Of all the stages of the medical billing process, medical coding is the most essential. It’s also, unfortunately, a point where many errors occur.

Inaccurate coding can negatively affect your practice in many ways, ranging from simply wasting valuable time to loss of accreditation. The bottom line is that coding accuracy is critical to the success of any practice.

Familiarizing yourself with the most common coding errors and how they can harm your clinic is a good start to avoiding them altogether. Once you know what they are, you can investigate whether they’re happening in your practice and determine ways to address them.

This article will offer tips for improving coding accuracy, including steps you can take immediately for better performance.

The Importance of Accurate Medical Coding

If you work on the clinical side of a medical practice, you may not be entirely familiar with how coding works. Medical coding is the process of representing medical information with alphanumeric codes as they relate to billing and reporting.

These codes are then utilized by insurance and healthcare organizations to ensure that procedures, diagnostics, and equipment are deemed medically necessary, which is crucial to the reimbursement process.

Epidemiologists and other specialists can also use medical codes to catch patterns in patient demographics that might signal a wide-scale health concern.

There are a lot of myths and misconceptions about medical coding, though. Some of these may have negative consequences on your practice.

Myth No. 1: Coding Errors Are Solely the Responsibility of Medical Coders.

This is one of the worst misconceptions hurting clinics. Coding errors often start with appointment scheduling and continue through clinical healthcare services. It’s important to get coding correct from the beginning, or they may not be caught and corrected before a claim is submitted.

Myth No. 2: Medical Billers and Medical Coders Are the Same Thing.

Medical billers and coders often get lumped together, but typically, they’re separate roles with different responsibilities. Medical coders assign codes to services and equipment. Once codes are assigned, medical billers send invoices and track down payments.

Myth No. 3: Coding Audits Are Just an Unnecessary Hassle.

Performing routine coding audits is one of the best ways to uncover where coding errors originate in your practice. Armed with that knowledge, you can correct the errors and avoid many negative impacts discussed in the next section.

Myth No. 4: There’s Nothing You Can Do About Faulty Coding. It’s a Fact of Life.

Too many medical practices simply shrug off coding errors as unavoidable, but that’s not true. They are fixable. By remedying coding faults, you reduce wasted work hours and simultaneously improve revenue reliability and patient satisfaction.

The Most Common Coding Errors and Their Impact on Practices

Understanding some of the coding mistakes most frequently seen today can reduce or eliminate many negative impacts. Let this list serve as a basis for the coding review for your practice. You may find the same issues may be causing problems for your clinic.

Using Codes That Are Too General

Codes should be as specific as possible. For example, a cardiologist might order further testing or a procedure based on a patient’s previous history of heart disease.

However, if the patient has hypertensive heart disease, that’s a more specific code. Even more specific would be using the code for hypertensive heart disease with or without heart failure or kidney disease.

Not Adding Code Modifiers

Code modifiers are extra digits that help make medical codes more specific. Not adding modifiers can affect reimbursement or lead to an incorrect diagnostic test for a patient, such as performing imaging on the wrong limb.

Not Adhering to NCCI Edits

The National Correct Coding Initiative (NCCI) was developed by the Centers for Medicare & Medicaid Services in the 1990s. The NCCI edits are code pairs that cannot be submitted together. Usually, one code of the pair will not be paid, and sometimes even both.

This coding error will cause claim denial and cost your practice time to correct. Patients may also be billed incorrectly, leading to unnecessary frustration with your practice.

Failure To Correct Coding Errors Later

If a claim is returned unpaid due to a coding error, the mistake must be corrected. Some practices may simply resubmit the invoice as is, which won’t fix the original mistake.

Submitting incorrect coding costs practices additional time in determining the error, correcting it, and resubmitting the claim, which also lengthens the revenue cycle.

The consequences of coding errors have the potential to extend across all areas of a practice:

Failure to receive full revenue for services if invoices are denied
Reduced patient treatment options and/or poor patient outcomes
Patient dissatisfaction with practice due to billing conflicts

Fraud and abuse fines or even loss of accreditation

Negative consequences that affect your practice’s bottom line are serious enough, but coding errors also influence morbidity and mortality outcomes. They must be taken with the utmost seriousness.

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How Does a Practice Improve Coding Accuracy?

Coding accuracy is the practice of making medical codes as precise and correct as possible. An accuracy level of 95% is considered the health industry standard, but is that inaccurate 5% okay to leave on the table?

The uncorrected percentage of medical codes could cost your clinic time, aggravation, and revenue. It could also be diminishing proper care for your patients.

Therefore, investing in ways to improve your coding accuracy is wise. Methods to address accuracy should include the following:

Set up a claims scrubbing process to review claims before submission and ensure correct medical codes.
Conduct regular audits on your coding processes to see where you need improvement or changes.
Train staff at all levels on the importance of accurate medical coding and which codes your practice uses most (more below).
Use coding automation tools to reduce human error, a major factor in medical coding errors.
Offer training and support to medical coders so they stay current with coding requirement changes and additions.

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Top Takeaway Tips for Preventing Inaccurate Coding in Your Practice

Hopefully, after reading the information above, you’ve committed to improving coding processes in your practice. Here are some tips you can use today to begin your journey to complete accuracy:

Set Measurable Goals.

Be specific in your coding accuracy metrics. Don’t set vague goals like “Improve code accuracy.” Instead, use goals against which you can measure and document success.

An example might be: “Go from 93% accuracy to 98% over the next quarter.”

Provide Staff Training.

Remember, coding accuracy starts with scheduling, the front desk, and check-in. Staff members who work in these areas should be trained on how to correctly enter initial services. Do you schedule appointments for complex procedures like endoscopies or angiograms? They should have the correct code descriptors assigned.

Document Information Accurately.

More than 40% of medical billing errors are tied to poor clinical documentation. Charting should include the correct information to back up medical codes in case of questions later. Encourage providers to be as detailed as possible in their notations and to stay current with charting responsibilities.

Be as Detailed as Possible.

Clinical staff perform initial patient assessments and should be working toward detailed medical record notes. It’s worth reviewing the most common codes with nurses and techs, especially if you work in a specialty or subspecialty. They are your first point of clinical contact, so they can watch for initial scheduling and diagnostics with an eye toward correct coding assignments in the near future.

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In healthcare, every second counts. Electronic health record (EHR) systems are at the heart of modern medical practices, yet they often fall short of their potential, leading to lost time.

This article sheds light on EHR optimization strategies that can transform your EHR system from a necessity into a driver of efficiency and productivity.

You’ll gain insights into what EHR optimization really is, understand its critical importance, and discover practical strategies to enhance your system.

The result? Streamlined workflows, lowered risk of provider burnout, and improved patient care.

Let’s make your EHR work for you—not against you.

What Is EHR Optimization?

Data reveals that 88.2% of office-based physicians have adopted an EMR or EHR system, with 77.8% of these meeting certification standards.

But what does it mean to truly optimize EHRs?

EHR optimization is the process of enhancing electronic health record systems to improve healthcare efficiency, patient outcomes, and workflow productivity.

It involves a specialized, multi-step approach focused on the specific issues clinicians face and the resources available in clinical informatics and technology. This process requires the support of both clinicians and leadership.

Optimization is about identifying and resolving all the issues within your current EHR system. This can often expose additional areas for improvement that might not have been initially apparent.

For some practices, working with an EHR expert consultant can be beneficial.

Why Is EHR Optimization Important?

Healthcare is advancing—and fast.

Gartner points out, “Rapidly increasing demand, workforce shortages, and rising costs are forcing the healthcare industry to evolve from disconnected entities working independently to a seamless and efficient ecosystem.”

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In this ever-evolving environment, optimized EHR systems fuel transformation—not for transformation’s sake but to directly improve healthcare delivery and patient outcomes.

Here’s how:

Medical staff can reduce the time spent on manual charting and documentation. Simplified access to patient records and streamlined workflows boost efficiency, which leads to greater productivity and better patient outcomes.

EHR optimization can foster safer patient care. Quick access to comprehensive patient histories helps physicians make informed decisions. EHRs can also alert doctors to potential risks like drug interactions and allergies.

Optimized EHRs make medical data accessible across different practices and healthcare providers. This increased accessibility ensures optimal patient care, regardless of the patient’s or physician’s location.

Practices can reduce paperwork and improve their billing processes, thereby cutting down on indirect costs. Optimizing EHRs also minimizes medication errors. With quick, direct access to essential patient information, unnecessary lab tests and appointments can be avoided, saving time and money.

Generating reports and identifying trends becomes more straightforward. Informative data supports quality improvement initiatives, research, and public health projects.

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5 EHR Optimization Strategies

Optimizing your EHR system is key to maximizing efficiency and productivity in your medical practice. Here are some strategies to help you achieve that:

1. Use Structured EHR Templates for Common Cases.

These templates are pre-made notes for scenarios with a predictable pattern. They are especially useful in specialty care where diagnoses and conditions are limited.

They streamline the documentation process for routine checkups as well.

However, templates might not fit complex cases, like patients with comorbid chronic conditions.

2. Get Help with Clinical Documentation.

Providers spend a good portion of their day on EHR notes, primarily due to billing and regulation compliance.

These tedious tasks can lead to provider burnout, especially when EHR use is high. Medical scribes can assist in documentation for providers, reducing the time spent on data entry. However, there’s another potential solution worth investigating—automated documentation using AI.

This technology, called “digital scribes,” listens to and transcribes doctor-patient discussions in real time. It can also extract and compile relevant details to support clinical notes and insurance claim submissions.

While the outlook for digital scribes is positive, the technology is still new, potentially costly, and needs to improve integration with existing EHR systems.

3. Invest in Telehealth Integration.

Telehealth tools that work well with EHR systems can improve practice functionality. Telehealth integration supports virtual patient visits by linking them with their EHR to keep patient information current.

Telehealth can present practical challenges for both practice and patient, but it can also increase patient access and provide a continuum of care methodology for providers.

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4. Incorporate E-prescribing.

E-prescribing allows healthcare providers to send prescriptions directly to pharmacies electronically. It’s a noticeable step towards accurate, error-free prescribing.

It also streamlines prior authorization, which means providers can quickly receive approval to prescribe certain medications or treatments, expediting care for the patient.

5. Leverage HIE Search Engines.

Health information exchange (HIE) allows healthcare providers to share patient information securely and electronically. It improves care by making patient health records more comprehensive and accessible, which also helps prevent medical errors, like incorrect medications or duplicate tests.

Connecting EHRs with an HIE allows quick patient data retrieval, but without an optimized EHR integration, providers must exit their EHR system to use HIE, which can slow things down.

How You Can Start Optimizing Your EHR Right Now

Now that we’ve established how optimization can enhance your use of EHR systems, you can start improving your EHR system, leading to more efficient workdays, happier staff, and better patient care.

Here are some first steps to begin optimizing your EHR today:

Engage Your Stakeholders.

Speak with everyone who uses the EHR systems in your practice, including doctors, nurses, administrative staff, and IT personnel. Get their input on aspects that are working well and those that are not. User feedback is crucial for implementing meaningful changes.

Set Realistic Goals.

Decide on clear, achievable goals for your EHR optimization. You could start by reducing the time it takes to enter patient information, improving the accuracy of health records, or making patient data easier to access.

Audit Your Workflows and Flag Bottlenecks.

Investigate how your team uses EHR systems and pinpoint steps in your current processes that could be more efficient.

Identify areas where your workflow gets slowed down due to process flaws. You may find that certain forms are hard to fill out or information is difficult to locate. Highlighting these issues is the first step to fixing them.

Consider Opportunities for Automation.

Many EHR systems offer ways to automate repetitive tasks, like auto-filling patient information or setting up reminders for follow-up care. Utilizing these features efficiently can save a great deal of time and enhance overall patient experience.

What does MIPS stand for? Whether you are new to healthcare billing, or your clinic has moved toward seeing primarily senior citizens, it’s important to know the answer to this question.

This article provides background information on MIPS, a Medicare payment model. You’ll learn about the performance categories used in MIPS and how they affect payment calculations.

You’ll also get important information about upcoming changes to MIPS for 2024. The post ends with valuable tips on how to improve reporting to maximize payments, allowing you to better focus on serving patients.

NEED HELP WITH MIPS? Get started with MIPS Assist

What Does MIPS Stand For?

The acronym MIPS stands for Merit-Based Incentive Payment System. It’s one of the payment models used by the US federal government for clinicians who work with Medicare patients.

It was created by the Centers for Medicare and Medicaid Services (CMS). MIPS was originally part of a larger set of initiatives under the Medicare Access and CHIP Reauthorization Act of 2015 (MACRA). MIPS incentivizes better performance in the Medicare category and rewards providers with payment increases. Physicians who do not meet predetermined standards, however, can get reduced payments.

This QPP, or Quality Payment Program, was designed to both reduce the cost of Medicare healthcare delivery and improve its quality. It does this by rewarding best practices and penalizing actions determined to be wasteful—typically redundant and, therefore, not necessary healthcare practices.

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Key Components of MIPS

The MIPS program consists of four key categories that doctors are measured on. Each category is scored individually as part of a total MIPS score assigned by CMS. That total score determines the reimbursement amount you’ll receive for all claims under Medicare Part B.

It’s worth noting that the reporting option you choose may affect how you satisfy the MIPS requirements. Currently, there are three reporting options:

MIPS Value Pathways (MVPs)
Traditional MIPS
APM (Alternate Payment Model) Performance Pathway (APP)

Be aware that the Traditional MIPS reporting option will be sunset in a few years.

Quality

Professional performance measures were created by CMS, with the assistance of various medical groups and related parties.

The metrics they came up with allow CMS to assess the quality of care delivered. In this quality category, they’re looking at both processes and outcomes.

Improvement Activities

This column looks at different ways care can be improved, including:

Care processes
Patient engagement
Better access to care

As a reminder, one of the driving forces behind MIPS was to improve care quality in a cost-effective manner.

Promoting Interoperability

This category was created mainly to encourage patient engagement. It focuses on the use of new developments in certified electronic health record technology (CEHRT). It’s part of a larger initiative to boost the appropriate exchange of patient health information. Electronic medical records are a major part of this initiative.

Cost

This section examines the cost of healthcare to patients as determined by the reporting physician. CMS is always looking for ways to provide cost-effective care that doesn’t sacrifice quality.

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Scoring and Payment Adjustments

It’s vital to understand MIPS scoring and payment adjustments. This is especially true for small clinics and independent physicians. Both of these affect how much a practitioner is paid, which, in turn, can increase or decrease revenue.

There are two key ways doctors’ offices can use this knowledge to have better control over their revenue:

Consider MIPS scoring and payment adjustments at the time of providing care
Immediately report from the billing office to CMS after patient care is rendered

How Are MIPS Scores Calculated?

The MIPS categories listed above are not weighted equally in the scoring process. Rather, they make up different percentages of the total MIPS score.

Also, you must know that these percentages change by performance year. There is a two-year gap between the performance year and the actual year in which the scores are applied.

So, Performance Year 2022 is being used to score MIPS reporting in 2024. Performance Year 2023 will be used in 2025, and so on. The percentages will not change between Performance Year 2022 and Performance Year 2023.

The breakdown of scores is as follows:

Cost = 30%
Quality = 30%
Promoting Interoperability = 25%
Improvement Activities = 15%

All the scores are tallied, which is a complicated process using CMS algorithms. Presently, if the total score is below 75%, the clinician receives a payment penalty. But if the score is above that threshold, the clinician is eligible for a payment bonus. Extremely high scores are eligible for even higher bonuses.

Like scoring percentage weights, the score threshold sometimes changes with the Performance Year. Therefore, keeping up to date with that number is essential to ensure your facility is not falling below it.

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Future Trends: Transitioning from Traditional MIPS to MIPS Value Pathways

As mentioned above, there are changes in the works for MIPS reporting options. Traditional MIPS is slowly being phased out.

In 2023, some practitioners were given the option to begin using MIPS Value Pathways. By 2026, MVP will be mandatory for certain specialties and subspecialties. And MVP reporting will be mandatory across all practices in the coming years. The details of this transition, however, are still being ironed out by CMS.

Since MVP reporting is the wave of the future, healthcare providers should consider transitioning to it now. Benefits of using MVPs include:

Better assessment of quality of care
Streamlined reporting and scoring
Enhanced feedback on performance
Reduced burden on CMS

The sooner you become familiar with MVPs, the better it will be for your organization in the long run.

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Other 2024 Updates to MIPS

There have been a few other updates to MIPS for 2024. One important one to note involves the Promoting Interoperability (PI) reporting category.

The minimum performance period for EHR (electronic health record) reporting has been raised from 90 days to a continuous 180-day reporting period.

Other updates include the removal of 11 quality measures, the modification of 59 existing measures, and the addition of 11 new quality measures. 

There are also category weight updates for 2024. For the standard category, the weights will be as follows:

30% each, for quality and cost 
25% for Promoting Interoperability  
15% for improvement opportunities

And for small practices (those with 15 or fewer clinicians), the category weights are now:  

50% for quality  
20% for improvement opportunities 
30% for cost

Depending on the practice you work for, you may be affected by other 2024 CMS changes. You can learn all about the 2024 changes in our comprehensive on-demand webinar. This resource will help clarify new policies, so you understand how they apply to your practice.

Maximize Your Reporting With Our MIPS Assist Program

As you have no doubt concluded, MIPS reporting and scoring is complex and challenging to work with. But it’s vital to understand it, as it affects your organization’s revenue.

As of 2023, less than 2% of non-pediatric physicians have opted out of Medicare because they don’t want to deal with its complications. Refusing to accept Medicare is not really an option if you deal with a high volume of older patients, such as in:

Cardiology
Nephrology
Urology
Neurology
Orthopedics
Rheumatology
Internal medicine
General surgery
Infectious diseases
Geriatrics
Audiology
Ophthalmology
Gastroenterology
Otolaryngology
Pulmonology
Dermatology
Oncology

That’s why the MIPS Assist program was created.

What Is MIPS Assist?

MIPS Assist is a program that takes the guesswork out of MIPS reporting. It offers consultative services to keep you abreast of MIPS metrics and helps ensure you meet or exceed standards. That way, your practice can avoid MIPS penalties and qualify for bonus incentives.

The MIPS Assist program includes:

Expert consultants and innovative tools
Guidance to avoid penalties and position the practice for bonus incentives
Up-to-date MIPS rules and regulations
Continuous performance monitoring by the MIPS Assist team
Regular meetings to stay on track with MIPS goals

Does Your Practice Need MIPS Assist?

Not sure if MIPS Assist would help your practice? Answer the following questions to find out:

Would you like to optimize your MIPS score to qualify for bonus incentives and avoid penalties?
Would continuous, weekly, or monthly performance tracking be helpful in meeting your MIPS goals?
Could you use help walking through MIPS calculations and submitting reporting to CMS?

If you answered yes to the questions above, MIPS Assist can help! With our MIPS Assist offering, you will receive:

Guidance on Registry Signup
A MIPS one-hour kickoff meeting to review measures and training on how to collect, view, and report MIPS data
Promoting Interoperability—Provide Patient Access activation/setup
Four hours of MIPS template configuration and/or consultation time
Quarterly check-ins with your MIPS consultant
Assistance with final submission of your MIPS reports

How Do You Get Started with MIPS Assist?

It’s easy to start using MIPS Assist for your practice by taking these six steps:

Check your eligibility by going to the CMS QPP website. Enter your NPI in the “Check Your Participation Status” section of the screen.
Know your reporting requirements.
Select your measures.
Collect appropriate data.
Ensure the FHIR API is enabled.
Connect with iSalus Support to activate MIPS Assist.

Don’t let your practice be penalized for a low MIPS score. Leverage your ability to receive incentive bonuses by getting started with MIPS Assist today.

Electronic health records (EHRs) have simplified tasks for patients and medical providers, yet despite the added convenience, they have also raised concerns about EHR security.

Employing high-level EHR security measures improves patient experience and retention. It also keeps your organization compliant with laws pertaining to patient medical records.

Learn how to safeguard patient data with these expert tips.

The Importance of EHR Security

Electronic health records have become the standard for collecting and sharing patient data, but online storage also opens the door to privacy violations and theft.

Patient files are breached or stolen for a variety of reasons, including:

Identity theft: stealing key information to create duplicate, fake identities
Insurance fraud: billing insurance companies for false procedures
Fraudulent prescriptions: using a patient’s name to get medications
Dark web data selling: selling data piecemeal on the black market
Phishing scams: using personal information to make fraudulent emails or calls more convincing
Patient extortion: blackmailing patients using personal health information
Ransom: holding a medical institution’s data hostage for large sums

Personal data at this level can be very lucrative for thieves on the black market. In some cases, entire criminal enterprises are devoted to ID theft and insurance fraud. In other instances, the perpetrators are lower-level criminals who still cause major damage to a patient’s credit and identity.

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Naturally, breaches in healthcare data can have devastating effects on patients. They may find someone has stolen their identity to open credit cards in their name.

Patients’ names may be associated with purchases of controlled pharmaceutical substances or targeted by phishing phone calls that sound legitimate because scammers have obtained their personal information.

A data breach is not a trivial concern. In 2021, over 40 million patient records were compromised. The largest breach affected over 3 million people, and those were just the cases reported to the federal government. There is no doubt that some incidents go undetected and unreported.

Patients are not the only parties affected by the mishandling of data. Breaches in EHRs are equally damaging for healthcare providers.

Some possible consequences include:

Government fines for violating privacy laws (see below)
Expenses related to patient notification, PR management, and legal fees
Imprisonment in cases of extreme negligence or complicity
Loss of reputation and revenue leading to financial ruin

Your patients and colleagues rely on the safeguarding of EHRs. Violations of their trust and privacy have far-reaching effects, which is why security regulations to govern the protection of patient information and EHRs have been implemented. The primary laws are outlined in HIPAA, the Health Insurance Portability and Accountability Act.

HIPAA not only requires EHRs to be current and accurate, but it also mandates that health data be kept secure in use and transfer.

Common Vulnerabilities in EHR Systems

If EHRs purport to be safe, how do criminals get their hands on patient records that should be private? Cybercriminals use a variety of methods to get around HIPAA, including:

Hacking
Malware
Ransomware
Cloud threats
Encryption gaps
Poor user authentication
Phishing

The most vulnerable point of any secure system is human error. Many cybercriminals prey on clinic or hospital employees with convincing scams, such as phishing emails that look legitimate but are from questionable sources.

If the recipient answers, criminals get the information they want quickly, without the recipient realizing they’ve been compromised until much later. Training staff to avoid these tactics is your practice’s best defense.

EHR Security Best Practices

Looking at the vulnerabilities above, you’ll see they have something in common: they’re largely preventable.

Here are actionable steps your medical practice can take to reduce illegal EHR access and data theft.

Use Secure Platforms and Cloud Storage

The first thing your practice should do to protect patient information is to choose EHR management systems with an established reputation for safety and reliability. Read reviews from other practices and research companies online to see if any confirmed breaches have been reported.

Likewise, any cloud storage systems you use must be secure. Often, cloud storage is integrated with EHR platforms, but if you also use on-site storage servers, consider taking these steps:

Segment data storage into separate silos, so if one area is breached, all patient data isn’t compromised at once.
Archive patient data that is no longer needed (e.g., patients who have left the practice).
Limit access to your server room and keep the room locked at all times.
Always remove hard drives and safely delete storage on old hardware before disposing of them.

Keep Medical Record Software Updated

Your patients’ health records are only as secure as the latest software versions. Be sure to update when new versions are available.

Though it can seem annoyingly frequent, your software is often updated to elevate security, not solely for new features or conveniences. Updates help the software stay a step ahead of potential hackers or close any detected security gaps in the system. Failure to update could leave your data vulnerable to theft.

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Follow Data Encryption Best Practices

One situation where patient data is particularly vulnerable is in transit between providers and practices. If you send a patient’s EHR from your general physician practice to a surgeon’s office, it is potentially at risk.

Patient data should always be encrypted. Even if this is not a requirement by law, it is still considered the gold standard for protecting patient records and gives providers and patients added peace of mind.

What is encryption, and how does it increase security? Encryption is the digital process of coding information so it can only be accessed and viewed by authorized parties. It not only protects your patients’ information from being hacked or stolen, but it also prevents unauthorized access in case information is ever inadvertently sent to the wrong recipient.

Your medical practice should employ encryption when transferring medical records, referrals, test results, and prescriptions.

Be aware that encryption standards vary between institutions and geographic locations. You may need to use higher standards when transferring information out of state, for example. Providers should also be aware of and adhere to non-U.S. regulations when sending records globally, such as for patients traveling or living abroad.

Implement Strong Access Control Measures

Everyone in your practice does not necessarily need access to patient files. Limit the number of people who deal with patient EHRs. Limited access reduces the number of opportunities for both intentional and inadvertent breaches and makes existing security gaps more visible, should you have to pinpoint them.

Another way to control access is to only use specified digital devices for viewing and altering patient data. Tablets carried from room to room with providers are more secure than having a computer in each exam room.

If you must use desktop computer stations, ensure employees log off immediately after use and add an automatic log-off feature for good measure.

Limit or prohibit the use of personal devices to access medical records. In the past, physicians may have brought paper charts home to get caught up on dictation and paperwork, or they were allowed to log in to medical records from their home computers when they first became digitized. We know now that offsite access creates a security vulnerability you must avoid.

That’s not to say that situations in which practitioners need access to records while away from the practice won’t arise. If this is common or expected, provide the practitioner with a secure laptop with proper encryption functions installed strictly for work use.

Train Employees on Theft Tactics and the Importance of Security

You can see that patient records are only as safe as the employees working with them. Every new employee should be trained in data security, and there should be annual refresher training sessions to cover any new regulations and security protocols.

Employees should take care not to leave computer screens open after use. In busy departments—especially the emergency room—it’s all too easy to leave windows open to reduce time at the keyboard.

Staff must also be kept abreast of current phishing and other email scams used to steal sensitive patient information. If they have any doubt about the validity of an email or other correspondence, they should run it by a clinic supervisor or IT professional.

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Make EHR Protection a More Formal Process

Rather than adding medical information safety measures piecemeal, establish an official process so that providers and staff have direct instructions for handling security questions as they arise. These steps will help you create a formal process for safeguarding patient data:

Appoint an EHR security officer.
Collaborate with your IT department in implementing security methods.
Conduct a risk analysis using a qualified outside professional.
Develop a plan based on the results of the analysis.

Create milestones for your action plan.
Set specific dates for evaluation and quality control.
Conduct random security assessments as needed.

How You Can Start Safeguarding Patient Data Right Now

If you are concerned about the security of patient electronic records in your medical practice, follow these steps today to improve data safety. Your patients will appreciate knowing their information is secure, and you can rest easier knowing your clinic goes above and beyond HIPAA compliance.

Ensure all software and storage systems you use are at least HIPAA compliant and ONC-ATCB certified. Some systems now exceed government requirements for the highest level of security. For example, systems with additional encryption measures for the transfer of patient EHRs.

Use an audit trail feature to track record access. Many current EHR programs include the ability to audit who has accessed patient records. Be sure to enable this feature so that you can see who was involved in a breach and act accordingly.

Always use strong password protections. This is common advice across all online activities, especially when dealing with sensitive information. Passwords should be a minimum of 16 characters and contain uppercase letters and special characters. They should also be reset at regular intervals. Staff password access should be removed immediately upon termination of their employment.

In a professional setting, adding a lockout feature for entering the wrong password several times can be beneficial.

You may also want to consider adding two-factor authentication as another security layer. This involves sending a verification code by email or text when someone logs in to the system.

Two-factor authentication may be complicated for providers who use different computers throughout the day, but it’s simple to add for staff tied to one computer who may only log off for breaks and at the end of the day.

Remember that your EHR information may be integrated with other digital systems. Be sure that any systems utilized in-office or externally, such as scheduling and billing, are also compliant.

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Any healthcare provider knows that having access to all of a patient’s health information is crucial not only to an accurate diagnosis but also to creating a proper and timely treatment plan. It’s not enough to simply have access to it. Providers need to be able to locate pertinent aspects quickly.

Locating integral details can be cumbersome and time-consuming, especially when dealing with old systems or an overload of paperwork. It makes a provider’s job more tedious and error-prone. Patients may experience frustrating delays in treatment, leading to avoidance and poor outcomes.

A solution that’s gaining traction in healthcare is incorporating advanced technologies to facilitate communication between providers and make patient data more accessible, leading to improved patient care.

Electronic health record (EHR) systems let providers keep and share all patients’ health information in one digital location. Increased accessibility allows healthcare professionals to quickly find what they need. This includes medical history, prescriptions, current treatment plans and conditions, and other vital statistics.

In this article, we will talk about the future of EHRs. We’ll review things like EHR systems interoperability, maintaining privacy and security while using the cloud, and even how smartwatches can help track patient health. 

We’ll also share actionable steps to introduce these new EHR features into your practice. This can help you improve your operations and ensure optimal patient care.

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Why Are EHR Trends Important for Healthcare?

EHRs aren’t completely new. However, EHR systems have changed a lot since they were first introduced in limited capacity in the 1960s. They have since done away with paper records, moving them to computers and, more recently, the cloud. 

EHRs now let providers store all the patient’s health information in one place. This helps them make fully informed choices in patient care. 

They also allow healthcare providers across different clinics and specialties to access the same information. This provides a faster and more detailed understanding of a patient’s healthcare needs—even if it’s a first-time visit. Wait time is drastically decreased when records are available on-demand, benefiting both provider and patient.

EHRs also help prevent medical error.  When providers have all the necessary data, it helps reduce medication conflicts, testing or lab duplication, unnecessary appointments, and other potential patient safety issues. This leads to improved patient outcomes.

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The Future of EHRs

EHRs are consistently adjusting and improving healthcare for both providers and their patients. 

Let’s look at the future of EHRs: 

Cloud Computing

Cloud computing means providers have secure access to health records from anywhere. This is advantageous for busy clinics while still keeping patient data secure. 

It’s like having an indecipherable lock on all health records. With securely encrypted cloud storage, doctors can immediately view the data they need with fewer risks. 

Blockchain

Blockchain is an encryption technology that stores health records in a very secure way. 

When information is added, it’s put into a block with a unique code. Each new block is linked to the previous one, creating a chain. 

This method makes it difficult for anyone to change the information once it’s been added, keeping the records safe and accurate. 

Telehealth

EHRs and telehealth can be used in tandem, allowing providers to care for patients remotely. 

This is beneficial for patients because they can access the same standard of care without having to travel. It increases access to healthcare for patients who face transportation challenges, which reduces avoidance and missed appointments. 

Telehealth data can be linked to EHRs so that they remain current.

Technology Like IoT, AI, and Biometrics

Internet of Things (IoT) devices are becoming more prevalent in healthcare. They help monitor patient health and communicate stats with their doctor. 

AI can help doctors listen to patients and create written notes. This helps with not only documentation, but allows them to focus on patients. 

Biometrics is another tech trend affecting security protocol. Instead of passwords, patients use a fingerprint or other biological feature to access their health data. 

Nearly 80% of patients said yes to using facial biometrics. This shows they like using technology to access healthcare securely and remotely. 

Wearable Devices

More people are using health devices like smartwatches. In fact, 14.4% of people old enough to work and use the internet have one of these wearable devices. 

Wearable tech can do more than send a text, it can monitor certain aspects of a patient’s health and share them with their EHR. This helps providers see more real-time data on their patients as they go about their lives. 

Interoperability

Now, there’s a big push to make all EHR systems work together better. 

With the ability to connect EHRs with other systems and devices, providers can get all patient health information in one place. EHR interoperability helps coordinate care for patients, especially those with chronic or complicated health issues.

Real-Time Data and Analytics

Real-time data allows providers to monitor patients’ vitals and detect any deterioration in their condition. Any changes are immediately available in the patient’s EHR, empowering the provider to adjust treatment and prioritize by urgency. Having a full picture of a patient’s condition as it progresses leads to better patient outcomes.

Analytics allows healthcare providers to assess patients’ EHRs more thoroughly by providing concrete data and identifying patterns that can assist in diagnosis. About 50% of doctors and hospitals plan to use advanced analytics and machine learning to suggest treatments and make some steps automatic. 

How Healthcare Practices Can Take Advantage of EHR Trends

Here are some hands-on steps healthcare practices can take immediately to use the latest EHR trends: 

Stay Updated on Rules.

Check for updates on EHR regulations. Ensure your practice is always compliant and making the most of new opportunities. 

Explore Cloud Services.

Research different cloud-based EHR providers. Find one that fits your practice’s needs and budget. Look for services with strong security measures and good reviews from other healthcare providers. 

Train Your Staff.

Set up training sessions for your team on the latest EHR features and best practices. This ensures everyone knows how to use the system efficiently and securely. 

Implement Automation for Routine Tasks.

Identify tasks that can be automated. This might include appointment scheduling or data entry. Integrate automation tools into your EHR system to save time. 

Link EHRs with Telehealth.

If you haven’t already, start offering telehealth services. Ensure your EHR system is fully integrated with your telehealth platform to streamline patient care. 

Prepare for Faster Internet.

Faster internet technologies are constantly being introduced. Verify that your EHR system and practice’s infrastructure can handle increased data speeds and volumes. 

Use Data Analytics.

Look at your EHR system’s data analytics tools. Gain insights into patient care trends, treatment outcomes, and operational efficiencies. This helps to better inform decision-making. 

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iSalus is proud to help sponsor the 8th annual Blue Ribbon Rally Car Show in Meridian, Idaho. The yearly event is hosted by one of our customers, Idaho Urologic Institute, and raises funds to support prostate cancer awareness while encouraging men to discuss with their healthcare provider if prostate cancer screening is right for them.

This year’s BRR Car Show will be held on Saturday, September 23rd, as part of National Prostate Cancer Awareness Month.

The Mission of Prostate Cancer Awareness Month

The month of September is dedicated to raising awareness of the dangers of prostate cancer.

In the U.S., 1 in 8 men will be diagnosed with the disease in their lifetime, according to the Prostate Cancer Foundation. It is the second most common cancer among men; unfortunately, there are often no early warning signs.

Prostate Cancer Awareness Month was founded to support those living with prostate cancer and to advocate for the importance of screening. Risk factors such as age and ethnicity impact screening timelines. Men 40 and over can speak with their doctor to understand the risk factors and determine when to begin screening.

How the Blue Ribbon Rally Supports Prostate Cancer Awareness

The BRR Car Show raises money by charging a registration fee for participating cars. Trophies are awarded to participating vehicles across categories, like People’s Choice and Kid’s Choice. The BRR is fortunate to also have many community and business partners that sponsor or donate to their event to help raise money for their charities.

Money is also raised through an event raffle. Attendees can purchase $10 raffle tickets to be entered into a drawing for a 7-night Alaskan cruise for two or a $3,000 travel credit. The car show will also include food trucks, face painting, music, and special guests.

Proceeds raised during the event are donated to two charities: Idaho2Fly and the Prostate Cancer Foundation.

About Idaho2Fly

Idaho2Fly is a volunteer-run nonprofit that gifts 3-day retreats to a world-class Idaho fly-fishing resort to men diagnosed with cancer—many of whom have prostate cancer.

In addition to fishing some of America’s most beautiful trout streams, guests join a series of moderated discussions. In these sessions, they can share their experiences and challenges with men facing similar issues.

Idaho2Fly hosts three retreats annually, funded by donations from events like the BRR Car Show. To learn more, please visit idaho2fly.org.

About the Prostate Cancer Foundation

A portion of the proceeds from the BRR Car Show will also go to the Prostate Cancer Foundation. The PCF funds the most promising research into better preventing, detecting, and treating the disease.

Currently, prostate cancer claims one man’s life in the United States every 15 minutes. The PCF envisions a world where it’s cured for good. Until then, they focus on supporting patients, their families, and researchers advancing treatment and detection methods.

To learn more, please visit pcf.org.

How to Support Prostate Cancer Awareness

So far, the Blue Ribbon Rally Car Show has raised over $100,000 for men battling cancer and the charities that support them. iSalus is proud to sponsor the car show and help the Idaho Urologic Institute make this the most successful event yet.

To learn more about the BRR Car Show, purchase raffle tickets for a 7-Night Alaskan Cruise (or $3000 travel credit), register your car, or donate, please visit idurology.com.

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