With the workload that medical professionals carry, they cannot spend the time vital to patient care searching for the needed data. Information should flow unimpeded through the systems of the healthcare facility, like blood through the vessels of a healthy person.
EHR integration, providing access to valuable data directly at the workplaces of doctors and nurses, enhances the efficiency of software systems in healthcare organizations. Medical practice management systems, common software products in hospitals and clinics, are no exception.
In this article, you will learn about the benefits that EHR integration with practice management software (PMS) can bring to your medical facility, the features of this process, and how to properly implement it.
Medical Practice Management and EHR Integrations: Highlights
What are EHR Systems and PMS Systems?
Electronic Health Records (EHR) are digital versions of patients’ medical histories, maintained by healthcare providers over time. They include key administrative and clinical data relevant to patient care, such as demographics, progress notes, problems, medications, vital signs, past medical history, immunizations, laboratory data, and radiology reports.
Unlike paper records, EHRs are stored electronically and can be easily accessed by authorized healthcare providers. They contain a comprehensive view of a patient’s health information, including diagnoses, medications, treatment plans, immunization dates, allergies, radiology images, and laboratory results.
EHRs are designed to be shared across different healthcare settings, allowing doctors, nurses, and other healthcare professionals to view and update a patient’s information in real-time. This ability to quickly share information helps improve the coordination of care, reduce errors, and ensure that patients receive the best possible treatment.
According to data of Office of the National Coordinator for Health IT, as of 2021, 88% of U.S. office-based physicians adopted any EHR, and 78% had adopted a certified EHR
Practice Management Software (PMS) is a digital solution designed to handle all the administrative processes that keep a practice running smoothly. It automates and digitizes the bulk of everyday operational tasks in healthcare practices of all types.
With features like appointment scheduling, patient registration, billing, and reporting, these systems ensure that the business side of a medical facility operates seamlessly. According to a survey by the Medical Group Management Association (MGMA), 85% of medical practices in the U.S. use some form of practice management software.
The main difference between an EHR and practice management software lies in their intended purpose. EHR software is designed to manage patient medical data, while a PMS is meant to streamline administrative processes. Both systems can store patient information, but an EHR system stores clinical data that can be shared with other providers, while a PMS stores insurance, payment, and contact information.
EHR System Types and Their Differences
Electronic Health Record (EHR) systems come in vзrious forms, each designed to meet the specific needs of different healthcare providers. Here’s a breakdown of the main types of EHR systems and how they differ.
1. By location of servers where data is stored:
- On-premise EHR systems store data locally on servers, as a rule, within the healthcare facility. This type of system provides full control over data security and system management.
- Cloud-based EHR systems store patient data on remote servers, accessible via the internet. These systems are popular because they offer flexibility, allowing healthcare providers to access records from anywhere with an internet connection. The possibility of cutting additional investments in IT infrastructure is also a matter.
See how a representative of a medical practice company commented on the criteria for choosing an electronic health record (EHR) system in his feedback.
2. By terms of use:
- Open-source EHR systems are customizable and free to use, offering healthcare providers the flexibility to modify the software to meet their specific needs. These systems are often supported by a community of developers who contribute to their development.
- Vendor EHR systems are pre-built, commercially available solutions provided by third-party companies. Such systems are designed to meet the general needs of a wide range of healthcare facilities and come with a set of standardized features and functionalities.
- Custom EHR systems are bespoke solutions developed specifically for a particular healthcare organization. Unlike vendor EHR systems, custom EHRs are built from the ground up to meet the unique needs and workflows of a specific practice or hospital. This customization allows healthcare providers to have a system that aligns perfectly with their clinical processes, patient care strategies, and administrative requirements.
EHR Systems for Different Healthcare Facilities
Different healthcare facilities have unique needs when it comes to EHR systems. The financial and infrastructural capabilities of various healthcare organizations also matter Here’s a breakdown:
Large Hospitals
Large hospitals and healthcare systems often use comprehensive EHR solutions designed to handle the complex needs of multi-specialty hospitals. The ability to integrate various departments, provide detailed analytics, and support large-scale data management are a priority for healthcare facilities of this type. These EHR systems have extensive interoperability features, allowing for seamless communication across different departments and external healthcare providers
At the same time, such organizations have the financial and infrastructural capabilities to use on-premise EHR systems installed and maintained on local servers within the healthcare facility. These systems offer full control over data storage and security, making them ideal for hospitals prioritizing data protection and customization.
Small Private Practices
Small private practices, such as family medicine or solo practitioner clinics, typically use cloud-based EHR systems due to their lower upfront costs, flexibility, and ease of implementation without requiring extensive IT infrastructure.
Specialty Clinics
Specialty clinics, such as dermatology or cardiology centers, often require EHR systems tailored to their specific needs. Such specialty-specific EHR systems are available, in particular, for gastroenterology, ophthalmology, and dermatology practices, etc.
Public Health Clinics
Public health clinics, often funded by government programs, may use more budget-conscious, as a rule, cloud-based EHR solutions.
Such medical facilities that serve large, diverse populations also need comprehensive solutions that offer a full range of features including scheduling, documentation, billing, etc.
Benefits of Medical Practice Management with Integrated EHR Systems
PMS-EHR integration has enhanced healthcare delivery, enhancing efficiency, patient care, and overall practice performance. Real reviews of users from healthcare organizations complement the general picture of the advantages of EHR integration with other medical software systems.
Streamlined Workflow and Improved Efficiency
Integrating EHR with practice management solutions creates a unified system that streamlines billing, appointment scheduling, and patient communication. This integration significantly improves workflow efficiency, allowing your team to accomplish more in a day without additional stress. In fast-paced healthcare environments, this streamlined workflow is invaluable.
The automation provided by integrated systems manages appointment schedules, billing due dates, and patient reminders automatically. This approach reduces the workload on staff, allowing healthcare providers to focus more on delivering quality patient care. The result is a more organized and efficient process that benefits both the practice and its patients.
Enhanced Patient Care and Engagement
One of the most significant advantages of integrated EHR and practice management systems is the improvement in patient care. With all patient information available on a single platform, healthcare providers can make more informed clinical decisions based on a complete, up-to-date patient health record.
This comprehensive view allows for more effective diagnosis and treatment plans, and, as a result, better patient outcomes.
Moreover, integrated systems foster higher patient engagement. When patients have access to their health records from the comfort of their homes, they feel more invested in their health . This increased engagement leads to better patient outcomes as patients are more likely to actively participate in their care plans, follow-up sessions, and adhere to prescriptions.
Improved Communication and Coordination
Integrated systems significantly enhance communication and coordination within healthcare practices. They provide a standard system that increases performance efficiency, reduces the chances of errors, and lowers patient waiting times. The ability to share patients’ records across institutions saves effort and time, assisting doctors in planning and documenting.
Furthermore, these systems can improve understanding between providers via clearer communication. This enhanced communication leads to better coordination of care, ultimately benefiting the patient.
Financial Benefits and Claims Processing
An integrated EHR and practice management system has significant financial benefits for healthcare practices. It allows for more efficient claims processing by ensuring accurate information is conveyed both ways. Billers can access the medical record side of the system when filing a claim, eliminating the need to contact doctors about claims and medical records.
Moreover, an integrated solution enables healthcare providers to review their practice’s financial aspects alongside medical records. This transparency allows providers to check their claims and accounts receivable at any time, giving them better control and peace of mind regarding their finances.
6 Top Challenges of Electronic Health Record Integration
When planning integration with EHR, you aim at increased efficiency of healthcare operations, streamlining workflows of your healthcare facility, and improvement of patient experience. At the same time, it is necessary to keep in mind the issues that may arise due to shortcomings when integrating.
Below you can see healthcare professionals’ feedback on typical drawbacks of EHR software integrations. Also, based on our experience with EHR integration best practices, we provide practical recommendations for preventing such undesirable consequences. These actionable insights will help you when integrating.
Migrating Data Issues
When your healthcare facility works with information on hundreds or thousands of patients, migrating data issues can jeopardize operations and require additional efforts to resolve them.
Thus, the unpreparedness of data migration is one of the possible pitfalls of electronic health record integration. Therefore, EHR integration solutions should include the procedure and technical details of data migration.
Prevention recommendations:
- Data Audit: Your staff together with the EHR integration services team can conduct a thorough audit of the existing data to identify what needs to be transferred and possible interoperability challenges.
- Clear Data Migration Plan: Develop and implement a comprehensive data plan that includes data mapping and validation, detailed transfer procedures, testing to ensure data accuracy and completeness, and continuous monitoring.
Performance and Reliability Issues
The simultaneous operation of many software systems, intensive data exchange, and a significant number of requests for access to integrated electronic health records increase the load on the IT infrastructure. Are all healthcare organizations preparing for this when they do EHR integration? Judging by the reviews of medical professionals, no, as a result of which they have to face failures and slowdowns of the software.
Prevention recommendations:
- Invest in Infrastructure: Ensure that the necessary hardware or cloud-based solutions are in place to support the software’s performance requirements.
- Conduct Regular Maintenance: Schedule regular maintenance checks to optimize system performance and address any issues proactively.
Lack of Seamless Data Exchange
Troublesome data exchange between software systems running in a healthcare organization, primarily PMS and EHR, is often the result of poor integration.
Prevention recommendations:
- Ensure Systems Interoperability: Make sure that the EHR and PMS may work together providing seamless data exchange. To achieve this goal, EHR integration solutions may include the development of custom APIs, gateways, additional services, etc.
- Regularly Update Software: Keep all systems updated to minimize compatibility issues and bugs.
Complexity of integrated systems
Difficulty using several synchronously working software products at once can nullify the positive impact of EHR integration. Here, for example, as stated in the review below.
Physicians and nurses don’t have to waste time searching for data that is needed immediately, navigating complex navigation, or keeping multiple interfaces in view.
Prevention recommendations:
- Staff Training: Provide comprehensive training for staff on the integrated EHR software and its connection with other software systems of the healthcare facility, primarily the practice management system.
- Customization of integrated software products: Identify with the EHR integration services provider which settings and add-ons will help improve the user experience.
Functionality gaps and weaknesses
Seamless access to the electronic health record (EHR), as well as robust operation of such functions as appointment scheduling, patient registration, etc., enhance many areas of the work of a medical facility.
At the same time, it is crucial that after EHR integration, your staff receives a balanced feature set that covers all aspects of their daily activities and does not have gaps and weak points that can cause workflow disruption.
Prevention recommendations:
- Additional Integrations: Seamless data exchange with banking, accounting, pharmacy systems, and databases will help eliminate white spots in the overall information picture.
- Implementing missing features: The introduction of an independent custom software module or the integration of a 3rd-party service can be a solution that will help streamline the functionality of systems running in the healthcare organization.
EHR Integration Challenges Associated with Data Security & Privacy
Data security and privacy are paramount concerns in EHR integration. Patients have the right to understand how their data is used. Healthcare providers and other stakeholders must have confidence that the data being shared is secure and their systems won’t be compromised by external vendors or unauthorized access. Ensuring data privacy is not just a legal obligation but also a key factor in maintaining public trust in EHR systems.
At the same time, the level of potential threats of leaking confidential health data is high:
- The U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR) received reports about 5,887 healthcare data breaches of 500 or more health records from 2009 to 2023
- 87% of healthcare organizations have experienced a data breach involving EHRs, highlighting the ongoing concerns regarding data security
- The value of health information determines that the cost of the average data breach in the healthcare industry is about $11 million in 2023, increasing by 53% from 2020, and also more than double the average for all industries ($4.45 M)
Prevention recommendations:
- Implement Strong Security Protocols: Use encryption and secure access methods to protect patient data.
- Conduct Regular Security Audits: Regularly evaluate the system for vulnerabilities and ensure compliance with HIPAA regulations.
Standards and Rules for Integrated Electronic Health Record Systems
HIPAA
The Health Insurance Portability and Accountability Act (HIPAA) is foundational for any electronic health record (EHR) system in the United States. It sets strict guidelines for the protection of patient information.
HIPAA requires that all healthcare providers, as well as their business associates, maintain the confidentiality, integrity, and availability of protected health information (PHI). EHR systems must have safeguards in place to prevent unauthorized access, whether through encryption, access controls, or regular audits.
HL7 and FHIR
Health Level Seven (HL7) is a set of international standards for the exchange of health information. The Fast Healthcare Interoperability Resources (FHIR) standard, developed by HL7, is particularly important for modern EHR systems.
FHIR enables easier data exchange between different healthcare systems by using a web-based approach. It supports seamless integration, allowing healthcare providers to access and share patient information more efficiently, improving care coordination.
ISO 13606:2019
ISO 13606:2019 is an international standard focused on the exchange of electronic health record information. It emphasizes the preservation of the meaning of the information exchanged, ensuring that clinical data remains accurate and understandable across different systems.
This standard is crucial for maintaining data integrity when integrating EHR systems, particularly in multi-national healthcare environments.
ONC (ONC-ATCB) EHR Certification
The Office of the National Coordinator for Health Information Technology (ONC) oversees the certification of EHR systems in the U.S. through Authorized Testing and Certification Bodies (ONC-ATCB). EHR systems must meet specific criteria to be certified, ensuring they can effectively support meaningful use requirements.
ONC certification guarantees that an EHR system is capable of secure data exchange and can provide the necessary functions to support healthcare providers in delivering quality care.
CCHIT
The Certification Commission for Health Information Technology (CCHIT) was one of the first organizations to certify EHR systems. Although CCHIT was sunsetted in 2014, its standards laid the groundwork for current certification processes.
CCHIT-certified EHRs were assessed for functionality, interoperability, and security, ensuring they met the rigorous demands of healthcare providers.
HITECH
The Health Information Technology for Economic and Clinical Health (HITECH) Act was enacted to promote the adoption and meaningful use of health information technology.
HITECH expanded the scope of HIPAA by increasing penalties for breaches and requiring healthcare providers to report data breaches. It also provided incentives for the adoption of certified EHR technology, encouraging healthcare organizations to transition to digital records while ensuring patient information is protected.
HITRUST CSF
The Health Information Trust Alliance (HITRUST) Common Security Framework (CSF) is a comprehensive framework that incorporates various standards, including HIPAA and ISO, to ensure the security of healthcare information.
HITRUST CSF certification is a mark of trust, indicating that an EHR system meets the highest standards for protecting sensitive health data. It provides a scalable security framework that can be tailored to the specific needs of an organization.
CCPA
The California Consumer Privacy Act (CCPA) extends privacy protections to residents of California, giving them greater control over their personal information.
For healthcare providers operating in California, CCPA compliance is essential. EHR systems must be designed to allow patients to access, delete, and opt out of the sale of their personal information, ensuring that their rights are protected under this law.
GDPR
The General Data Protection Regulation (GDPR) is a European Union regulation that governs the protection of personal data. While it is primarily a European standard, U.S. healthcare organizations that handle the data of EU citizens must comply with GDPR.
EHR systems must ensure that patient data is processed in a manner that is lawful, transparent, and secure. GDPR compliance also requires that patients have the right to access their data and request corrections or deletions.
EHR Interoperability as a Cornerstone of EHR Integrations
Interoperability enables different EHR systems to communicate and exchange information seamlessly. Without interoperability, healthcare providers cannot fully leverage the benefits of integrated EHR systems.
Standards like ANSI X12 and NCPDP have been established to regulate data exchange in specific sectors, such as the pharmaceutical industry, and initiatives like the HITECH Act, Direct Project, and Blue Button have furthered the goals of interoperability. They ensure that data can be shared accurately and efficiently, regardless of the system being used.
By adhering to these standards and rules, healthcare organizations can build EHR integration solutions that support better patient care, improve operational efficiency, and comply with regulatory requirements.
Ways for EHR data Integration: Hospitals, Clinics, Practices, Organizations
The specific needs of different types of healthcare organizations determine the priorities and features of EHR integrations for them.
Hospitals
EHR integration for hospitals enables seamless, efficient, and secure information sharing among healthcare providers. This reduces errors when transferring medical records between different systems, ensuring safer and more effective care. Real-time access to clinical decision support tools enhances communication and helps in providing timely interventions at the point of care.
Clinics
For clinics, health systems that integrate EHR allow doctors and nurses to quickly access patient records and other crucial health information, leading to faster diagnoses and more effective care plans. Efficient record-keeping also aids in billing and resource management, improving patient flow. EHR integration fosters collaboration across multiple clinics, linking smaller clinics with larger treatment centers.
Primary Care Physicians
EHR integration solutions allow primary care physicians to streamline their workflows and make informed, evidence-based decisions. It also reduces the risk of medical errors by ensuring easy access to accurate patient records.
Specialty Care Providers
For specialty care providers, EHR interoperability facilitates better care coordination across various medical disciplines. An integrated system allows for secure information sharing and enhances compliance with regulatory requirements through improved documentation.
Behavioral Health Providers
Behavioral health providers benefit from EHR integration by gaining a comprehensive view of a patient’s history. This allows for more accurate assessments and appropriate treatment planning based on past behaviors or diagnoses.
Laboratory Services
Laboratory services rely on EHR integration to quickly incorporate test results into a patient’s medical history. This enables other healthcare professionals to access these results in real-time, allowing for faster and more accurate treatment decisions. Secure sharing of test orders between systems further streamlines the process.
Pharmacies
EHR integration for pharmacies provides accurate access to patient demographics, medication histories, allergies, and past treatments. This information is vital in preventing adverse drug interactions and ensuring safe prescribing practices.
Durable Medical Equipment (DME) Providers
DME providers need EHR integration to connect effectively with patients, physicians, and other healthcare professionals. An automated system enables quick updates to patient records, accurate measurements, and identification of care delivery opportunities. It also streamlines ordering, delivery of equipment, and reimbursement processes.
Diagnostic Imaging Services
For diagnostic imaging services, EHR integration is key to providing a seamless clinical experience. It allows for the timely and accurate exchange of patient information, leading to more effective diagnoses. Integration also facilitates the easy sharing of pertinent medical information, enhancing the continuity of care between providers.
Researchers and Public Health Organizations
Researchers and public health organizations benefit from EHR integration by gaining quick access to comprehensive patient information from various sources. This integration supports the development of evidence-based studies aimed at improving population-level healthcare delivery. EHR integration also accelerates research efforts by enabling fast data migration between providers, and preserving protected health information (PHI).
Government Agencies
Government agencies require EHR integration to improve communication across facilities, centralize medical record-keeping, and enhance decision-making in healthcare. Access to integrated data aids in developing effective policies and supports efficient care delivery and population planning.
Types of EHR integration
Different types of EHR integration enable smooth data sharing across healthcare systems:
Bi-directional Data Exchange
This type of integration allows systems to communicate back and forth, ensuring that information in both systems is consistently updated. For example, if a patient’s medication list is modified in the EHR, those changes are immediately reflected in the pharmacy system, keeping both systems in sync with the latest data.
Point-to-Point Integration
Point-to-point integration directly connects two specific systems, enabling a focused exchange of data. For instance, integrating an imaging system with an EHR allows healthcare providers to access diagnostic images directly within the patient’s electronic record, streamlining workflows and improving access to critical information.
API Integration
APIs, or Application Programming Interfaces, serve as intermediaries that facilitate data sharing between different systems based on established protocols. This approach provides flexibility, allowing for integration with a wide variety of healthcare systems. An example would be an API that connects a PMS to the EHR, giving doctors secure access to patients` health records from anywhere.
EHR Integration Solutions by Riseapps
Riseapps, as an EHR integration company, has experience developing many end-to-end solutions that are seamlessly integrated with various medical apps and systems. Ensuring EHR interoperability has led to groundbreaking results for our clients, healthcare organizations.
You can explore two case studies that demonstrate the advantages of EHR integration:
Black Doctor 24/7
Black Doctor 24/7 is a pioneering telemedicine platform that integrates virtual assistant technology to streamline patient-doctor relationships and provide amputation-prevention care. Founded by Dr. Bill J. Releford, a renowned podiatric surgeon specializing in diabetic amputation prevention, the platform’s mission is to decrease amputation rates among African Americans, especially in underserved communities.
Riseapps developed several key solutions for Black Doctor 24/7:
- Mobile and web UI/UX design: Intuitive interfaces for both physician and patient-faced applications, ensuring engaging user experiences and modern navigation flows.
- EHR Integration: EHR integration provides doctors with complete information to strengthen the validity of decisions made at all stages of consultation, diagnosis, and treatment.
- Clinically-tested AI assistant: Leveraging Infermedica API to empower the platform with AI-driven virtual assistance for patient-focused care delivery. Implementation of a 24/7 available virtual assistant named Amina to automate patient care delivery and minimize missed diagnoses.
Project results:
- Reduced patient service time by 65%
- Decreased care delivery overheads by 40%
- Achieved 100% HIPAA compliance, verified by an external certified vendor
- Accelerated wound assessment and diagnosis
The Wound Pros
The Wound Pros is a US-based, AI-driven wound care management services company and a Medicare Part B Biller. They approached Riseapps to redesign their complex multi-component medical data management system and transfer elaborate Smartsheet data management to an intuitive web-based platform.
Providing software development and EHR integration services, Riseapps delivered the following solutions.
Customized patient data management dashboard:
Centralized administration of patients’ wound healing progress, insurance details, and document management.
Appointment schedule module:
Facilitates on-the-go planning of visits in a digital and remote-based manner .
Supply ordering/tracking system:
Enables physicians to order medicines, manage warehouse availability, plan logistics operations, and track delivery status in one place.
Patient-related report generation module:
Provides insightful and cross-platform compatible data views .
Multi-component dashboard module:
Streamlines monitoring, analysis, and management of baseline statistics for executives.
Advanced map visualization:
Offers a picture-based overview of core assets like consultants, patients, facilities, and appointments.
Mobile-first application for nurses:
A comprehensive tracking system for patient management, appointment scheduling, automated routing data generation, and real-time chatting.
Project results:
- Cut patient care delivery costs by 65%
- Increased wound healing rates by 34%
- Ensured 100% HIPAA compliance
- Reduced time spent on wound treatment and management by 3 times due to streamlined workflows and interoperability
These case studies demonstrate tailored EHR integration solutions that address the unique challenges faced by different healthcare providers. By leveraging cutting-edge technologies and a deep understanding of healthcare workflows, Riseapps has helped its clients transform healthcare delivery, improving outcomes for both providers and patients.
EHR Integration Services by Riseapps
Implementing an Electronic Health Record (EHR) system demands significant experience and meticulous planning. Here’s a step-by-step guide that outlines the essential phases:
Preparation
Step 1. Develop an integration plan
Creating a detailed EHR integration plan is the first step. This plan should outline the key steps a healthcare organization will follow during the rollout. Typically, executives within the organization contribute to this planning.
Before proceeding, ensure that the facility’s current infrastructure can handle the EHR system, including data transfer and bandwidth requirements. Define the essential functionalities and metrics to gauge success, and establish workflows for data entry, scheduling, billing, and patient communication.
Step 2. Establish an integration team
Effective EHR integration relies on strong communication among stakeholders. Designate key executives to lead the process and ensure they are prepared to address any complexities that arise quickly.
Step 3. Budget assessment
EHR systems can enhance return on investment by improving operational efficiency and reducing costs. When setting your budget, factor in potential additional costs, such as security, maintenance, system updates, customization, training, hardware, certifications, integration, and consulting fees.
Step 4. Infrastructure preparation
Whether opting for a web-based or on-premises EHR system, the facility’s IT infrastructure must be ready. Ensure that security and communication protocols are in place to guarantee consistent uptime. Verify that the system complies with all relevant security and privacy standards. If using an on-premises system, confirm that the facility has adequate hardware, such as servers and mobile devices. Also, prepare legacy systems for data transfer by considering data volume, entry procedures, and validation.
Implementation
Step 5. Build and implement an EHR integration solutions
At this stage, the EHR integration services team implements the plan prepared at the beginning of the process. For this, healthcare software engineers can use both the toolkit of vendor EHR systems (APIs, SDKs) and custom-designed software modules, APIs, gateways, services, etc. Training your staff to use the EHR system is also critical for a smooth transition.
Step 6. Monitor and evaluate integrated software systems performance
Measure the integrated health record and PMS systems` performance using the metrics defined during the planning phase. Pay close attention to feedback from both staff and patients, as this can reveal areas for improvement in the systems` interface and functionality.
Post-Integration Management
Step 7. System improvement
After the system is stable and initial issues are resolved, focus on further enhancements. Recognize that EHR implementation is an ongoing process involving regular optimization and additional training. Areas for improvement include employee productivity, profitability, patient comfort, and system features—such as incorporating advanced technologies like artificial intelligence.
Step 8. Ongoing support
To ensure a positive user experience, provide responsive support. Quick and effective responses to user queries lead to greater satisfaction and customer loyalty.
