Diagnostic laboratories, often independent diagnostic laboratories, are essential to a medical care team. They provide the data that physicians and care staff need to deliver proper patient care. How they get that information to the doctor depends on their medical records system.
While there is an unprecedented technology transition occurring in labs and medical facilities nationwide, some labs are still using outdated medical records systems. In most cases, the labs that haven’t already made the switch are looking to do so. Implementing electronic medical records and electronic document management systems is better for both the lab and the medical team for a variety of reasons that ultimately lead to better patient care.
Challenges Independent Diagnostic Labs Face
Independent and diagnostic laboratories often face unique challenges that can diminish profits resulting from operational inefficiencies. With smaller budgets than their corporate counterparts, they frequently have fewer staff members to manage various operational tasks, which means short tasks take longer, are interrupted, and are not always completed in a timely fashion. Additionally, because the staff manually enters data, it is an inefficient process that is subject to inaccuracies and human error. Diagnostic labs need to overcome these challenges to promote the sustainability of their business model — the good news is that EMR/electronic document management systems can help resolve those issues.
What are EMR and EDMS Systems?
Understanding EMR/electronic document management systems is essential to understanding how these tools can help diagnostic labs.
Electronic Medical Records (EMR)
Electronic Medical Records are essentially self-explanatory—they are a digital version of an individual’s medical records. Whereas healthcare facilities in the past would use paper charts and hand-write notes, this electronic version is stored either in an on-premise software system or in a secure cloud-based system.
Electronic medical records contain everything about a patient, including a detailed medical history, visit summaries, prescriptions, known conditions, treatment plans, allergies, immunization records, and test and imaging results. These are often part of broader IT programs that can work within a secure network so that records can be shared securely but easily.
Electronic Document Management System (EDMS)
While an electronic medical record is specific to an individual patient, EDMS refers to the entire system that can store an EMR. This system can manage, store, and track documents, images, forms, and records, providing easy access to providers, office managers, lab techs, scientists, and other staff who have the clearance to access the data. This system is all-encompassing and offers secure storage for both types of records while strictly adhering to all compliance laws and regulations.
Key Features of EMR and EDMS Systems
Like any software, electronic medical records and electronic document management systems have key differentiating features that set them apart from other systems.
Automation of Documentation
EMR and EDMS systems automate documentation, making maintaining a patient’s health record easier, faster, and more practical. For labs, this could be automatically adding the test results to a patient’s file or uploading a form they completed. EDMS systems make it so documentation can be processed, filed, and easily retrieved when needed.
Real-time Data Sharing
Imagine a patient is in the hospital, and the provider needs to access the results of the patient’s labs to make decisions about their treatment. Real-time updates can enhance patient care when implemented within a medical group or a shared EDMS system with the same authorizations and security. Real-time sharing also allows for easier, faster, and better collaboration among healthcare providers, laboratory scientists, and technicians.
Security and Compliance
Data security is non-negotiable, especially in the current climate, where data security threats against healthcare facilities are rampant, with data breaches occurring when data is left vulnerable. When looking for an EDMS system, it is imperative to choose one that offers the best in data security, with user authentication controls, data encryption, data backup and more. Additionally, it should be fully compliant with HIPAA, GDPR, FDA compliance for electronic records, and more. These features are necessary components of a functional EDMS or EMR system in any lab, empowering staff to transfer data without worry.
User-Friendly Interfaces
Because EDMS and EMR systems aim to offer faster, more efficient records and document operations, they typically provide user-friendly solutions that allow labs to upload, transfer, and handle records more efficiently. Once trained, it is easier and more efficient
Benefits of EMR and EDMS
Modern electronic medical records and electronic document management systems offer labs and their healthcare partners several benefits, including cost, efficiency, accuracy, and better patient care.
Cost
The cost of the staff that would be needed to upload documents, complete data entry tasks, bill and code, enter lab test data, and more alone is a clear indicator of the cost savings that an EMR/electronic document management system can provide. However, additional cost savings can be found in overhead, operational costs, and more. Ultimately, these electronic systems will give the labs significant cost savings over the alternative.
Efficiency
There is no question that EMR/EDMS systems are faster, more accurate, and ultimately more efficient. The job gets done correctly the first time without needing additional staff. For those independent, diagnostic labs that run a lean operation, efficiency is necessary for operational success and overall profitability.
Accuracy
Because the data is automatically updated by machine, there is less room for human error, which can negatively impact its accuracy. In lab settings, where every decimal point and data point makes a huge impact on patient care, accuracy is critical.
Better Patient Care
All of these features combine to offer patients better care. They’re getting the right results faster, safely, and with the added benefit of being able to share that information with their care team. Especially in critical cases where time can mean life or death, having a better system makes the difference that counts.
Need Help Integrating an EMR or EDMS System?
Choosing the right electronic medical records software or electronic document management system can be overwhelming, especially if tech isn’t your thing or you’re too busy with your lab’s general operations. That’s where Credence Global Solutions comes in — our team is experienced, dedicated, and ready to guide your diagnostic lab to reach its full potential. Contact us today to learn how we can help!
