“When we opened three years ago, we wanted to structure our ASC in a way that would set us apart. We decided to achieve that by being as integrated as possible,” says Daren Smith, RN, administrator of the center. “This will allow us to be ahead of the game when EHRs become mandatory.”
Mr. Smith and the center’s leaders researched EHR implementation and found most literature suggested implementation upon opening caused the least disruption and also provided a built-in “ramp up” period, since case volume builds over time.
Integrated business management and EHR software
FSC selected SourceMedical’s AdvantX business management software and SourcePlus EHR, which streamlined the EHR implementation with other IT functions. It also chose to house its servers on site, although they are backed up frequently off-site.
The largest benefit to the center so far has been the integration between the EHR and the ASC management system. “With paper charting or non-integrated EHRs, there is a lot of data [entry] repetition,” says Mr. Smith. “When we enter data, this is carried throughout the system, which is our biggest advantage and cost savings. Patient allergies or a name change, for example, only need to be entered once.”
By cutting down on data entry, the ASC has been able to reduce staffing levels associated with these administrative functions. The EHR system also allows physicians and staff to retrieve records almost simultaneously from any PC in the center. “We no longer need a staff member to assemble, store and pull charts, and nurses are able to spend more face time with patients,” says Mr. Smith. Keeping records electronically also reduces space requirements and storage costs associated with storing “thousands” of paper records, he says.
Physicians have also benefited from the systems. “Physicians used to walk in and find a huge stack of charts in need of their signatures,” says Mr. Smith. “Now all they need to do is sign into a station and a hyperlink for every chart that needs to be signed is in their inboxes.”
Integration between patient charts and business management software additionally allows staff members to enter data directly into the system in real time during a procedure. This allows administrators to pull case costs as soon as five minutes after a surgery, says Mr. Smith. At FSC, information from the EHR is then used to code and bill for each procedure.
Online scheduling
In addition to its business management and EHR software, FSC also offers online patient scheduling for physician offices, although the program does not allow offices to view a real-time schedule. Instead, the physician’s office submits patient information and scheduling instructions, which are then sent to FSC’s scheduler. “We had our web developer create this tool for us, which we found to be a less expensive option given the size of our center,” says Mr. Smith.
Online payment portal
FSC also offers patients an online payment portal, also created by its web developer, that allows patients to pay bills and set up payment plans online. The tool emails accounts receivable when a payment is made and the patient account is then updated accordingly. FSC implemented this tool only six months ago, and it has already become very popular with patients, says Mr. Smith.
Looking ahead
Being on the forefront of ASC HIT has been challenging at times. “When you do something no one else is doing yet, there isn’t a lot of advice out there,” says Mr. Smith. Nevertheless, FSC is currently evaluating new HIT programs, such as an online scheduling system that would allow physician offices to see its schedule in real time and an online billing tool that would automatically generate and email patient bills and then provide confirmation receipts to the center.
In fact, Mr. Smith encourages ASCs that have not yet taken the step toward implementing EHR and other HIT programs to do so. “Considering all of the regulations coming out, the earlier you can start, the better off you’re going to be and the better support you’re going to receive,” he says. “You don’t want to be one of 500 other centers trying to get it installed right before the deadline for penalties.”
Learn more about Fremont Surgical Center.
