When considering the transition to an EHR system, think about hardware, which can be just as important as software. Here are some issues to consider as you assess your needs:
▸ To PC or not to PC? Most EHRs run under Windows. If your office is already outfitted with Macs, you might need to replace them or install Windows using a program for Intel-based Macs. If your office is already established on PCs, you must determine if your office computers meet the EHR's minimum specs. Find out exactly which Windows version the software requires, as changing the operating system can be a costly and time-consuming experience.
▸ Desktop, notebook, or tablet PC? Whether you currently dictate or handwrite your notes, installing an electronic system can dramatically change the way you practice. Desktops are cheaper and more comfortable to navigate. But they take up a lot of space in the exam room and cannot be easily moved. Wireless notebooks are mobile, flexible, and smaller, but they can be heavy, more costly to purchase, and fragile. A tablet PC is designed around a touch screen on which a digital pen serves as the mouse. Learning to use the pen to enter complicated information can be frustrating, but many EHR products have a series of pull-down menus and check-offs, allowing the provider to quickly click through the available options and only “write” the rare additional information not already covered by the forms.
No matter how you enter the information, practice makes perfect, and you'll find that documenting as you go becomes more efficient with time. The initial drawbacks of computerized documentation are quickly replaced with the advantages of legible, indexed notes, and charts that are never lost.
▸ Durability, price, and other options. Consider longevity as well as price when you purchase computers. Given the ever-dropping costs of hardware, extended warranties may not be useful. Also, consider purchasing refurbished models. Major vendors such as Dell, HP, and Lenovo offer refurbished PCs for a fraction of the cost of new models. Often, these come with the same warranty and return policy. Be cautious about purchasing computers at retail or warehouse stores. These models may be inexpensive, but they are typically geared for home use and may not come with the proper version of Windows. Finally, inquire about getting additional batteries and an external battery charger if you opt for portable PCs.