When considering the archival solution, it is important to identify the needs of the practice. Examples of these needs might be:
Providing copies of medical records to patients and their representatives
Providing selective extracts of a medical record
Complying with audit requests
Worker’s Compensation or other legal documentation needed years after services rendered
Important bottom line measures:
Extraction: The extraction must be complete and accurate enough to enable shutdown of the old system
Functionality: the archive must include the functionality to accomplish any remaining needs going forward
Vendor selection EMR data archive projects
EMR Data Archival is a highly specialized service.
The vendor must have deep experience and knowledge of the old application to ensure data is extracted completely and accurately.
The collaboration and ease of communications between the vendor and practice is key to the successful outcome of the project.
Often, certain kinds of important information are stored in atypical places, and the discovery process is critical to ensure it is not missed. This also means that the vendor must be able and willing to customize the archival to accommodate those needs.
Finally, the vendor needs to provide the tools and functionality so that the archive can serve the needs you have.
Other things to look for: track record, reputation, longevity and security. With security, you want to ensure that your vendor is controlling the access to your data throughout the entire process.
How partners add value
Partners can add value in the following ways:
Helping clients to understand the value of turning off an old system. Monthly fees add up fast.
Reviewing the software and hardware obsolescence policies and liability in operating past these dates
What are the record retention policies in the state and separate policies for CMS
Preparing the doctors for how the record will look in the archive system, including how the records are selected
Determining a test process between the trial and final archive runs
Training doctors and staff on utilizing the archive system
EMR data archival projects have many moving parts and show significant long term cost savings. Turning off an old EMR, for cost savings or HIPAA liability both drive savings.
Partners play an important role in these projects in setting expectations, clarifying technical issues and ensuring a usable output form for their clients.
Micro Office Systems has created a proprietary tool, Conversion Master, that brings speed, accuracy and completeness to each archive project.