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A Look at Today’s Electronic Health Records by Kathy Zwieg, LDA, CDA

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A number of years ago, I had my first opportunity to work with computerized practice-management software. I was immediately struck by the numerous possibilities that existed to integrate this amazing technology into all aspects of the dental practice, to benefit the doctor, team and patients. I was hooked and have never looked back.

Today's electronic health or dental record (EHR) is not just a piece of software—used for appointment scheduling, patient billing and insurance processing—that lives in the front office computer. It should have a presence in every area of the practice and be utilized for every patient by clinical and non-clinical team members alike. Thus, it is important for dental practices to fully understand what today's EHR is all about, and how it can benefit your practice.

While most dental offices utilize computerized dental software for some functions, the vast majority have not implemented a certified electronic healthcare record completely into their practice. Additionally, most dental practices are not currently required to utilize certified EHRs, but it is to their distinct advantage to do so.

Definition
The Office of the National Coordinator for Health Information Technology (ONC) Health IT Certification Program helps to ensure that health information technology conforms to the standards and certification criteria adopted by the Secretary for the U.S. Department of Health and Human Services.

A certified dental EHR provides assurance to dentists and team members that a system meets high-level technology capability, functionality, and security requirements. It also gives providers and patients confidence that the information technology and systems in use in the practice are secure and can work with other systems to share information.1 Several affordable, certified dental EHRs are available for purchase and installation in the dental practice. To determine if its current EHR is certified, or to find a system that is, a practice can access the ONC at www.healthit.gov.

Security
Many people believe that EHR systems bring with them significant security risks. HIPAA regulations have very strict standards for electronic records protection, beyond what is possible with paper documents.

Strict log-in requirements monitor when a user attempts and gains access, and tracks where he or she navigates within the system. All trails are documented and data is available so a practice can verify that dental records are being viewed only by authorized personnel.

Sophisticated backup systems meet the requirements safely and securely. If ever needed, newer technology can restore data quickly and provides protection from natural disasters that might destroy physical records.

Improved efficiency
Certified EHRs, such as Eaglesoft Clinician from Patterson Dental, create a variety of efficiencies. The ability to access a cross-section of information on one screen—daily schedules, patient registration and insurance claims—can be both a time-saver and effective patient communication tool. Creating treatment plans and presentations in a few keystrokes can mean same-appointment communication and increased patient acceptance. All of this information is easily accessed in one system.

I have worked with practices that had various technologies—intraoral camera, caries detection system, 3D imaging, patient education—scattered throughout the office because their systems could not accommodate all of the information in one place. Once the practice integrated or upgraded to a current EHR, practice growth occurred, appointment times decreased, and staff turnover decreased.

Certified EHRs also enable dental practices to exchange information (interoperability) with other dental practices, pharmacies and health-care providers. The ability to obtain or provide pertinent patient information not only creates efficiency, but more important, may provide information critical to the patient's overall health.

Switching from paper charts to an EHR will also ultimately help eliminate time spent pulling and filing documents. Because patient information lives digitally in an EHR, the staff is able to locate needed information easily and quickly.

EHRs also create efficiencies for the patient, who can easily add and update information in the online system where the information is securely stored. Patients will no longer need to fill out lengthy paper documents.

The future
Many of today's dental, hygiene and assisting schools teach—or are converting to teaching—electronic health records as the means for documentation. As a result, increasing numbers of new dental professionals enter their careers understanding how to manage their offices only with an EHR system. Practices without an EHR will be compromised in obtaining new associates and staff if their dental software is not current or being utilized appropriately.

Patients who have grown accustomed to EHRs at their doctors' offices and labs also expect these systems at their dentist. It is well documented that patients research and make decisions regarding their health care and providers online, and this includes finding and choosing a dentist.

If your practice is looking to make the transition, ensure that the whole team is represented in the conversation, decision-making and implementation process. Begin with the end in mind and remember that the team is the key to a successful upgrade or new installation. Have realistic expectations and understand that taking the time upfront to do careful research will help in the long run. I recommend creating an outline and identifying where changes will need to be made, and where they will happen naturally in the process of implementation.

EHRs are an important and necessary component of today's dental practice. Although adopting certified EHR integration is a big step, it is one I'd encourage all dental practices to consider. While utilizing an EHR can help your practice in numerous ways, it can also empower you to use your practice-management system to its fullest ability. And that will benefit you, your staff, and your patients.

References
  1. ONC Health IT Certification Program. (n.d.). Retrieved August 6, 2015, from HealthIT.gov: http://www.healthit.gov/policy-researchers-implementers/about-onc-health-it-certification-program


Kathy Zwieg, LDA, CDA, is principal and founder of KZ Consultants. She enjoys speaking and collaborating with dental practices and educational organizations regarding implementation of electronic health-care records. Zwieg is a contributing author and reviewer for several clinical and practice-management textbooks and publications. Zwieg is a board member of the Minnesota e-Health Advisory Committee, where she also serves on the e-Health Workforce Workgroup. She is a past board chair of Oral Health America and past president of the American Dental Assistants Association.


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