There are several EMRs to choose from now, many geared specifically for DPC practices. When choosing an electronic health record (EMR) system for a Direct Primary Care (DPC) practice, you can consider things like: 

Ease of use: Whether the system is easy to use and supports your practice's needs 
Cost: The price of the system, which depends on the features, vendor, and number of providers 
Security: Whether the system ensures the safety and security of patient information and is HIPAA compliant 
Integration: Whether the system integrates with other systems and devices 
Certification: Whether the system is ONC EMR certified

Understand the Peculiarities of Direct Primary Care

Choosing the right DPC EMR involves understanding the specific functionalities that support the DPC model. The decision-making process often starts with identifying your practice’s specific needs and how well potential EMR systems can meet them.

This includes seamless management of monthly memberships, straightforward patient billing, and hassle-free direct communications. Ensure the EMR understands and supports the nuances of a subscription-based healthcare delivery without unnecessary complexities.

Opt for an All-in-One DPC EMR

Integrating multiple tools can lead to complications and inefficiencies. You can avoid spending time on integrations, multiple tabs, and multiple subscription fees, by relying on an all-in-one solution.

An all-in-one DPC EMR combines various functionalities, streamlining workflows.

Benefits of Having Communication Tools Combined with Your DPC EMR

Integrating communication tools directly into your EMR allows for smoother interactions with patients via secure messaging, video calls, and efax, all accessible in one place. This integration helps maintain a clear and consistent communication channel, crucial for building patient trust and engagement.

Benefits of Having Payments Combined with Your DPC EMR

An EMR with integrated payment systems simplifies the billing process. It allows for automatic billing and easier management of membership fees and cash pay services, reducing administrative burden and improving financial transparency.

Benefits of Having Scheduling Combined with Your DPC EMR

With scheduling built into the EMR, you can manage appointments efficiently, send automated reminders, and see your schedule in conjunction with patient records. This functionality enhances the workflow and patient experience by reducing wait times and no-shows.

Prioritize Safety with a HIPAA-Compliant DPC EMR Solution

A HIPAA-compliant EMR ensures that all patient data is securely managed and shared. This includes encryption of data both in transit and at rest, secure access controls, and regular audits. 

When evaluating EMRs, confirm that the provider adheres to these standards and is proactive about following the latest in data security protocols.

Request a Trial to Assess the DPC EMR's Usability

An intuitive, user-friendly EMR can significantly reduce the learning curve and minimize errors. It should facilitate rather than complicate your daily tasks. 

A great interface design helps you:

Quickly find what you need: An intuitive layout places vital information at your fingertips, saving time on every screen.
Complete tasks with ease: Efficient design minimizes clicks and simplifies steps, enabling you to swiftly complete assessments.
Reduce stress: A cleaner, simpler interface reduces clutter and eases frustration, allowing you to focus more on patient care.

Understand DPC EMR Pricing Structures

Be cautious of complex pricing schemes with numerous add-ons that may appear affordable initially but can quickly become costly. A straightforward and transparent pricing model is preferable, as it helps with better budget management and avoids unexpected expenses.

Additionally, be aware that some tools on the market charge more as your patient base grows, which can impact your bottom line. 

Lastly, consider the credit card transaction fees associated with payments.

Investigate the Support Offered by the EMR Provider

The level of support provided can be a dealbreaker. Reliable support means less downtime and more productive use of the EMR. Investigate whether the provider offers comprehensive onboarding, ongoing technical support, and resources for troubleshooting.

If you are an established practice, it's important to investigate the EMR migration process and understand the type of support you can expect from your new platform.

By following these strategies, you can choose a DPC EMR that not only fits your practice's needs but also enhances your ability to deliver personalized care efficiently. Remember, the right technology is a powerful ally in the growth and success of your Direct Care practice.

CHOOSING AN EMR

Below are some general questions to get you started in choosing the EMR that’s the best fit for you. Be sure to ask for a demo and also references of current users and recent users who terminated.

EMR SUPPORT

Is support response available within 24 hours?
Is the company open to suggestions to improve the EMR?
Is customization allowed?
Are auto-updates available, and without fees?
Is it HIPAA-compliant?
What happens when you want to switch to a different EMR, and costs?

EMR PLATFORM

Is it compatible on iOS/ Android / Windows / Chrome/ other platforms?
Is it viewable and fully functional on mobile devices (phones/ tablets)?
Is it cloud-based?
Is it paperless capable? i.e. forms can be filled out online
Can data be easily uploaded to a local storage source (in-house server / hard-drive)?

COSTS

What is the set-up fee?
Is there a trial period?
Is there a contract term?
What is the cost per user or per patient panel? If cost is based on patient panel size, are inactive patients’ charts counted in the patient panel?
Is there a cost to maintain inactive patients’ chart (for the required 7 years)?
Which features are built-in and included, and which features integrated with separate vendors and are added costs?

INTEGRATIONS

EMRs may have extra costs for these features here, or may integrate with other companies to provide these services:

PHONE NUMBER

Is a separate business phone number provided?
Is there an added cost for the phone number?

TEXT/MESSAGING/PORTAL

Are texts/emails/calls imported or uploaded to patients’ charts?
Is there a patient portal for secure messaging?

WEBSITE

Does it integrate with your practice website for patient self-scheduling?

FAXING

Can you send and receive faxes?
Can you edit faxes within the EMR?
Is there an added cost or a limit to how many pages can be faxed?

LAB INTEGRATIONS

Are lab interfaces uni-directional or bi-directional?
Can your order labs for self-pay as well as insurance?

MARKETING

Does the EMR support mass e-mail or integrate with a mass email service (ie Mailchimp or Active Campaign)?
Which other vendors are integrated?

PHYSICIAN FACTORS:

Does the layout of the patient chart fit your style (i.e. having everything on one page vs. having only the active screen on the page)?
Is it customizable?
How easy is it to search? Is search based on patient criteria or within patient notes?
Is there a built-in telemedicine platform?
Can you message/email/text patients from within the EMR?
Can you schedule a future message/email/text to patient?
Can you track patient results & referrals?

CHARTING

Are there templates, macros, short-cuts, right-click menus or hot keys?
Is free-text allowed?
Is there a lot of clicking or typing required?
Is it better for large/detailed notes or small/simple notes?
Can you import images? Can you draw on them are you import?
Can vitals and labs be graphed?
Can you set patients’ preferred pharmacies, specialists, facilities, etc?
Does it support dictation?
Can you unsign/amend notes?
Can you delete documents?
Can you easily reassign documents to other patients (ie if you accidentally assign it to the wrong patient how easy is it to more)?
Are there custom workflows in notes (i.e. if ICD codes are required)?
Are pediatric growth charts integrated and appropriate?

PRESCRIBING

Are medication databases updated regularly?
Is e-prescribing available?
Is e-prescribing available for controlled meds PDMP?
Is there an added cost to e-prescribing?
Can you add compounded medications?
Are supplements fully integrated like prescriptions?
Is there a medication interactions feature?
What is the appearance of the medication list?
If you’re dispensing meds, is inventory management integrated?
Are alternative and complimentary treatments in the database?

PATIENT FACTORS:

Encouraging patients to use their patient portals allow patients to schedule appointments, ask for refills, and send secure messages.
Is there a patient portal and is the patient portal user-friendly?
Does the patient portal allow self-scheduling, refill requests, document retrieval & uploads, and secure messaging?
Are patients able to sign forms online (ie patient agreement, surgical consent, etc)?
Can patients upload documents and pictures?
Can patients view appointment summaries?
Can patients enter their own credit card number, pay bills, etc?
Can appointment reminders be texted?

BUSINESS FACTORS: (practice management)

BILLING

Does it include a billing software? If not what billing software does it integrate with?
Does it include a membership subscription & billing manager?
Can you assign different charges for different groups of patients?
Can you adjust charges at the time of billing or when necessary?
How easy is it to add a one-time charge (like labs/medications)?
Can you create a superbill?
Can you easily print a claim form for patient to submit to insurance?
Can you easily print an invoice for patient to submit to employer?

INVENTORY

Does it have built-in inventory management for medications and supplements?
Is there an RX label generator for dispensing?

TEAM & TASK MANAGEMENT

Can you assign tasks and reminders to different staff?
Do tasks have to be linked to a patient, or is there a way to send non-linked generic office tasks?

POPULATION MANAGEMENT

Can you extract population data?
Is there automatic notifications of screenings or population needs?
Can you upload any handouts you’d like?

TOPIC 7 Electronic Medical Record (EMR) Choice