It is imperative for healthcare facilities to adopt Electronic Health Record (EHR) systems at this time

02/11/2024

Information technology has simplified all kinds of communication. In service areas, such as banking, transportation, delivery service, and others, IT is increasingly being used.

Based on the experience of recent years, we can confidently say that companies utilizing information technology have a competitive advantage over others, and customers prefer to interact with them.

It is expected that in the future, as the younger generation’s role in the economy increases, there will be a greater demand for fast, technology-based services.

Naturally, information technology has also touched the issue of healthcare. Healthcare IT makes it easy for patients to interact with doctors, pharmacies, clinics, and hospitals.

The technology that clinics use to digitally manage processes is called an Electronic Health Record (EHR) system, otherwise known as an Electronic Medical Record (EMR) system. These two terms originally had different meanings, but today they are used synonymously in the West.

EHR digitizes the entire patient treatment process, both in the clinical and administrative parts. It plays a very important role in the proper functioning of hospitals and clinics. Modern medical facilities around the world are actively using EHR: without it, solving clinical processes becomes virtually impossible.

These terms are relatively new for Georgia. In this post, we will try to explain in a simple and understandable way why the use of such systems is beneficial for both the clinic and the patients.

What functionality does a typical EHR include?

We can categorize Electronic Health Records (EHR) into two functional modules: clinical and administrative.

Clinical module: This encompasses everything directly related to patient treatment. Some of its components include:

Documentation, where the doctor makes notes.
Referrals and prescriptions, where the doctor writes electronic referrals and prescribes medications.
Results reporting, where the doctor views the results of laboratory tests, etc.

In summary, this module organizes the daily work of doctors and nurses, providing them with comprehensive information about the patient’s health—a crucial component for effective treatment.

Administrative module: In response to commercial realities, healthcare, like any other business, requires tools for record-keeping. Components of the administrative module include:

Billing.
Reservation management system.
Workforce management system, etc.

These modules represent functional categories of EHR. Additionally, EHR can be segmented based on user context:

Different processes occur in outpatient clinics and hospitals, although there is some overlap. Consequently, their electronic medical records also share significant functional aspects. For instance, both require billing and clinical documentation, but often with different scopes and priorities.

EHR benefits both the healthcare facility staff directly using it (medical and administrative staff) and the patients. Let’s outline the benefits for each group separately:

What are the benefits of EHR for medical staff?

Elimination of Handwriting Issues: With EHR, the need for handwritten records has diminished. This eradicates inaccuracies in doctors’ and nurses’ work processes, ensures legible documentation, and saves valuable time.
Efficient Questionnaire Management: EHR systems prevent the loss of questionnaires, eliminating the time spent searching for them. Opening new questionnaires is unnecessary, leading to a more efficient treatment process.
Unified Information Across the Network: A network of medical institutions benefits from consistent information. If a patient undergoes tests in one clinic within the network and is registered with a doctor in another clinic, staff in both clinics have access to the relevant information.
Avoidance of Redundant Treatments: EHR prevents unnecessary treatments by providing comprehensive information. Doctors can avoid redundant procedures as they have access to the results of treatments administered by other healthcare professionals.
Observation of Treatment Dynamics: In EHR, doctors can monitor the progression of a patient’s treatment. This includes verifying whether a patient has undergone recommended tests, offering a valuable tool for ensuring treatment compliance.
Elimination of Treatment “Black Holes”: EHR closes information gaps in the treatment process. Doctors can ascertain whether prescribed medications were administered to inpatients and whether samples were sent for analysis. This information is crucial for effective and informed treatment.
Legal Protection for Medical Staff: In legal cases, EHR provides a safeguard for medical staff. Each service is documented, providing a corresponding record. In case of disputes, doctors and nurses can rely on these documents to substantiate the truth.

What are the benefits of EHR for administrative staff:

Resolution of Medication Accounting Challenges: EHR systems contribute to the efficient tracking and management of medication usage, ensuring accurate records and reducing errors in the accounting of medications.
Systematic Registration: The implementation of EHR promotes systematic registration of patient data, appointments, and medical procedures, streamlining the administrative processes and enhancing overall organizational efficiency.
Organized Financial Recordkeeping: EHR facilitates the organized accounting of income and expenses within healthcare facilities, providing a transparent and easily accessible financial record for effective financial management.
Accurate Staff Salary Calculation and Registration: EHR systems enable precise calculation and registration of staff salaries, automating payroll processes and ensuring accuracy in financial transactions related to employee compensation.
Financial Loss Mitigation: By improving accuracy and efficiency in various operational aspects, EHR contributes to the reduction of financial losses within healthcare organizations.
Enhanced Patient Services Through Process Speed: The speed and efficiency gained through EHR implementation allow healthcare providers to offer more services to patients, enhancing overall patient care and satisfaction.
Facilitated Compliance with State Regulations: EHR systems streamline the process of adhering to state regulations, ensuring that healthcare facilities can easily comply with legal requirements and standards.
Reduction in Office Expenses: The implementation of EHR leads to a decrease in office expenses, as it minimizes the need for paper-based documentation, manual record-keeping, and other traditional administrative processes. This contributes to cost savings and resource optimization.

რა სარგებლობა მოაქვს EHR-ს პაციენტებისთვის

Streamlined Recording Process with Doctors: EHR simplifies the recording process for administrative staff working alongside doctors, ensuring a seamless and efficient collaboration in maintaining patient records.
Unified Electronic Cards: Electronic cards provide a unified platform where comprehensive patient information is accessible to doctors. This minimizes errors arising from incomplete information, such as avoiding unnecessary repetition of laboratory tests.
Preservation of Patient Histories: EHR ensures that patient histories are securely stored and easily retrievable. This preservation of information fosters trust in medical institutions, as patients can be confident that their complete medical records are maintained.
Time Efficiency in Patient Interactions: Administrative staff spend less time on tasks like collecting research results and explaining patient histories. With EHR, relevant information is readily available, streamlining interactions and improving the overall efficiency of administrative processes.
Prevention of Data Loss: The implementation of EHR prevents the loss of patient stories and crucial information. This not only enhances the trust of patients in the medical institution but also ensures a comprehensive understanding of each patient’s medical journey.
Enhanced Patient Protection: EHR minimizes potential errors, contributing to increased patient safety. In legal disputes, the detailed and accurate documentation within EHR serves as a valuable tool for proving the severity of situations and protecting both the patient and the medical institution.

What problems will EHR solve in Georgia?

Your observations highlight significant challenges faced by clinics and hospitals in Georgia. The implementation of Electronic Health Records (EHR) indeed offers solutions to many of these issues, providing a foundation for improved efficiency, accuracy, and patient care. Here’s a brief overview of how EHR can address the mentioned problems:

Receivables and Fund Management: EHR systems can streamline the accounting process, making it easier to track receivables and manage funds from payers. Automated billing and financial modules help in accurate and timely financial transactions.
Expense and Income Accounting: EHR assists in precise accounting of expenses and incomes related to patient care. This transparency contributes to better financial management within medical institutions.
Salary Calculation Accuracy: With integrated payroll modules, EHR helps in the accurate calculation and distribution of staff salaries, reducing errors and ensuring fair compensation.
Material Cost Accounting and Inventory Management: EHR systems provide tools for efficient material cost accounting and inventory management, helping clinics and hospitals maintain optimal stock levels and reduce wastage.
Streamlined Patient Registration: EHR streamlines the patient registration process, making it organized and faster, thereby improving the overall patient experience.
Clinical Error Reduction: EHR includes decision support tools that can help reduce clinical errors by providing alerts, reminders, and evidence-based guidelines to healthcare providers during patient care processes.
Time Efficiency for Doctors: EHR eliminates the need for extensive paperwork, allowing doctors to spend more time on patient care rather than manual documentation. Automated data entry and access to patient records contribute to streamlined workflows.
Dynamic Patient Treatment Monitoring: EHR enables doctors to monitor the patient’s treatment dynamically, facilitating better care coordination and informed decision-making.
Reduced Printing Costs: The shift to electronic documentation significantly reduces expenses associated with the production of printed documents, including paper, ink, and maintenance of printers.
Improved Medical Documentation: EHR eliminates issues related to paper documentation, such as damaged documents and unclear handwriting. Digital records are more secure, legible, and easily accessible, reducing the risk of errors.By addressing these challenges, EHR not only enhances the operational efficiency of medical institutions but also contributes to a positive patient experience. Modern and well-organized clinics leveraging EHR are likely to attract more clients, recognizing the importance of technology in delivering high-quality healthcare services.

However, this is not all. There are several other benefits that EHR implementation can bring to clinics and hospitals:

Time Efficiency: EHR systems save significant time for healthcare providers. Doctors can spend 10-20 hours per week more efficiently, focusing on patient care rather than dealing with manual paperwork. This results in increased productivity and improved patient outcomes.

Environmental Impact: The electronic production of documentation through EHR reduces the reliance on paper, contributing to environmental conservation. This aligns with sustainability goals and helps minimize the environmental footprint of healthcare practices.

Enhanced Security: Electronic documents stored in EHR systems benefit from robust security measures. They are protected from theft, loss due to human errors, and potential damage caused by natural disasters. This ensures the confidentiality and integrity of patient information.

Efficient Document Retrieval: EHR systems provide quick and easy access to specific documents. Healthcare providers no longer need to sift through piles of paperwork, making the retrieval of relevant information more efficient. This improves the speed and accuracy of decision-making.

These additional advantages underscore the comprehensive impact of EHR implementation on healthcare operations, encompassing not only administrative and financial aspects but also significantly improving the workflow for healthcare providers and contributing to a more sustainable and secure healthcare environment.