Technology (Part 11 of 12)

Dermatology practices have a wide range of technological aptitude. Some are strictly pen-and-paper outfits. Others are fully electronic.

Scanning

The biggest trend we observed was the use of scanning technology. Dermatologists are passionate about maintaining medical records for an indefinite period of time. Because melanomas and other dermatological conditions can take so long to develop, it can be useful to have a long history available. Unfortunately, few practices have enough real estate to keep all those records handy. The solution? Using a high-speed, corporate-style scanner, scan the records and save them to CD-ROMs. CDs take up much less space than paper records and are easier to access than files stored offsite. Be sure to use consistent naming protocols so you can find what you need later on.

Dermatology practices have unusual needs regarding stored images, as well. Use a digital camera to capture, for example, the current size and shape of a mole. That image can be easily stored electronically, saving space.

Picking an EMR

Many dermatologists we met were considering an electronic medical record (EMR) system, but few had made the leap. Most were worried about finding a program appropriate for dermatology.

In our experience, it is less important that an EMR vendor have a module specific to dermatology than that they have a flexible, easily adapted program that is actually being used in several dermatology practices. That said, the best way to pick a system is to define for yourself what you need the system to do then shop for products that meet your needs.

For example, do you need wireless technology? How do you want to input data — using pull-down menus, typing, and/or voice recognition? Is it important that you to be able to create a summary page showing all vital info on each patient? Do you want workflow tools, such as a single page showing all pending appointments, calls, and so on? Do you want electronic order entry? Do you want to complete, submit, and track pathology requests for your biopsies electronically? Here are some things to consider:

• Know what you need the system to do. Don’t pay for bells and whistles that your practice will never actually use, and don’t let a salesperson define what you need.
• Carefully review the technical support and clinical updates the vendor provides. Your vendor should agree to several days of training and staff support. The vendor also should commit to training a staff member or physician who can monitor and fix routine issues. You should expect a quarterly update of new drug information as well as additional clinical content.
• Check that the vendor has experience working with your specialty or subspecialty. That means the system should already be in use by dermatologists whom you can interview.
• Make sure the vendor is committed to groups of your size. Some specialize in huge inpatient systems, which are difficult to use in an outpatient setting with little ready IT support. Press releases, annual reports, and marketing materials can help give you a sense of where the vendor focuses their attention.
• The EMR should interface with or replace your practice management software.
• Be sure to consider what new hardware and equipment interfaces you will need to buy. Negotiate the service agreements in advance of purchasing the program.
• Be ready to negotiate the price. The costs of an EMR can vary tremendously, and you often can negotiate — especially if you have a large number of doctors who will be brought online. Prices are dropping, and using an application service provider model might keep costs low — especially upfront.

Our essay next month will be “Phones.”

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Disclaimer: The material above has been prepared by Physicians Practice. It has not been reviewed by the DermQuest Editorial Board for its accuracy or reliability. Reference to any products, service, or other information does not constitute or imply endorsement, sponsorship, or recommendation by members of the Editorial Board.