Selecting an EMR Solution

1. Research the medical software market
2. Prioritize your requirements
3. Get everyone on-board for a new system
4. Create a short list of vendors to compare
5. Talk to your vendor -- let them know what your needs are
6. See a LIVE Demonstration
7. Keep a score card
8. Compare quotes and pricing
9. Ask for a couple of references
10. Review your options of client/server based software, web-based option or subscription based

#1  To find out what EMR/EHR software options are available, surf the web, ask other providers in your area.  Don't assume that the "older" corporations offer you the best and safest option.  Research!  Then be sure to understand the software functionality.  Make sure these features and functions meet your practice needs. Look at the newer software with more robust features and advanced capabilities. Decide if you want the software at your location or as a web-based option.

#2  Identify the challenges that you want the software to solve for your practice. Write down the shortcomings of your current system and create your wish list of what you want in the next system.  Talk to staff for their input, you may be surprised, brain storming can provide you with a better idea of what you really need.  Create the "must have" and "it would be nice to have" list. Call AIM.

#3 Try to get all or most staff on-board for a new program.  Present the benefits to implementing an EMR/EHR in your practice, including how the program will make task easier. Discuss the shortcomings and challenges with the current system. No one likes to learn a new program, and no vendor should mislead you into thinking it is "easy", there is a learning curve, but a good vendor will hold your hand thru that process.

#4  Focus only on  EMR/EHR vendors with your specialty visit note templates, billing and scheduling needs. If you are a Pediatrician why would you look at an Cardiology only software? Make sure the vendors you are reviewing fit your budget and needs.

#5 Explain to the EMR/EHR vendor your needs and budget -- be upfront with the vendor, this way you are not wasting your time or the vendor's time. Share with the vendor your likes and dislikes of other software you may have evaluated. Present your list in writing via email of your practice needs, including "must have" and "would be nice to have".

#6 Request an online LIVE demonstration of the software. You may elect to request 2 separate demo's, one for medical staff and the second for billing, scheduling staff. Let the person conducting the demonstration know in advance what you are wanting to see. Provide the vendor with your list of requirements -- again this eliminates wasted time. ASK QUESTIONS during the demo, interact with the demo person.

#7 During the online product demonstrations, keep your score card. Using the score card narrow your selection down to the TOP 3 or 5. Ask your staff of their likes and dislikes. Will the Top Vendor be able to provide LOCAL training and support personnel? Do they know the insurance requirements for your area? Electronic Medical Records, visit notes are important, but if your claims are not being paid your practices looses.

#8 After choosing the Top 3 to 5 software vendors now it is time to request a formal quote. You must provide the vendor with DETAILS such as the number of providers and total users, etc. Be certain to ask for hardware/system requirements as well as new systems may be required. Ask the vendor about their online and onsite training -- how it is conducted, and is it recorded for your viewing at a later time. Ask about training documentation as well. Ask about AFTER THE SALE support.

#9 Ask the vendor for one or two references, or check their website for written testimonials.  Local vendors may provide your practice with a better support and implementation forces, but may be weak in sales. Support after the sell is the better option.

#10 Before writing the check ask the vendor about purchasing or subscription to the software. If you like the software and the organization you are working with, but the price is outside of what you have budgeted for, ask the vendor about a payment plan. Some vendors will work with the practice, or can suggest leasing companies.