Patient Portal allows patients access to their information online. Patients will have the ability to edit their demographic information, add their preferred pharmacy, and see upcoming appointments. Practices can also allow patients to see their visit summaries securely in the Patient Portal. This will benefit your practice by saving office administrators the time it would otherwise take to print summaries at a patient’s request.

Criterions EHR software provides many features that will benefit your practice when transitioning from paper records to EHR. For more information on the Criterions software or any of the features mentioned in this post, please feel free to contact us using the form below:

Video: Recall Management and Workflow

Are you interested in learning more about patient recall management in Criterions EHR software? Learn how to add recall reasons, set up a recall report, and use the report in your practice by watching the video below!

If you are interested in a free, custom demo of the Criterions EHR software, complete the form here.

Request a Demo!