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How to Transition from Paper Records to an EHR System: A Step-by-Step Guide for Medical Practices

Mar 31, 2025

Transitioning from Paper Records to an Electronic Health Record System: Your Complete Guide

 

If you are considering transitioning to an Electronic Health Record (EHR) system and are currently writing medical records on paper, this guide is for you. Switching to an EHR can seem like a big project, but the benefits are worth it. An EHR system provides you with the tools to succeed in today’s technology-driven world. Electronic health record systems increase practice workflow and efficiency, improve the patient’s outcome, and ensure regulation compliance. The process of choosing an Electronic Health Record system and making the transition requires careful planning and consideration of what solution would work best for the practice and staff members.

Below are key steps and considerations medical practices should take when choosing a new EHR system and how to start the transition away from paper records.

Why Switching to an EHR Is Essential for Modern Healthcare

The Challenges of Paper-Based Records

 

While paper medical records have been a method that healthcare providers have relied on for decades, manual record-keeping presents several inefficiencies:

  • Time-Consuming Processes: Searching for the patient's manila folder in the filing cabinet takes time that could be spent with the patient.

  • Storage and Organization Issues: There needs to be physical space to store paper records and folders. If there are hundreds or even thousands of patients, it can be difficult to maintain and keep organized.

  • Limited Accessibility: Only one person can access a paper file at a time. This hinders collaboration between referring doctors and different locations.

  • Human Errors: Handwritten notes can lead to misinterpretation, lost files, and incomplete patient histories.

Key Benefits of Electronic Health Records (EHRs)

 

Transitioning to an EHR system can be intimidating, but here is why it’s worth it:

  • Simply put, EHRs are More Efficient: Digital records are easy to search for, access, and update. This saves valuable time for the provider and administrative tasks.

  • Better Communication and Data Sharing: Electronic Health Records give a full overview of the patient’s history, all in one place, so better-informed decisions can be made across multiple providers at different locations.

  • Compliance and Security: Electronic Health Records meet HIPAA compliance requirements and offer better security through encryption and controlled access. Also, if you’re a Medicare or Medicaid provider, you must use an EHR system to participate in Merit-Based Incentive Payment Systems (MIPS).

How EHRs Enhance Efficiency and Communication

 

Since EHR systems provide a full overview of the patient’s medical history in one centralized location that multiple providers can access, this results in:

  • Faster diagnosis and treatment plans being created for the patient due to real-time communication between providers.

  • Automated notifications for test results, medication reminders, and follow-ups.

  • Improved coordination between primary care doctors, specialists, and labs.

A Step-by-Step Guide to Moving from Paper to EHR

Step 1 – Develop a Transition Plan

 

A transition plan is crucial for minimizing disruption or downtime for the practice. Key parts of a transition plan include:

  • Setting a Realistic Timeline: Allocate a few months for the transition, with hands-on training for staff, adjusting to a new workflow, and getting patients on board. Once you decide on the EHR system, they will give you an implementation schedule.

  • Identify Who is Involved: Involve leadership, Administrators, IT specialists, Providers, etc. in the planning process. Ask them how using an EHR will effect their daily tasks so expectations and transition plans are set from the beginning.

  • When to Start the Transition: If your busiest time of the year with patients is during the winter and holiday months, don’t plan to transition then. That would be a massive disruption in operations.

 

Step 2 – Involve and Train Staff for a Smooth Transition

 

Successful EHR adoption requires full staff participation, system knowledge, and user training. Consider these best practices:

  • Admin Users: Identify key team members who will receive advanced training and assist others.

  • Offer Hands-On Training: Conduct sessions with real patient cases to help staff get comfortable with the system.

  • Communicate Progress: Keep everyone informed about changes to avoid resistance and ensure a smoother transition.

Step 3 – Identify Data for Digitization

 

Not all paper records need to be digitized immediately. Prioritize what to migrate:

  • Essential Records: Active patient files, medication histories, allergies, and lab results.

  • Archived Records: Consider scanning or storing older, less frequently used files in a digital format.

  • Data Input Strategy: Some data can be manually entered, while others can be imported using vendor support.

Step 4 – Map and Optimize Workflows

 

Transitioning to an EHR isn’t just about digitizing paper records—it’s also about improving processes.

  • Analyze Current Workflows: Identify inefficiencies and create an optimized digital workflow. Always ask “is there a better way we can be doing this?”

  • Automate Routine Tasks: Set up electronic appointment reminders, billing automation, and e-prescriptions.

  • Test New Processes: Run test scenarios before full implementation to ensure smooth operation. An example is testing out a new patient check-in process involving collecting questionnaires and consent forms before their appointment.

Step 5 – Implement and Monitor Your New EHR System

 

Once the system is live, ongoing monitoring and adjustments are essential:

  • Encourage Staff Feedback: Identify issues and make necessary improvements.

  • Conduct Follow-Up Training: Offer additional sessions as staff become more familiar with the system.

  • Monitor Performance Metrics: Track efficiency improvements, error reduction, and patient satisfaction.

Best Practices for a Successful EHR Implementation

 

Choosing the Right EHR System for Your Practice

 

When selecting an EHR system, consider:

  • User-Friendly Interface: Ask yourself if it looks easy enough to read and navigate. How do other providers or staff members feel about the look of the EHR system?

  • Features: Some examples to look for are patient scheduling options, billing integration, system customization so it fits your practice’s needs, patient portal access, automation, template creation, and more.

  • A cloud-based EHR system: If you are a provider that is always on the go or your practice has multiple locations, a cloud based EHR system would be in your best interest. As long as you have internet, you can access your patients electronic health records where ever you are.

  • EHR Support and Training: Choose a provider with strong customer service, minimal system downtime, and training resources.

 Setting Up a Transition Timeline and Sticking to It

 

Work with your EHR provider to create a structured timeline that prevents delays and confusion:

  • Set Clear Milestones: Break the transition into phases (training, data migration, testing, full implementation).

  • Stick to Deadlines: Avoid prolonged hybrid systems (paper + digital), as they can create inefficiencies.

  • Use the EHRs Support Team: Many EHR providers assist with system setup, implementation, and user training. Use this to your advantage.

Overcoming Common EHR Adoption Challenges

 

Be prepared to address potential hurdles:

  • Staff Resistance: Change can be difficult; highlight the benefits and provide strong training.

  • Training Gaps: Continuous education ensures all staff members are confident in using the new system.

  • Workflow Disruptions: Expect some initial slowdowns but optimize processes as you go.

Key Takeaways: Making the Switch to EHR Seamless

  • Transitioning from paper records to an EHR system improves efficiency, enhances patient care, and ensures compliance.

  • Following a structured step-by-step transition plan minimizes disruptions and sets your practice up for success.

  • Training and staff involvement are critical to overcoming resistance and making the process smoother.

  • Choosing the right EHR system, sticking to a transition timeline, and optimizing workflows will ensure long-term benefits.

Moving to an EHR system is a significant change, but it’s one that positions healthcare providers for the future. By planning ahead, involving staff, and leveraging technology, practices can streamline operations, improve patient experiences, and achieve greater efficiency.

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Criterions Patient Portal Benefits

Dec 9, 2024

What is a Patient Portal and How Does It Help Medical Practices?

In today’s digital-first world, convenience is key—especially in healthcare. Patients expect efficient, user-friendly ways to engage with their providers and manage their healthcare journeys. This is where online patient portals come in.

A patient portal is a secure online platform that gives patients 24/7 access to their personal health information, communication tools to interact with their healthcare provider, and various other features to streamline their care. These portals can include access to medical records, appointment scheduling, prescription refill requests, and more. For medical practices, offering a patient portal is no longer just a convenience—it’s a necessity to remain competitive, improve operational efficiency, and foster stronger patient relationships.

 

How Criterions' Patient Portal Enhances the Patient Experience:

The Criterions Patient Portal takes these benefits to the next level with a suite of advanced features designed to optimize the experience for both providers and patients. We're committed to making healthcare more accessible, efficient, and patient-centered which is why our development team has been working hard to provide our customers the latest portal enhancements including:

 

  • Mobile Access: Patients can log into the portal on their mobile devices, making it easy to manage their healthcare on the go. Whether checking lab results or completing forms, they can do so from the convenience of their smartphone or tablet.
  • Document Uploads: Patients can upload various document types directly into the portal, such as insurance cards, referrals, or identification. This eliminates paperwork and ensures that records are readily available for the practice.
  • Electronic Signatures for Consent Forms and Questionnaires: Save time and paper by allowing patients to electronically sign forms before their visits. This ensures compliance and simplifies recordkeeping.
  • Mobile-Friendly Intake Forms: Patients can complete intake forms directly from their mobile devices. This reduces check-in times and ensures accurate data is entered into the system ahead of their appointment.
  • Intake Reminder Emails: Automated email reminders prompt patients to complete forms or documents before their visit, helping practices maintain a steady workflow and reducing administrative follow-up.

Additional Key Features and Capabilities of the Criterions Patient Portal:

  • Schedule Appointments Online

  • Easy Access to Health Information 

  • View Bills and Make Payments Online

  • Update Patient Medical History

  • Check Refills and Prescription Requests 

  • Patients Can Send Message to Healthcare Provider 

 

Click here for more information on how Criterions Patient Portal and Patient Intake Solutions not only benefits your patients, but also can lessen the workload for your staff. If you have any questions or would like a demo of the Patient Portal,  please fill out the form below and we will be in touch shortly!

 

Benefits of Patient Intake Systems

Benefits of Patient Intake Systems

Nov 4, 2024

What is Patient Intake? 

Patient intake is the process of gathering essential information from patients to support their medical care. This includes collecting basic details, like name, date of birth, and contact information, as well as more comprehensive data such as medical history, current symptoms, and insurance information.

This initial interaction shapes the patient’s entire healthcare experience, establishing the groundwork for a strong patient-provider relationship. A smooth, thorough intake process helps ensure that patients feel understood and valued, setting a positive tone for their care journey and supporting more effective treatment outcomes.

 

Here’s how patient intake can improve healthcare workflows, increase data accuracy, and contribute to a more streamlined experience for both patients and providers.

1) Improve Date Accuracy and Reduce Errors

When patient intake is conducted within an EHR system, patient information is entered directly into the digital record, minimizing the need for duplicate data entry. This approach significantly reduces errors that often occur when data is transferred from paper forms to digital records. With direct input, the risk of transcription mistakes decreases, ensuring that providers have accurate, up-to-date information to guide patient care.

 

2) Streamline Workflows and Reduce Administrative Time

Traditional paper-based intake is time-consuming and resource-intensive, requiring staff to collect, review, and manually enter patient information. EHR-integrated intake automates much of this process, saving administrative time and resources. Digital forms can be completed before appointments, allowing staff to focus more on patient care rather than paperwork. This streamlined workflow not only enhances office efficiency but also reduces wait times and helps keep schedules on track.

 

3) Real-Time Access to Patient Information

Digital intake within an EHR system provides healthcare providers with real-time access to important patient information as soon as it’s submitted. This immediacy is critical in fast-moving healthcare settings where providers need quick access to comprehensive patient histories to make informed decisions. Real-time data access can also facilitate better care coordination among multiple providers, as everyone involved in a patient’s care has up-to-date information at their fingertips.

 

4) Enhanced Patient Experience and Satisfaction

A digital intake process provides patients with a convenient and accessible way to submit information before their appointments, often through a patient portal or mobile app. This approach reduces the need for lengthy check-ins and allows patients to complete forms at their own pace, improving overall satisfaction. In addition, patients are less likely to feel rushed, and they have more control over their experience, which helps build a positive relationship with their healthcare provider.

 

This EHR-based intake process is more than just a convenience—it’s a valuable tool that benefits both patients and providers. As healthcare continues to move toward a more digital and patient-centered approach, EHR-based patient intake becomes an essential component for practices looking to improve operational efficiency and quality of care. Adopting digital intake solutions helps healthcare providers meet modern patient expectations, streamline workflows, and, ultimately, provide better care.

Want more information on how the Criterions Patient Intake module works? Fill out the form below and one of our experts will be in touch shortly. 

 

Case Study: Combining Mailed Bills and eBill Notices

Case Study: Combining Mailed Bills and eBill Notices

Sep 9, 2024

Transforming Billing Efficiency with BillFlash

Background

Dr. Sarah Thompson's medical practice, a bustling healthcare provider in downtown Chicago, faced significant challenges in its billing process. With over 2,200 patients of record, managing and delivering invoices was time-consuming, often leading to delayed payments and frustrated patients. Dr. Thompson knew it was time for a change and turned to BillFlash for a solution.

 

The Challenge

Before adopting BillFlash, Dr. Thompson's practice relied solely on traditional mailed bills, which they printed in-house. This approach was not only slow, but costly. The practice's billing team spent countless hours manually preparing and printing invoices, severely impacting office operations every month. Mailing delays meant payments were often overdue, impacting cash flow and creating administrative headaches.

 

The Solution

BillFlash introduced a multi-channel billing approach, combining Mailed Bills with eBill Notices sent via text and email. This innovative solution allowed Dr. Thompson's practice to streamline its billing process, ensuring patients received their invoices promptly through their preferred channels. BillFlash integrated seamlessly with its practice management software, requiring minimal staff training and causing no disruption to the practice's daily operations. Now, with just a few clicks, the billing staff can quickly review, approve, and send billing notices.

 

Implementation

The implementation process was straightforward and efficient, thanks to the comprehensive support provided by BillFlash's Onboarding Success team. They guided the practice through every step, ensuring a smooth transition. With its new multi-channel billing approach, patients began receiving eBill Notices via email and text messages in addition to the traditional mailed bills, which led to impressive results for Dr. Thompson and her staff.

 

Results

Within the first three months, the practice saw a 31% reduction in patient billing-related inquiries. The timely delivery Mailed Bills in conjunction with eBill Notices improved the payment cycle significantly, reducing the average payment time by nearly 44%. The billing team also reported a significant decrease in time spent on billing tasks, allowing them to focus more on patient care and other critical functions.

 

BillFlash: Billing Made Better

Dr. Thompson couldn't be happier with the results, stating, "BillFlash has completely transformed our billing process. I highly recommend it to any practice looking to improve their billing system."

 

Discover the benefits of a multi-channel billing approach with BillFlash— click here to learn more about BillFlash or fill out our form below!

 

Seamless Mobile EHR Access with iPhone’s Apple Health

Seamless Mobile EHR Access with iPhone’s Apple Health

May 21, 2024

Enhancing Health Outcomes and Patient Engagement with Health Records on iPhone

 

We’re happy to provide our customers the opportunity to integrate Criterions software with Health Records on iPhones, giving your patients the ability to have their health data in the palm of their hands. By leveraging the power of modern technology and secure data management standards, this feature offers numerous benefits for patients, healthcare providers, and the overall efficiency of medical practices. Check out some of those benefits below!

Benefits for Patients:

  1. Easy Access to Personal Health Information:

Health Records on iPhone allows patients to access their medical records conveniently and securely from their devices. This easy access empowers patients to take an active role in their healthcare, reviewing their medical history, lab results, medications, and more at any time.

  1. Improved Health Outcomes:

Having ready access to health information enables patients to better understand their conditions and treatment plans. This understanding can lead to more informed decisions, improved adherence to medications, and proactive management of chronic diseases, ultimately improving health outcomes.

  1. Enhanced Communication with Providers:

When patients are well-informed about their health, they can have more productive conversations with their healthcare providers. They can ask relevant questions, understand recommendations better, and follow through with medical advice more effectively.

 

Benefits for Healthcare Providers and Practices:

  1. Efficient Information Sharing:

Health Records on iPhone uses the FHIR (Fast Healthcare Interoperability Resources) standard, which facilitates seamless and standardized sharing of health information between systems. This interoperability ensures that providers have up-to-date and comprehensive patient data, leading to more accurate diagnoses and personalized treatment plans.

  1. Improved Patient Engagement:

Engaged patients are more likely to follow through with treatment plans and preventive care. Health Records on iPhone encourages this engagement by providing patients with a clear and comprehensive view of their health, fostering a collaborative approach to healthcare.

  1. Enhanced Practice Efficiency:

With Health Records on iPhone, administrative tasks related to patient information management are streamlined. This reduces the burden on healthcare staff, minimizes errors associated with manual data entry, and allows more time to be spent on direct patient care.

 

Embracing this technology represents a step forward in modern healthcare, making health management more accessible and effective for everyone involved. By providing secure, easy access to medical records, this feature enhances patient engagement, improves health outcomes, and increases the efficiency of medical practices.

 

 

 

For more information on how to set up your practice in the Apple Health Records app, you can fill out the form below or email info@criterions.com and we'll explain how!

Tips for Automating Tasks in Criterions

Tips for Automating Tasks in Criterions

Apr 23, 2024

Unlock the full potential of your medical practice with Criterions' Electronic Health Record and Practice Management software. Our suite of products are packed with tools and unique features designed to automate medical practice tasks in Criterions EHR and Practice Management Software. This advanced software promotes enhanced health outcomes, amplifying both provider and patient satisfaction.

Let's dive into our tools and tips for automating administrative tasks in Criterions:

Text appointment confirmations and reminders ensure efficient communication between the patient and the practice administrators, reducing no-shows and improving appointment adherence, ultimately enhancing overall clinic productivity and patient satisfaction.

Criterions Patient Portal allows patients’ 24-hour access to their personal health information, make payments on their own, the ability to complete consent forms before their appointment, and update their personal information with ease. Our Patient Portal empowers patients with convenient self-service capabilities, putting control of their health journey at their fingertips. Visit our Patient Portal page for more information.

Our Order Sets tool efficiently merges multiple items, making order entry a breeze. This feature allows small pairings like tests and test preps, or wider comprehensive groupings, including follow-ups, recalls, and medication instructions.

Experience the power of Clinical Decision Support (CDS), a core feature of our health information technology. This potent tool aids in improving care quality by preventing errors and adverse events, thereby increasing efficiency and reducing costs. Its purpose revolves around enhancing health outcomes and fostering provider and patient satisfaction.

Our Health Maintenance feature's primary focus is on health promotion and disease prevention rather than symptom management and illness. It encompasses comprehensive counseling, screening, and other preventative services devised to minimize sudden sickness risk and ensure optimal physical, mental, and emotional health.

Plan Macro, our Predictive Analytic tool, supports Physicians during treatment. This feature learns and tracks the Physician's most frequently used treatment plans for a particular diagnosis, presenting all treatment items as a list when the same diagnosis is added to a different patient's plan.

The Record Visit Macro tool takes note of added visits, replicating them for other patients. Similarly, our Copy Visit Forward feature empowers you to swiftly document a new examination by duplicating a patient's prior exam, reducing the need for repetitive clicks, taps, and swipes by integrating historical data into new examinations.

In capitalizing on Criterions' EHR and Practice Management software, you're not just investing in efficiency. You're paving the way for future growth, maintaining your competitive edge, and redefining the practice of medicine.

 

 

 

For more information on how to Automate Medical Practice Tasks in Criterions, login to our customer online resource center here or you can fill out the form below and we'll be in touch soon.

Book a Demo!