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Plan For Transitioning From Paper Records To Ehrs: Step 1: Assessment

This document outlines the key steps in developing a plan to transition from paper medical records to electronic health records (EHRs). The 6 steps are: 1) Assessment - evaluating needs and goals, 2) Planning - developing a timeline and strategy, 3) Goal-setting - establishing a schedule, 4) Data conversion - methods to input paper records, 5) Ensuring data integrity, and 6) Destroying converted paper records. Regional extension centers can provide support for providers during chart migration. Proper planning is necessary to reduce risks and ensure a smooth transition.

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99 views5 pages

Plan For Transitioning From Paper Records To Ehrs: Step 1: Assessment

This document outlines the key steps in developing a plan to transition from paper medical records to electronic health records (EHRs). The 6 steps are: 1) Assessment - evaluating needs and goals, 2) Planning - developing a timeline and strategy, 3) Goal-setting - establishing a schedule, 4) Data conversion - methods to input paper records, 5) Ensuring data integrity, and 6) Destroying converted paper records. Regional extension centers can provide support for providers during chart migration. Proper planning is necessary to reduce risks and ensure a smooth transition.

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You are on page 1/ 5

Andrea Hackathorn

February 21, 2017

Module 6 Assignment 2

Plan for Transitioning from Paper Records to EHRs

Transitioning from paper records to electronic health records (EHRs) is also

known as chart migration. Chart migration is critical in that it reduces the risk of lost

productivity and patient safety issues that can arise from missing data once the

electronic system is being used. The first step in making the switch is developing a

plan that can be used to transfer (migrate) patient data from the paper records to

the new EHR system. Chart migration should be done before the new electronic

system goes live. This can often be done with the help of the vendor that an

organization choses.

There are several key factors that should be considering when transferring.

These include: assessment, planning, goal-setting, scanning specifics (or other

methods of data conversion), and process. In this document, an outline will be

provided on how to smoothly transition. Should you have any trouble, your local

Regional Extension Center (REC) can help you manage and plan for the chart

migration process. These centers are location all around the country, and in every

region. RECs exist to help health care providers chose and implement EHRs in an

effective and meaningful way. Some local RECs can provide free or reduced-price

local support to those whom are eligible (What is Chart Migration? How Do I Plan

for Chart Migration?, 2013).

Step 1: Assessment
Dinh et al. (2010) has suggested that providers should ask themselves a list

of certain questions when transitioning. There are no one-size-fits-all answers so

these are very important for the provider to evaluate. However, the answers will be

driven by two factors. These factors are the types of medical specialties and users

in the practice and the information management resources available to the practice.

Dinh et al. (2010) asks the following:

Which historical patient information should be available for patient visits

during and after the transition?


What are the best methods of converting this information to the EHR?
What is the best way to ensure that the converted data and information is

of sufficient quality?
How long should the paper record be available after the conversion?
How long do paper records need to be kept after the transition to the

EHR?
What is the role of printing and should it be allowed during the transition?

Step 2: Planning

The needs of the practice will dictate what information needs to be included

in the transfer. For example, primary care and certain medical specialties need more

historical information. A plan will need to be formed to decide how to handle this

data. A provider must decide when to convert the data: transfer all data now or only

when a patient schedules a new appointment or service.

Dinh et al. (2010) also states that a plan must developed in how to handle

paper records during and after the transition. This plan should include printing

permission and restrictions. A plan should also be devised as to how long records

are to be kept and how old of records will be included in the transfer. Part of this will
be decided once the providers sets goals. They must decide if they are looking for a

quick roll out or if they will implement in stages.

Step 3: Goal-Setting

It is important to set a schedule by which the transition is to be completed.

Having a goal will likely help keep the transition process rolling along efficiently.

There is no set date by which providers must have this done, but the longer they

take, the more risk they assume. A provider must decide if they are going to roll out

with their new system all at once (in a big bang) or if they will implement in stages.

Effective training of staff will be a key element in keeping on schedule.

Step 4: Data Conversion

There are several methods of data conversion. Data entry and scanning are

the most likely to be used. A provider must consider cost and patient safety in

whatever method they use to convert their data. They also must consider the

requirements of the meaningful incentive program. The amount of data needs to be

converted and the time in which it is to be converted will also need to be

considered.

Examples of data conversion resources are manual data abstraction from

paper records,

computer data interfaces between existing systems such as practice management

software, and

document imaging of paper records.

Step 5: Ensuring Data Integrity in the Processes


Data validity and integrity are vital processes in migrating data from the

paper method to the electronic. It is important the data included in the transfer is

protected and will serve to improve the quality of patient care and safety in an

efficient and accessible way. Data quality programs help maintain data integrity and

can include audits and training.

Step 6: Destruction of Converted Paper-based Records

Another important step in data migration is the destruction of all paper

records that were converted. This is the last and final step in the transfer process.

Plans should be implemented to destroy this data in a legal and timely manner from

the conversion (Dinh et al., 2010).

References:

Dinh, A., Kennedy, M., Perkins, S., Peterson, L., Warner, D., & Washington, L. (2010).

Migrating from

Paper to EHRs in Physician Practices. Journal of AHIMA, 81(11), 60-64.

Retrieved February 21, 2017, from http://library.ahima.org/doc?

oid=103171#.WKxB3TsrKE1

What Is Chart Migration? How Do I Plan for Chart Migration. (2015, January 15).

Retrieved February 21,

2017, from https://www.healthit.gov/providers-professionals/faqs/what-chart-

migration-how-do-i-plan-chart-migration

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