Objective
The importance of converting paper medical records to electronic versions has been nationally recognized. There are certain specialties, including Reproductive Endocrinology and Infertility (REI), which have lagged behind the initiative in transitioning to an electronic medical record (EMR). Our objective is to describe the essential steps required for a successful transition to EMR in a large university academic REI clinic, and to report results from an internal survey regarding the perception of transition among multidisciplinary staff members.
Design
Descriptive and Survey study.
Materials and Methods
We reviewed the processes executed during our transition from paper to electronic health records. To ensure that the system was designed to match the workflow of the practice, a plan was determined for all fields of the division (andrology, embryology, third party reproduction, clinical services outside of IVF, billing, radiology and laboratory services). The process began with clear goals of implementing an EMR system at 6 ambulatory locations, which was accomplished in a series of 5 rollout periods. Six months following the go live date of EMR implementation, an anonymous survey was administered to staff members regarding the EMR transition and effect of EMR on remote-work during the COVID-19 pandemic.
Results
Patients’ safety is of paramount importance, and correct identification of patient, partner, and gametes is a vital objective while transitioning to a paperless system. Challenges recognized during this process were communication, services sharing a single location with differing needs (andrology, embryology, third party reproduction, billing, laboratory, clinical), requirements from multiple regulatory bodies (eg. FDA, CDC, SART), integration of fertility software into existing University health system EMR, complexity of a workflow with multiple providers interacting with patients, and the unique safety procedures involved with fertility care, including witnessing of specimens. Thirty-eight staff members, including physicians, nurses, embryologists, and office staff responded to the survey. Most respondents were between age 31-40y (32%), 21-30y (21%), or 51-60 y (21%). Sixteen percent of respondents did not feel comfortable with EMR use prior to implementation. Almost one third of respondents (29%) had been working in the fertility field for 1-5 y, 27% for 6-10 years, and another 21% for more than 20 years. Seventy percent of staff members felt the education received prior to EMR transition was well organized with attainable goal. Most (90%) were satisfied with the EMR transition process, 79% identified a positive impact on work patterns since EMR transition, and 87% reported improved communication. Over 90% of staff members believed that the EMR transition prepared them to utilize TeleHealth remotely during the COVID-19 pandemic.
Conclusions
With proper planning and commitment of administration and staff, a successful transition from paper charts to EMR can be accomplished in a busy REI practice.
P-751 4:30 PM Tuesday, October 20, 2020