5 Ways To Manage Your Virtual Health Records


As an increasing number of practices begin to realize the full benefits of digital records systems, most offices have switched from physical to digital records. Digital records offer a number of benefits to any practice. Doctors can spend far less time inputting information into charts, and can experience a much smoother dialogue between themselves and other physicians treating a patient. Digital records also help reduce instances of error and can help doctors review labs quickly and easily. With digital records systems, however, comes a slightly different set of needs when it comes to records management. Here are five highly useful tips on how to manage digital health records.

1. Enlist the help of a medical billing company.

A medical billing company is an indispensable aid to any practice. Medical billing is a full time job in and of itself, and the reality is that your office staff will have much more bandwidth to service the needs of patients in office if they are not also taken to task with completing the extra job of overseeing accounts receivable and communication with insurance companies, just to name a few. As you transition to digital records, allow a billing company to oversee access of records to insurance companies and to field any questions insurance carriers may have about coding issues.

2. Designate Proper User Access.

One of the main benefits to electronic records keeping is that all of the relevant people involved in a patient’s case can simultaneously view records. While this certainly helps make record reviewing and inter-physician dialogue much more efficient, it is important to keep patient privacy in mind when constructing login settings for your digital records system.

Make sure that all user logins have a fairly strict system of password assignment. Passwords should be changed regularly and should contain characters that are both letters and numbers. Additionally, different staff should be granted different levels of security. Physicians, for example, need more access to records than administration staff does. Set up multiple tiers of security so that each user has only the access they need.

3. Run system analytics on a regular basis.

Help prevent bugs and potential security breaches by running analytics and reporting any glitches in the system to the programming department. Stay up to date on all updates, and make sure to check for any holes in coding at regular intervals. Also make sure that your current operating system adequately supports the most up to date version of your software.

4. Double Check That All Data Is Correctly Inputted

Digital records systems are frequently seen as more secure and accurate that manual systems because of the reduced level of error that should occur when data is inputted digitally. This does not mean, however, that there is no chance for error when it comes to digital record keeping. Take plenty of time entering data, and double check all fields before hitting submit. Make it a habit of thoroughly reviewing charts and checking for mistakes and typos.

5. Ask Your IT Expert or Software Representative When You Have a Question

Remember that the key to effective implementation is always staying informed. Call the software manufacturer when you have questions, and make sure you communicate any questions or concerns to your office’s technological support. Encourage all staff to make a note of any issues that crop up with any aspect of your record keeping software.

With the right maintenance, electronic records keeping can help make your office and your practice even more effective than it already was. You and your colleagues can look forward to a future in records keeping that will continue to be more streamlined.