EMR System | What are EMR Systems?

Definition of EMR System

EMR System is an integrated set of interoperable technology components including EMR Software, Practice Management Software, ePrescription, Dashboards, telemedicine, interfaces to labs and clearinghouses, workflow tools, patient portal, etc. - all working seamlessly to help healthcare providers improve patient care, stay compliant and reduce medical costs. Medical EMR systems in healthcare replace traditional paper-based charts and manual workflows with digital files and electronic transmissions in the physician practice and offer a comprehensive view of a patient’s medical history.

EMR Systems include “all of the key administrative clinical data relevant to that person’s care under a particular provider, including demographics, progress notes, problems, medications, vital signs, past medical history, immunizations, laboratory data and radiology reports".  It is created, gathered, managed, and consulted by authorized clinicians and staff within one health care organization". 

What are the Benefits of EMR Systems?

The benefits of EMR Systems exist for both practices and their patients. There are five primary categories of benefits of EMR adoption that extend to both patients and providers, including:

• Improved patient treatment across the care continuum.
• Improved care coordination and faster access to records.
• Practice efficiencies and cost savings through decreased paperwork and elimination of workflow redundancies.
• Increase patient participation and transparency.
• Improved diagnostics and patient outcomes including more accurate prescribing and higher patient satisfaction scores.

What are the Key Functions of an EMR System?

An EMR System should support the following group of eight key functions for safety, quality, and care efficiency:

1. Physician access to patient information, such as diagnoses, allergies, lab results, and medications.

2. Access to new and past test results among providers in multiple care settings.

3. Computerized provider order entry to enhance legibility, reduce duplication, and improve the speed with which orders are executed.

4. Computerized decision-support systems to help improve compliance with best clinical practices, ensure regular screenings and other preventive practices.

5. Secure electronic communication among providers and patients to improve the continuity of care, increase the timeliness of diagnoses and treatments, and reduce the frequency of adverse events.

6. Patient access to health records, disease management tools, and health information resources.

7. Computerized administration processes, such as scheduling systems.

8. Standards-based electronic data storage and reporting for patient safety and disease surveillance efforts.

Components of an EMR System

An EMR system is more than just an EMR. It often includes the following components:

1. Infrastructure - Physical and hardware system components, for example, Workstations and Servers, Tablet PC, Laptops, Monitors, Scanners, Routers and Bridges, etc.
2. Core Software - Application software (EMR Software or EHR Software), Operating System software, utilities, and other applications like Instant Messaging, Fax Servers, Networking Software, Lab interfaces, e Prescription, etc.
3. Other Software components including:
   1. Integrated practice management software or an ability to interface with an external practice management program;
   2. Patient service tools - Triage tools, coordination care, lab results, intake forms, medication tracking and more;
   3. Patient portal - Enables patients to contact a practice with questions and refill requests, and permits the office to send reminders and messages, and allow access of information including test results;
   4. Workflow tools - To manage the practice, track communications and issue resolution status.
4. People - Personnel involved in using, maintaining or managing the EMR - this includes the clinical and administrative staff, Physicians, etc.
5. Business Processes - Guidelines, instructions, and steps involved in keeping the EMR System running smoothly. This includes patient appointment scheduling, reminders, billing, etc.
6. Data - Information captured, used, and supported by a system, including documents, document manager, images and databases.

The clinical workflows behind the software all form an interconnected universe bringing together people, processes, and technology to create a more efficient practice.

Types of EMR Systems

There are two primary types of EMR (Electronic Medical Record) systems:

1. Cloud based EMR
2. Server-based EMR

There are pros and cons to both, so it is important to understand which of these might be more suitable for your practice.

What are Cloud-based EMR Systems?

Cloud-based EMR systems are housed on a third-party server accessed through the Internet. The third-party vendor maintains all server hardware, handles security, and any software updates. They are offered on low-cost monthly subscription basis. That is one of the biggest benefits of these services; medical practices do not have to incur the hardware and maintenance expenses that come with on-premise deployments of medical systems.

What is a Server-based EMR System?

A server-based EMR system is housed on-site at your practice. While the benefit of an on-premise deployment is that you have control over the equipment -- that is also a drawback. Medical practices that deploy EMR systems in-house must have an IT expert to maintain the hardware, software and the data it stores. If equipment has a breakdown, it can add unexpected expenses to your bottom line.