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June 2017

EHR implementation process example

Best Practices: EHR Implementation Process

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You are investing significant time, money, and resources to ensure the success of your behavioral health EHR implementation. Failure is not an option.

The following best practices will help you plan and manage your electronic health records (EHR) implementation process to ensure its success:

Set goals

Before you purchase an EHR, set clear, achievable goals for after your new EHR solution goes live. Goals for your new system may include:

✓       Universal usage of the new EHR system.

✓       Improving clinical document management.

✓       Providing better access to data across the entire organization.

✓       Improving workflows from client-intake to claims submission and payment.

✓       Improving revenue cycle, clinical, and productivity metrics.

Once you have goals in place, create benchmarks for each one.

Prepare your plan

Create a thorough implementation roadmap beginning with a workflow analysis. Take the time to document each step in your workflows and analyze for improvements.

Determine the training necessary for every user. Training plans may vary by user access, so it is important to conduct a thorough review and align training to job function.

When migrating data from an existing system to the new  EHR solution, make sure to backup all data first. A contingency plan will help you think through how to adapt if problems occur during migration.

Manage change

Change is easier when you have a great implementation team comprising clinicians and staff at all levels to champion your new EHR solution and engage others in the process.

Part of managing change is providing clear, transparent communication about each phase of the implementation. Ready your organization and ensure all parties are on the same page of what the objectives are. Give clinicians, staff, and others enough information to form a visual picture of what is changing, why the change is necessary, and the steps necessary to make it happen.

Your implementation team must also manage the vendor/agency relationship. Make sure individuals feel their concerns and ideas are heard, and the EHR vendor responds in a clear and concise manner.

Finally, change means a cultural shift in your agency. Pay particular attention to staff and clinician’s reactions to make sure they’re engaged and on board with your new culture of change.

During implementation

Take this opportunity to analyze your workflows against the EHR’s functionality and make any changes necessary to optimize the use of your new system. Matching your workflows to your new EHR will help mitigate any setbacks once you go live.

After your go-live date

Once your new EHR solution goes live, monitor how employees are using the system. Assign a point person willing to coordinate requests/changes between users and the vendor.

Conclusion

Best practices are time-tested strategies on which you can rely. The best practices included above will point you in the right direction to achieve a successful EHR implementation.

If you’d like more information, Remarkable Health has a comprehensive guide titled Behavioral Health EHR Implementation Roadmap (link) that offers sound advice for a successful EHR implementation.

Download your free copy today.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EHR solution offering practice management best practices through operational functionality and reporting.

Our implementation program puts your agency in control. With a CT|One implementation you get:

  • ✓ A formal project plan for each program we set up and establish.
  • ✓ Timelines and expectations.
  • ✓ A project manager and project team dedicated to your implementation.
  • ✓ Onsite and remote training capabilities.
  • ✓ System setup and configuration.
  • ✓ Walk-throughs and documentation to help train in real-time and as you onboard new users.

Request a demo today to discover the power of an EHR solution designed specifically for behavioral health agencies.

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Medication Compliance in Mental Health

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The HIPAA Privacy Rule ensures clients’ privacy rights and protections regarding their health information. Nevertheless, the Privacy Rule recognizes when health information may need to be shared to make sure clients receive the best treatment and to ensure the health and safety of the client or others.

Sharing information related to mental health

HIPAA permits mental healthcare providers to share protected behavioral health information in the following instances.

  • Communicate with a client’s family members, friends, or other responsible parties directly involved in the client’s care. You should get the client’s written consent first, if possible.
  • Communicate with family when the client is a dependent adult or a minor.
  • Consider the client’s capacity to agree or object to sharing information. Per HIPAA, this could include when a client is “unconscious, experiencing temporary psychosis, or is intoxicated and cannot agree or object.”
  • Involve family members, friends, or other responsible parties when clients fail to adhere to medication.
  • Listen to family members about clients receiving mental health treatment.
  • Communicate with family members, law enforcement, or others if the client poses a “serious and imminent threat of harm to self or others.”
  • Communicate with law enforcement about the release of a client brought in for an emergency psychiatric hold.

Restrictions

HIPAA Privacy Rule allows disclosure of mental health information for treatment in the above situations and other purposes with appropriate protections.

  • Disclose only the minimal amount of information necessary for the intended purpose.
  • Psychotherapy notes get heightened protection by the Privacy Rule, which restricts them from release.
  • There may be federal regulations governing alcohol and drug abuse confidentiality, and state laws may offer more stringent protections.

Conclusion

If you’re faced with a medication compliance situation with a client, you may communicate with family members or other responsible parties about the compliance issues. This can help you guide your client towards medication compliance and a better outcome for treatment.

On the other hand, only divulge the minimum amount of information required. Be cognizant of both the Privacy Rule and the restrictions on protected mental health information.

The Remarkable Health difference

Remarkable Health’s flagship platform, CT|One, offers a fully integrated behavioral health EHR platform that offers medication compliance and safeguards to help you properly treat your clients with minimal risk.

CT|One has a drug/drug and allergy interaction alert that activates if a known interaction exists. It alerts the user as well as provides information on the specific interaction and the resource from which it came. The interaction alert recognizes minor, moderate, and severe levels, and you can configure it to suppress alerts.

Contact Remarkable Health today to request a demo of this powerful EHR platform. See for yourself how CT|One can help you accurately and safely treat your clients and increase medication compliance.

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Remarkable Health Recognized as “The Best of Future: Companies To Watch In The Years Ahead”

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Remarkable Health is proud to be recognized as one of “The Best of Future: Companies To Watch In The Years Ahead” by BestCompaniesAZ as part of their 15th anniversary serving Arizona’s business community. This category of “Best of Future” honors companies that demonstrate great potential for growth and representing a new era of businesses in Arizona.

“Great companies are the product of amazing people,” said Peter Flick, CEO of Remarkable Health. “We have created a culture that celebrates having fun while achieving operational excellence, which has brought and continues to draw in great talent. Being listed as one of the 100 Best companies in Arizona is a huge honor and proves that what we are doing works. We are building something special in Phoenix.”

Remarkable Health’s core values are centered on people and culture. We understand that our associates make this company Remarkable and we continue to invest in them to build a best-in-class organization. We’re excited about the team we’re building, the future of our company, and how we can serve the behavioral health industry.

Check out Remarkable Health in the latest article by BestCompaniesAZ: https://bestcompaniesaz.com/introducing-the-best-of-future-companies-to-watch-in-the-years-ahead/

About Remarkable Health:

Remarkable Health (formerly ClaimTrak) is a leading Provider Success Software company focused on the Behavioral Health and Human Services community. For the last 25 years, our software has enabled hundreds of health care providers to improve more lives by spending less time in front of a screen and more time helping their clients. Our flagship product, CT|One, is a complete hosted Electronic Health Record (EHR) – Clinical, Billing, Scheduling, Medication Management / e-Prescribing, Reporting, etc. – for inpatient, outpatient and residential settings.

About BestCompaniesAZ:

BestCompaniesAZ is a consulting firm dedicated to identifying, developing and promoting great workplaces.  BestCompaniesAZ has been at the forefront of building sought-after employer brands and prestigious workplace awards programs since 2002, including the “2003 Best Companies to Work for in the Valley” program (published by the Phoenix Business Journal), Arizona Most Admired Companies (published by AZ Business Magazine and BestCompaniesAZ), and Top Companies to Work for in Arizona (published by azcentral and Republic Media).  BestCompaniesAZ provides consulting services for organizations committed to workplace excellence, including employee surveys, best practices, national and local public relations, employer branding, culture development and promotional services. For more information, visit http://www.bestcompaniesaz.com or phone 480-545-5151.

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EMR Compliance

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Choosing the right solution for your behavioral health EMR compliance requirements is imperative.

Do you know what to look for?

Find a behavioral health EMR solution that has received certification by the Office of the National Coordinator (ONC). This ONC HIT certification means the EMR solution has shown the technological capability, functionality, and security requirements required by the Secretary of Health and Human Services.

How CT|One helps you achieve EMR compliance.

  • Restricting access to certain windows using passwords. Restrict access by setting a password on specific windows and only providing the password to users who need it.
  • The ability to restrict access to a specific client’s chart to specific staff. CT|One calls it Client Lookup Restrictions. For example, if an agency has an employee’s family member in for treatment, the system admin can “lock down” this chart. Only specific supervisory staff may see it. This could extend to any situation, such as a celebrity or dignitary in for treatment.
  • CT|One’s medication module uses Medication Permission Levels to determine who can add a medication to a client and who can add a medication on behalf of another staff.
  • Assessments/documentation are due at specific intervals, which makes complying with clinical documentation challenging. CT|One has an alert feature you can configure to alert when this documentation is missing, about to come due, or is past due. It also allows for a wide range of “if then” scenarios to be set up that result in an alert to a user.

A fully integrated EMR is an investment in your agency’s future and your clients’ care.

The right behavioral health EMR solution can help you achieve EMR compliance. It can remove the administrative barriers that keep your staff and clinicians from spending more time with clients.

A mixed bag of systems/solutions won’t offer the robust system you need for behavioral health EMR compliance.

CT|One is the answer.

Remarkable Health’s fully integrated behavioral health EMR platform, CT|One, has the functionality you need for the entire client lifecycle. And it can help you with compliance.

Imagine this EMR solution and the difference it could make. What could your agency accomplish?

Schedule a demo.

Contact Remarkable Health today to schedule a demo of CT|One. CT|One dramatically increases efficiencies, giving clinicians more time with clients so they can create remarkable outcomes.

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HIPAA EHR Compliance Checklist

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HIPAA privacy compliance is a serious matter for behavioral health agencies, and failure to comply can result in crippling financial penalties or even criminal charges.

This handy HIPAA EHR compliance checklist will help you make sure your system meets or exceeds the compliance safeguards.

HIPAA EHR Compliance Checklist

  • Know what constitutes protected health information (PHI), and pinpoint all instances of PHI in your organization.
  • Identify someone in your agency who will serve as a patient privacy champion. Make him or her your formal “privacy official.” This person will create and implement policies and processes designed to ensure full compliance with HIPAA privacy standards. Other staff should feel comfortable coming to your privacy official with concerns, questions, and requests.
  • Develop a Notice of Privacy Practices that “provides a clear, user-friendly explanation of individuals’ rights with respect to their personal health information” and your agency’s privacy practices. Distribute your notice to all clients and staff.
  • Record all uses and disclosures of PHI in your organization. The right EMR compliance solution automates this step.
  • Allow patients an appropriate level of control over their own PHI, like an access portal to their information. Make sure it is consistent with the HIPAA Privacy Rule.
  • When necessary, get explicit, written consent to disclose PHI.
  • Stick to the “minimum necessary” method for disclosing PHI. Only use, give or ask for the least amount of PHI to carry out the intended purpose.
  • Create a list of your business associates (e.g., any external company that may be exposed to your clients’ PHI). Make sure you have signed Business Associate Agreements with each.
  • Implement adequate physical, technical, and administrative safeguards per HIPAA’s Security Rule to prevent illegal PHI disclosure—whether disclosure is intentional or unintentional.
  • Make sure your staff has continuous training on HIPAA policies and procedures. Your privacy officer should keep a record of the policies and document associated training.

Conclusion

If you follow the above checklist, your behavioral health agency will be in a good position on HIPAA EHR compliance and privacy rules. Since HIPAA compliance is a serious matter, action steps like the ones mentioned here will get you closer to compliance.

The Remarkable Health difference

Remarkable Health’s CT|One is a fully integrated behavioral health EHR solution designed to improve client care and achieve efficiencies. You also get help automating administrative and technical privacy safeguards to achieve HIPAA compliance.

Contact us today to request a demo of CT|One today to discover the power of an EHR solution designed specifically for behavioral health providers.