Benefits and Limitations of Electronic Health Record Systems: How to Get Medical Records Fast?
Electronic health record systems have been hailed as a significant advancement in medicine that completely transformed the old way of medical record keeping. They were designed to serve two main purposes: to improve efficiency and to provide exceptional patient care.
But while electronic health record systems are widely used now, it wasn’t until 1972 that EMRs became a thing — when the Regenstreif Institute developed the world’s first EMR.¹
With that development, a new transformational era began, albeit very slowly because many health information systems remained too costly for most hospitals at the time.
Healthcare information systems not only save clinical staff valuable time but also offer an array of problem-solving tools that enhance clinical operations and increase both productivity and efficiency. As a result, patient care, health outcomes, and patient satisfaction increase.
However, EHR software — despite countless enhancements to clinical workflows — also come with limitations, especially when obtaining medical records from other facilities and communicating with outside physicians.
So how can we promote quality patient care and an efficient exchange of medical records, which is critical for adequate chart prep and planning purposes? Let’s take a look together.
Benefits of Electronic Health Record Systems
A good electronic health record system is designed to improve the life of healthcare professionals by providing a multitude of tools for problem-solving and decision-making. An ideal EHR software offers advanced options for a range of daily tasks, including documentation, labs, and procedures, as well as external communication and medical record exchange.
Selecting a reliable electronic health record system is therefor critical to ensure operational success and workflow efficiency. Below are the main benefits a good EHR software may offer staff and organizations as a whole.
(1) One-Stop Solution
Many types of healthcare information systems have changed over the years with the era of digitalization offering physicians remarkable new opportunities to enhance both productivity and their patients’ experience. EHR software has thus become a convenient one-stop destination for providers to document clinical information.
The streamlining of clinical data into one electronic health record system has simplified workflows, organized patient data, and saved valuable time by offering an all-in-one solution. One of its greatest advantages is that it does not require multiple apps or sifting through physical records spread out over various locations.
(2) Chart Notes 2.0
A good electronic health record system does more than just offer an all-in-one type of solution for your clinical data. Chart notes have attained a whole new level by becoming legible — which used to be a significant issue with physical records, and now follow an automated and straightforward structure.
They’ve also moved into the digital realm, accessed by software or cloud applications — and hence can be reviewed independently from location. This allows physicians so much more freedom by giving them the option to complete tasks from home as well.
(3) Data Security
Today’s healthcare information systems continuously evolve to keep up with the pace of time, striving to provide convenience to physicians and patients. One of these “conveniences” is data security because a robust EHR software securely stores clinical data digitally as per federal regulations and state laws.
HIPAA laws, also known as the Health Insurance Portability and Accountability Act, ensure that data is secured and healthcare organizations continue to control the access to and encrypt clinical data to protect the patients’ medical records from potential cyber thefts.² Therefore, the sense of security is different that it would be for physical records.
(4) E-Prescriptions & Lab Interfaces
In a world of instant gratification, electronic health record systems are foremost required to be fast — thus making convenience and efficiency two highly regarded variables. This also rings true for prescriptions and lab results that are expected to be sent and reviewed quickly.
Electronic prescriptions can be sent to a patient’s pharmacy with the push of a button and lab results can be loaded automatically into EHR software thanks to integrated lab interfaces.
While many electronic health records systems still fall short of exchanging medical records efficiently, they have generally moved towards enhancing the patient experience for labs and prescriptions.
(5) Reminders and Alerts
We all know how chaotic clinic life can be. One minute you’re prepping a patient for an ultrasound and the next, you’re in with a new patient listening to a long list of physical ailments — without having completed previous records, or submitted lab orders or referrals for the patient before.
Or maybe you decide you would like the labs to be rechecked at a later time point? EHR software is great at sending providers reminders and allows them to set alerts so they can stay on top of treatment plans. This ensures improved success for positive health outcomes for patients.
(6) Improved Patient Care
Electronic health record systems don’t merely provide a platform to document patient visits, but can also improve care and yield better clinical outcomes for patients. The idea behind any health information system is to alleviate the burden on providers, organize diagnoses, labs, and other relevant clinical data, and work towards higher quality care.
Among an array of other capabilities, EHR systems can alert providers if prescriptions can trigger drug interactions or if lab values are critical. Given the hectic environment providers encounter at work, it’s helpful to have an automated system to support the quality of care provided to patients.
Shortfallings of Electronic Patient Record Systems
While electronic health record systems have opened a new door and facilitated the advancement of the healthcare industry, steady growth continues to be pivotal. Many EHR systems currently available, while continuously evolving, fall short in various categories — forcing physicians and office managers to search for additional tools and apps to fill these gaps.
Unfortunately, this means that some EHR software is no longer a one-stop solution, leading physicians to explore other tools to meet their organization’s needs — potentially adding more training to the plate of busy staff or requiring third-party involvement.
Built-in limitations can require a tremendous amount of extra time and resources, which makes integrated solutions a valuable asset to bridge this unnecessary gap. Below we have compiled a list of some of the most common hiccups clinicians encounter with their EHR software.
(1) Ineffective Medical Record Exchange
We all know how tedious the exchange of medical records can be at a doctor’s office. Patients complete a medical records release form and the medical assistant begins their exhausting hunt for vital clinical data, making countless phone calls, faxing the same form over and over, and sending regular follow-up emails. This process is tedious, stretches far out, and yields only limited success.
Some EMRs aim to send records automatically to at least the patient’s primary care provider, but more times than not medical records don’t make it to their desired recipient.
Despite their best efforts, healthcare staff struggle to locate procedure and office notes, hospital discharge summaries, and lab results. In some cases, patients even present with year-long gaps in their medical histories, making it extremely challenging for providers to fully grasp their patient’s health status.
The World Economic Forum labels the sheer amount of healthcare data as almost incomprehensible, estimating that by 2020 there would have been an impressive 2.3 zettabytes of clinical data, which is the same as 2.3 trillion DVDs of healthcare data.³ But with so much data out there, an effective system for medical records exchanges becomes even more vital.
Physicians now more than ever, prefer EHR software that can address this problem. Solutions that can be integrated into their current electronic health record system are available and can function as an extension to receive outside records quickly and reliably.
(2) Data Security in a World of Increasing Cyberattacks
All healthcare information systems have been subject to increasing demands by either patients or clinicians. While data security, patient privacy, and confidentiality have always been top priorities, they have become even more important today.
Many sectors, including the healthcare industry, are seeing surges in cyber- and ransomware attacks, making it important for electronic health record systems to prepare safeguards against an increasing threat.
Alone in 2022, ransomware attacks in healthcare have almost doubled globally with the U.S. noting a daunting 128% percent increase.⁴ EHR software should, therefore, be designed with specialized attention to data security and offer safeguards that have been skillfully woven into the system fabric.
(3) Complex EHR Layout & Excessive Training Time
In addition to the dilemma with the retrieval of medical records and an everchanging cyberspace, physicians may struggle with the complexity of electronic health record systems, which, in turn, can slow down daily operations and may require countless more hours of training.
But with limited time at their fingertips, providers and other healthcare professionals prefer tools that are straightforward, efficient, and can offer reliable patient care results.
While the idea behind EHR software initially was to accelerate patient visits and clinical documentation, clinicians now sometimes find themselves taking on unnecessary tasks previously done by administrative staff, which can add to the burden weighing on providers.⁵
In addition, too many unnecessary features or overly long navigational routes can be confusing and complicate the documentation of clinical data. Training may, therefore, be time-consuming and require staff to utilize patient-facing time to compensate for it.
Why Are Medical Records So Important?
Electronic patient record systems are understanding the importance of medical records in the context of patient care. Many are, therefore, working on expanding the function of their medical records retrieval process. But what exactly is it that makes medical records so remarkably important?
For new patient consultations especially, it’s critical providers review the patient’s past medical history for chart prep purposes. Previous allergies, diagnoses, developmental abnormalities, and symptoms, all give physicians insight into the patient’s current and past health status.
This means that the provider knows what to expect and spends their time effectively with the patient. The provider may be ready to initiate treatment right away or at least present the patient with a game plan. But without medical records, they may instead waste valuable chunks of appointment time just piecing together a timeline of events.
Another concern is that many patients simply don’t speak medical lingo, confusing diagnoses and symptoms, in addition to providing an inaccurate chronological timeline of events and symptoms based on selective memory — which ultimately skews the bigger picture.
What Does that Mean for the Quality of Patient Care and Patient Satisfaction?
Complete medical records are pivotal in accelerating patient care and initiating treatment in a timely fashion. Without the necessary clinical data and background information, providers are forced to launch from-scratch investigations, that can extend out for months.
Medical records are particularly important for specialty providers who may have zero background information on a patient and require clinical data to determine a good starting point for care.
This also means that electronic patient record systems that have integrated tools or platforms to support the fast extraction of records, can jumpstart high-quality care and avoid potential delays in treatments for patients, naturally promoting patient satisfaction and yielding improved results — all by providing care exactly when and where needed.
What Does That Mean for Spending in the Healthcare Industry?
The integration of cloud-based tools into EHR software can enhance chart preparation for providers and save them and their staff precious time out of their busy schedules. By reducing the human resources needed, offices can not only save money but simultaneously invest it in growth opportunities.
With U.S. healthcare spending on an exponential upward curve that reached $4.5 trillion in 2022,⁶ cutting down avoidable expenses supports the healthcare industry as a whole by alleviating the burden on health insurance carriers and patients alike.
As a result, electronic health record systems that partner with medical record retrieval platforms can help prevent redundant labs and imaging tests that are completely unnecessary and just wind up burning a hole in patients’ pockets.
How Vivlio Health Can Bridge the Gap to Get Medical Records Fast
Because many electronic health record systems are only used as an adjunct solution in the medical record retrieval process, health organizations tend to seek other platforms to fulfill their need for outside medical records.
But EHRs themselves can partner with companies that offer solutions for chart preparation to ensure their clients don’t need to hunt for add-on tools that could fill their patient data needs.
Vivlio Health is a cloud-based platform designed by medical professionals who truly understand the pain points of the healthcare industry. We strive to enhance patient care by providing vital medical records to clinicians in a matter of seconds. Time is a valuable asset and we understand that.
Our system can help providers access and manage records from anywhere and can be integrated with any type of EHR software. By offering automated tools for chart preparation, clinicians are no longer required to sift through piles of medical records. In fact, providers can easily extract and filter the information they’re looking for.
Vivlio Health offer a web-enabled automation technology, which has already been integrated with countless major electronic health record systems, including:
- Athenahealth
- Practice Fusion
- AdvancedMD
- eClinicalWorks
- Cerner
- Allscripts
- Kareo
- DrChrono
- RXNT
The instantaneous receipt of clinical data saves healthcare professionals time and resources and, as a result, increases workplace productivity and profitability at the same time. At Vivlio Health, we aim to make the life of healthcare staff easier and in the process, hope to contribute to improving the care that patients receive.
Ready to Take the Plunge? Partner with Vivlio Health
As an electronic health record system, providing an all-in-one solution can be the most attractive feature for your potential clients, as well as the deciding factor in choosing the right EHR software. Integrating with Vivlio Health can, therefore, offer a competitive advantage that can solve a prevalent industry issue.
Integration can save your clients countless hours on the phone with other offices and eliminate the tedious process of faxing medical records back and forth.
Administrative staff will be freed up for other tasks, potentially reducing the amount of human resources needed by the organization. On the other hand, physicians will get by with less time for each patient because they can now simply detour around a previously complex process and go straight to the records they actually need.
Ready to help your clients save time and money? Let’s work together to bring exceptional care to patients and increase productivity in the healthcare industry. Book a free demo with us here and let us answer your questions. Together we can revolutionize healthcare.
References:
- Siegenthaler, Kari. “A Brief History of the EMR.” Extract Systems, 30 September 2016, https://www.extractsystems.com/a-brief-history-of-the-emr/. Accessed 10 September 2024.
- “Privacy, Security, and Electronic Health Records.” HHS.gov, https://www.hhs.gov/sites/default/files/ocr/privacy/hipaa/understanding/consumers/privacy-security-electronic-records.pdf. Accessed 12 September 2024.
- “How to harness the power of health data to improve patient outcomes.” The World Economic Forum, 5 January 2024, https://www.weforum.org/agenda/2024/01/how-to-harness-health-data-to-improve-patient-outcomes-wef24/. Accessed 15 September 2024.
- “Ransomware Attacks Surge in 2023; Attacks on Healthcare Sector Nearly Double.” Office of the Director of National Intelligence, 28 February 2024, https://www.dni.gov/files/CTIIC/documents/products/Ransomware_Attacks_Surge_in_2023.pdf. Accessed 14 September 2024.
- Mishuris, R. G., & Linder, J. A. (2013). Electronic health records and the increasing complexity of medical practice: “it never gets easier, you just go faster”. Journal of general internal medicine, 28(4), 490–492. https://doi.org/10.1007/s11606-012-2304-1
- “National Health Expenditure Data: Historical.” CMS, 10 September 2024, https://www.cms.gov/data-research/statistics-trends-and-reports/national-health-expenditure-data/historical. Accessed 15 September 2024.