The principal goal when implementing a health information technology solution in the office is to transition from a "batch and queue" system to a system that exhibits continuous flow. Most paper-based physician office systems have piles of charts in various places (batches of charts) waiting for something to be done with them (in-line or "queue"). Computerization should make this older system disappear to be replaced by a continuous flow system where information is available everywhere in the office simultaneously, can be viewed anywhere in the office simultaneously and can be acted on immediately anywhere in the office.
This continuous flow is made possible by a number of technological features as well as a new philosophy of working:
- A robust electronic messaging system within the office and for practices with more than one location is essential. Couple this with computerized faxing and, if feasible, patient access to the physician via e-mail, and it is now possible to tackle everyday tasks expeditiously and completely. Because patients know that they can get their needs met with minimal effort and trouble, they are less likely to call for trivial matters. Meeting patients' needs in this way has a profound effect. It significantly reduces office workload and decreases frustration and anxiety in your office. Both physicians and staff then find they have added time to effectively treat patients during the office visit and also improve the current system.
- A robust system for receiving and sending electronic documents from anywhere in the office environment (as well as possibly at home) can save tremendous amounts of time as well. This involves e-mail and electronic fax capabilities throughout the office. Consultations, radiology reports and other documents will be received by fax modem and will no longer converted into paper form. The documents are electronically reviewed and signed if necessary and routed to the appropriate chart.
