Recently, when discussing electronic medical records with a colleague, I was asked about the details of customization of different electronic medical records systems. Some of the systems available today highlight ease of use, or perhaps that the use of templates is not required. This more modular approach could be sufficient within some special medical practices, but overall this solution seeks simplicity at the expense of overall ability of the system. Sure, it would be great to have patient records in electronic format, but it may not be any easier to derive valuable meaning from the information, or use it practically in daily operations.
The field of ophthalmology requires a robust EMR system able to document both SOAP-notes and high resolution drawings and images. Several years ago we talked with an IT firm developing an ophthalmology EMR system; our practice ended up working with this group in developing a beta test site, thinking that if the system would work in ophthalmology, it could also function well within other specialties. Unfortunately, the system wasn’t quite ready for prime-time then, and as a result we became immersed in growing amounts of basic programming work.
Unfortunately, our previous EPM vendor didn’t have another appropriate product available for use in the field of ophthalmology, although they were a strong competitor in the overall EPM market.
When customizing, the consequence to consider is the need to apply more time and effort to enact system modifications. Many systems are ready for basic set-up out of the box; however, the true potential of these systems resides in their ability to modify overall operations to the individual needs of the physicians and the medical practice. To move the basic EMR system into an enhanced work flow tool at the practice, some modifications are definitely necessary. The best way to do this, we have found, is through the use of mind-mapping software.
Mind-mapping software allows members of a group to ‘think out loud’ in the visual sense. Participants can actually see the workflow diagram details, from the entering of patient info, to the selection of an open examination room, to billing and check-out. By examining the overall flow of the examination process, we have been able to modify the electronic medical records to better fulfill our needs. This process has helped up find places where workflow can be improved, streamlining the process and creating a more efficient system at the practice.
In using mind-mapping software, our practice was able to achieve better organization when creating custom features and functions for our system. By maintaining a clear vision and working out direction before setting out into production work, the entire process became more steamlined for the overall benefit of the practice.
No single ‘out of the box’ system is the right one for your practice. Instead, consider careful and thoughtful adaptation to create the electronic medical system that suits you best.
Posted in 
Tags: