Administrative tasks are often cited as a significant source of stress for healthcare providers, taking valuable time away from patient care. And despite the invent of EHRs intended to help with the administrative burden, there are countless pieces of research showing that it is making things worse. However, with proper planning and implementation, IT teams can help overcome this burden and make EHRs work for everyone involved. Let’s dive in.
Understanding the root of the problem
Before diving into potential solutions, it’s essential to understand why EHRs have become such a significant administrative burden.
First and foremost is the lack of standardization in EHR systems. Each healthcare organization has its own unique set-up, leading to inconsistencies and inefficiencies when sharing data between different systems.
When healthcare providers refer patients to specialists or coordinate care with other facilities, the inability to seamlessly transfer patient information across different systems results in redundant data entry and delays. This fragmentation of information flow hinders the efficiency of care delivery and exacerbates the administrative burden on healthcare professionals.
Another factor is the sheer volume of data that must be entered into EHRs. With multiple systems and numerous fields to fill out for each patient encounter, it’s no wonder healthcare providers feel overwhelmed.
Additionally, many EHR systems require extensive training and can be difficult to navigate, leading to frustration and delays in entering patient data.
Another factor contributing to the administrative burden is the sheer number of tasks that need to be completed within an EHR system. From data entry and documentation to billing and coding, the list is ever-growing and overwhelming for healthcare providers.
Another reason why EHRs have become such an administrative burden for nurses and clinicians is the frequent software updates and changes. These updates, while often intended to improve functionality or comply with new regulations, can introduce new complexities and require additional training. This disrupts workflows and forces healthcare professionals to constantly adapt to new interfaces and processes, which takes time away from patient care.
Furthermore, the pressure to meet regulatory and reporting requirements has added layers of administrative tasks linked to EHR usage. Healthcare providers must ensure that their documentation complies with myriad regulations, leading to additional time spent on data entry and less time available for direct patient interaction. This regulatory compliance not only increases the workload but also heightens the risk of burnout among healthcare staff.
But if EHRs are to achieve their purpose of improving healthcare and making work easier for clinicians, then there are steps that healthcare IT teams must take.
Read the eight things your clinicians need from your EHR and how your IT team can provide them.
Strategies for reducing the administrative burden of EHRs
Streamlining data entry and documentation
One of the most time-consuming tasks within an EHR system is data entry and documentation. IT teams can help streamline this process by implementing templates, auto-population features, and voice recognition software.
Templates can save providers from having to document identical information repeatedly, while auto-population ensures consistency in data entry. Voice recognition software can also be a valuable tool for hands-free documentation, allowing providers to focus on patient care while dictating notes.
Utilize customizable templates
On the subject of templates, Oracle Health EHR offers customizable templates for various clinical documentation needs. For example, you can create and use templates for forms and checklists to ensure consistency in data entry and reporting.
This flexibility not only streamlines the workflow for healthcare providers but also enhances the quality of patient care by ensuring that vital information is documented thoroughly and systematically. The ability to customize templates means that they can be tailored to specific departmental needs, making them a versatile tool in any clinical setting.
Read Why you should be designing your own workflows in your EHR.
Automation of routine tasks
Automation is one of the key benefits of Oracle Health EHR. By automating routine administrative tasks and workflows, healthcare providers can save considerable time and reduce errors.
One example is the automation of appointment reminders and confirmations to reduce no-shows and cancellations, thereby ensuring a more efficient scheduling system and improved patient satisfaction.
You can also use Oracle Health EHR’s task management features to assign, track, and manage administrative tasks efficiently. This powerful tool enables healthcare professionals to streamline their workflow, ensure timely completion of tasks, and improve overall productivity by keeping all team members informed and coordinated.
Additionally, you can streamline prescription management with automated refill requests and approvals. This helps in maintaining accurate medication records and reduces the risk of prescription errors.
Optimize workflow management
Effective workflow management can alleviate much of the administrative burden:
Use Oracle Health EHR’s task management features to assign, track, and manage administrative tasks efficiently. This powerful tool enables healthcare professionals to streamline their workflow, ensure timely completion of tasks, and improve overall productivity by keeping all team members informed and coordinated.
By leveraging these automation features, healthcare providers can focus more on delivering quality patient care and less on administrative burdens.
Automating billing and coding processes
The complexity of the healthcare payment system, coupled with the ever-changing coding requirements, has made billing and coding a significant source of stress for providers but this can be automated too through EHRs.
By setting up electronic interfaces between EHR systems and billing/coding software, providers’ data can be automatically translated into the necessary codes and claims.
Additionally, regular audits and updates to ensure compliance with new coding regulations can also greatly reduce administrative tasks related to billing and coding.
Implementing a user-friendly interface
One common complaint among healthcare providers is that EHR systems are not user-friendly. This can lead to frustration and inefficiency in completing administrative tasks.
IT teams can work on implementing a more intuitive interface, incorporating user feedback and making regular updates to improve the overall user experience. A well-designed EHR interface can significantly reduce the time spent on data entry and documentation, freeing up more time for patient care.
Collaborating with vendors
While it may seem counterintuitive, collaborating with EHR vendors can also help reduce the administrative burden of using their systems. IT teams should communicate any issues or suggestions for improvement to vendors, who can then work on updates and improvements.
Additionally, working closely with vendors can also help ensure that EHR systems remain compliant with regulatory requirements, reducing the need for manual updates and audits from healthcare providers.
Ensuring proper training and support for healthcare providers
One factor that is often overlooked when it comes to the administrative burden of EHRs is the lack of proper training and support for healthcare providers. IT teams can help alleviate this issue by providing comprehensive training on how to use the system efficiently and effectively.
Additionally, having a dedicated support team available to troubleshoot any technical issues or provide guidance can greatly reduce frustration and stress.
Collaborating with other organizations for standardization and interoperability
As mentioned earlier, the lack of standardization in EHR systems is one of the primary causes of administrative burden. As such, IT teams should collaborate with other organizations to promote standardization in data exchange protocols and documentation practices.
It may also be possible to integrate with third-party applications such as lab systems, radiology systems, and pharmacies to ensure smooth data flow and reduce manual input.
This can lead to more seamless sharing of patient information between systems, reducing the need for manual data entry and documentation.
Monitor and analyze performance
Regular performance monitoring and analysis are crucial for pinpointing areas where administrative processes can be optimized. For instance, leverage Oracle Health EHR’s reporting tools to gain insights into administrative workflows and identify bottlenecks. Additionally, implement feedback mechanisms to collect input from staff on administrative challenges and potential improvements.
Conclusion
Oracle Health EHR offers a comprehensive set of features designed to streamline administrative tasks, ultimately allowing healthcare providers to dedicate more time to patient care. By automating routine tasks, utilizing customizable templates, implementing efficient data entry practices, leveraging interoperability, optimizing workflow management, providing comprehensive training, and monitoring performance, healthcare organizations can effectively overcome the administrative burden.
Need help with this list, EHR Enhancify can start working with you today as an extension of your team to work through your Oracle Health tasks. Get in touch to find out more.