The EMR was first introduced 30 over years ago. But many decades ago and even at present, paper is still the most common and comfortable form of recording. Paper based entries requires plenty of storage space and when the volume is substantial, a complicated filing system is needed. In some institutions where space is limited, storage may be at a different location. This is not cost effective and relocating them for review is time consuming.
Implementing EMR is moving away from paper based records. This also means the need to transfer all written records from thousands of paper files and converting them digitally into EMR systems.
This process is a daunting one. It should be viewed as a long awaited opportunity to organize patient data and freeing up storage space by eliminating medical filing systems.
Some practices may decide to involve their current staff and rely on their own resources. This gives their staff a valuable experience and allows them to grasp the basics of EMR. It is easier for staff to use EMR if they are directly involve in the ‘setting-up’ of the database. By relying on available resources, the cost will involve incentives, allowances and overtime pay.
The most common approach is to outsource a firm specializing in medical record conversions. As these firms rely on conversions, the likelihood of better skilled ‘converters’ is much higher.
Outsourcing will also provide consistency in the process as well as quality control. Many companies are compliant to required standards and also to provides services that include medical records scanning, manual entry into EMR systems, chart preparation (which includes removing staplers and clips), conversion of charts to digital input, organizing charts and electronic input to EMR, EMR migration and import and secure shredding, disposal and storage of paper based records.
Many EMR vendors also provide conversion services however the cost needs to to be renegotiated. This may seem like the obvious choice but it is always good to consider available options.