Customize EHR Software for Compliance

By Pam Brooks, CPC, CPC-H

EHRThe same features that make an electronic health record (EHR) easy to use, such as pre-filled templates, automatic code drop, and pre-determined diagnosis codes,  are the very things causing compliance problems. Think of the EHR as a tool that has to be sharpened and honed. It’s very effective if used correctly, but you have to be taught how to use it safely, or you’re going to get hurt.

Evaluation and Management – CEMC

Most EHR software comes with pre-loaded evaluation and management (E/M) templates, which vendors probably will tell you are of the “plug and play” variety. Information systems experts and coders know that this is not necessarily the case. The Centers for Medicare & Medicaid Services (CMS) has not changed the E/M guidelines since 1997; however, the way the EHR captures data to support the levels of service has most definitely changed. Usually, the EHR configures the E/M templates in a manner similar to an audit tool, with a section for each of the key components: the chief complaint; HPI; ROS; past, family, and social history (PFSH); exam; and medical decision making (MDM). By working systematically, you and your IT staff can approach the development and customization of these templates in a way that ensures easy use and compliance within the final documentation.

Most EHR programs also have the capability to import documents. Scanning allows you to import a photo image of a document, to be stored in the patient’s chart. Establishing a direct interface between a lab or radiology department to import diagnostic results is a very efficient way to include medical information into the patient chart. Having a consistent method of importing and cataloging these documents is important because it allows records to be easily identified and located at a later date. To meet compliance and patient care standards, all imported documentation must be reviewed and noted by the ordering physician before being stored in the electronic chart. Take it upon yourself to ensure that this is being done effectively and consistently.

Much of the custom work will be the IT department’s responsibility, with you acting as the compliance consultant. In smaller practice settings, your software vendor can be extremely helpful with the implementation process. In all cases, successful EHR implementation depends on the ability to understand, customize, test, and audit the capability and compliance of the EHR software. Coders today need to understand the concepts of a user interface, billing rules, and clinical documentation standards, and be able to translate coding and documentation guidelines for successful and compliant software development.

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4 Responses to “Customize EHR Software for Compliance”

  1. Laura Legg says:

    Is this really happening “To meet compliance and patient care standards, all imported documentation must be reviewed and noted by the ordering physician before being stored in the electronic chart”? If so how is HIM communicating and implementing this with the physicians?

  2. Joela Chierchie CPC says:

    This is a great artical, I have been implementing EHR for the last 3 years, as a CPC I immediately became aware of the “downfalls” of templating, and have found there are no templates that one fits all. Thus the projects I work on it is a priority to customize and teach to documentation guidelines, as well as offering ongoing internal auditing and education to help meet compliance.

  3. T Martin, CPC says:

    Templates are a great method to get the practitioners to meet all documentation requirements but it constantly has to be fine tuned.

    We do import documents but before any are made available for use they have to be signed off by the physician. Just as it was in the “past” any lab, x-ray or ordered test had to be stamped and recieved and reviewed. EHR is no different than our old paper method just more efficient. All rules still apply and must be followed to be compliant.

  4. C Hoppe, CPC, CCS-P, CPC-I says:

    Does anybody know of even one EHR that meets all of the 1995 and/or 1997 E&M guidelines out of the box? Why do these companies not employ a certified coder to help them build the templates so they meet the guidelines without having to be altered on the back end? One of the questions raised at this year’s CPT Symposium in Chicago was how CMS felt about paying providers for meaningful use when the certified EHR systems do not meet the E&M coding guidelines. Something to be considered…

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