Selecting an EMR: Ready, Set…Go Compare! is a series of blogs that serves as a resource for physicians who have decided to select and implement an ambulatory electronic medical record (EMR).
Physicians who have decided to implement an electronic medical record (EMR) will create a solid foundation for success by focusing on a few key factors before selecting an EMR vendor. Case studies of EMR implementations frequently cite effective communication, collaboration and the development of shared, achievable EMR goals as key factors for success. All three key factors are facilitated by creating an internal project team. Effective communication and the development of EMR goals by the project team before evaluating EMR products will proactively identify staff concerns, energize the staff and establish a collaborative environment. This foundation of collaboration and communication will help the practice successfully get through more difficult times during the EMR implementation.
Communication is a variable that the physician leader can manage during an EMR implementation. Ensuring an environment exists where everyone feels safe to speak their minds is the essential first step. Case studies repeatedly show that poor communications within an office or a disjointed office staff are significant risks to successful EMR implementations. Even within cohesive staffs some individuals may feel threatened by the EMR implementation but not let people know about their concerns. Some may, in fact, correctly recognize that their current role and responsibilities will change or disappear when an EMR is implemented. These types of risks can be mitigated by focusing on the basic elements of effective and open communications within the practice.
Basic elements of effective communication during an EMR implementation for physicians and their practices to consider include:
- Effective listening
- Resolving conflicts through candid dialogue
- Letting the team be honest with their concerns and ideas
- Agreeing to disagree— healthy disagreements can build better decisions
- Posting updates in a shared communication area such as a break room
- Posting project plan timelines and marking progress
- Providing project updates at every staff and physician meeting
- Ongoing, frequent communications to everyone throughout the implementation process, especially on specific topics or issues when they arise
- Using other modes of communications if they "fit" the practice-- newsletters, email, even social media if you are so inclined
- Offering incentives to your staff (“what’s in it for them”)
- Make clear your commitment to a success EMR rollout (your staff will mimic your attitude to an EMR)
Each physician and practice have their own communication strengths and weaknesses. Recognition of these will allow the physician and project team to establish more effective communications during the EMR selection process. Communication is also a necessary ingredient for collaboration to develop, both of which are key factors during successful EMR implementations.
EMR Selection Guide provides an outline of additional topics on the selection process
EMR Implementation Guide provides an outline of topics on the implementation process
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