21 Questions for an EMR Vendor

Their answers can help you in selecting a system.

JERRY HELZNER, SENIOR EDITOR

Most ophthalmology practices have been dragging their feet in regard to implementation of electronic medical records (EMR), with retinal practices a notable laggard in this regard.

There are 2 good reasons why retinal practices have been reluctant to make the transition. First, retina-only practices tend to be smaller than general ophthalmology practices, thus they are unable to achieve the overall economies of scale that larger practices can obtain though staff-related efficiencies. Second, retina practices have specific needs for sophisticated drawing, imaging, and referral letter programs that the major EMR vendors have only recently begun to address. The good news is that some EMR vendors that focus on ophthalmology-specific systems are now offering excellent programs designed especially for retina practices.

Now that Congress has mandated EMR implementation for medical practices — with bonuses for adoption beginning in 2011 and penalties for noncompliance starting in 2014 — retina practices that have not begun planning for EMR implementation would be wise to begin to do so.

WHERE TO START

Every ophthalmology practice that has implemented EMR will attest to the fact that this practice-transforming change requires the enthusiastic buy-in of all staff members. This process should begin as soon as planning starts.

One good first step for a potential EMR purchaser is to gather key staff members together several weeks before a major ophthalmic meeting where EMR vendors will exhibit and hold a brainstorming session regarding the EMR requirements of the practice. What does the practice want in an electronic records system? Will the existing practice management system need to be replaced? What diagnostic equipment needs to interface with the EMR system. How will physician and staff training be conducted? What kind of implementation costs can the practice expect? What has been the experience of other retina practices that have implemented EMR?

If many questions remain unanswered, it is probably a good idea to consider bringing in an independent outside consultant to help in choosing a vendor and with the implementation process. Practices that have implemented EMR say that going this route is usually money well spent.

QUESTIONING THE VENDORS

Because many of the well-recognized EMR vendors attend the major ophthalmic meetings, these meetings are the place to question vendors and determine which of them might be a good fit with your practice.

The more physicians and staff members who can participate in interviewing vendors, the better chance that the practice will have in obtaining overall buy-in for EMR implementation. Your independent consultant (if you have chosen one) should also be a part of the vendor selection process, whether in person or in evaluating the information that the practice obtains from the vendor interviews.

The adjacent page provides 21 key questions that independent consultants recommend asking to any vendor that you interview. Independent consultants say that any EMR vendor must be able to answer these questions in a way that satisfies the practice.

Clearly, you will have many additional questions specific to your practice, but if a vendor can answer these 21 questions to your satisfaction, that company is probably worthy of further consideration. RP