GVHC - Approach to abstracting data from existing paper charts into EMR

At GVHC, EMR is rolled out in two phases.
During Phase 1, our original process asked users to populate allergies and medications into the electronic chart, as well as scan in any current paperwork that is usually collected by the Front Office Staff.
It was determined that pre-populating allergies and medications was a time consuming step and more often than not the med list was out dated or not fully documented. This turned into wasted effort by the staff and it was decided that this information would be reconciled with the patient during their visit. As it stands today, the only pre-population of data that is done is scanning in up-to-date forms that are required to be collected by front office staff. This allows the staff to identify what is outstanding so they can collect it during the next visit.
Other efforts to pre-populate the electronic chart focused on chart conversion. Specific requirements were given to Medical Records by the Clinical Committee in order to identify what needed to be converted from Paper to Electronic chart (for example, consults, x-rays, previous progress notes, etc). This allowed standardization and clear guidelines of what information was required for conversion. The chart was then given to the provider who would flag additional documents to be scanned in. The chart conversion process had a huge impact on Medical Records and we discovered that they did not have the resources to convert charts and manage the daily demand they were faced with. It was decided that we would hold off on converting the chart and continue to keep it readily available as providers need it.
During the 2nd phase of the implementation our clinicians begin to build patient data electronically, while still continuing practices from phase 1.
The Master Problem List, and patient’s health history are keyed in during the patients visit. Immunization history is scanned in and kept in the file electronically. Any current shots, immunizations, and procedures performed on the patient are ordered and documented electronically. Any paperwork that is generated or received on behalf the patient is scanned in and stored electronically.
When the Primary Care Physician is comfortable with the information captured in EMR, they inform Medical Records and this chart is no longer pulled for them for future visits. However, the chart is still available when the patient is seen by someone other than the Primary Care Physician and it is needed.
We use our practice management system to document which charts are paper, electronic, both, or completely converted. This method has been helpful and eliminates duplicate effort with staff and the pre-flow process.