Getting Started with the EMR

While the EMR Program team is completing the planning, integration and customization for PEI, you can get started by getting your clinic ready for implementation and putting forward an expression of interest to adopt an EMR.  Here’s how…

Are You and Your Team Ready?

While an EMR is an information technology tool, the implementation process is all about you and your colleagues shifting the way you work. For that reason, it is important that you and those you work with discuss making the decision to move to an EMR:

  • If working in shared practice, discuss with your colleagues and staff your interest in moving to an EMR. We know greater success is realized if the full clinic is onside and ready to adopt at the same time. Talk about why making the transition to an EMR may be good for your practice? Also, invite the conversation about what may be worrisome with the shift to an EMR. 
  • Enlist all your colleagues and staff to watch the introductory EMR webinar. 
  • Gauge your clinic’s readiness. Are your staff open to change? (Your EMR Advisor can support you through this if you do find your colleagues are not as prepared as you to make the shift).
  • Do you have the commitment of at least one clinician to lead and champion the change through all stages of the EMR implementation?

With a better understanding of your practice’s readiness to adopt, your EMR Advisor will be better informed to support you through the transition. Peer representatives on the EMR program Change Sponsorship Working Group will also be available to coach and guide you and your colleagues on how to best prepare yourselves personally for the change.  

Computer Skills Training Requirements

A basic knowledge of working with computers is required to support a smooth EMR transition. Now is a good time to work with your staff to assess their (and your) current comfort with technology and enhance those skills if needed. 

To determine if you or your colleagues require some initial computer skills training, please refer to the Computer Skills Training Requirements Guide.

Data Preparation 

For most EMR implementations it is not common practice to input all patient data from current paper form to the EMR. There is no requirement to scan all existing paper records.  

Best practice suggests, at the minimum, that the following Cumulative Patient Profile (CPP) information be captured: 

  • Problem lists
  • Past medical history
  • Medication profile
  • Allergies
  • Social history (e.g., smoking, alcohol use)
  • Family history (for cancer screening reminders/alerts)
  • Surgical history
  • Reminders about the patient
  • Private health insurance coverage

You and your staff may wish to go through all patient charts and ensure this information is currently captured and up to date. 
Webinars will be scheduled this April focusing on data preparation and migration activities.

Expression of Interest 

Submit an Expression of Interest to indicate you would like to find out more about what the EMR will mean for your clinic.
When you are ready, an EMR Advisor will walk you through the enrolment process for when you are ready to begin that next step.
Electronic Medical Record Expression of Interest

Enrollment 

When you are ready to proceed, you will then begin the EMR enrollment process, supported by the EMR Program.
Of note, as PrescribeIT® is a 3rd party service operated by Canada Health Infoway, there will be an additional enrolment step to register for use.  The functionality for electronic prescription management will be included in the EMR demonstrations.
 

Clinic Scheduling Factors

  • The EMR Program goal is to have the majority of providers using the solution by the end of March 2022.
  • To achieve this, we foresee implementing multiple sites in parallel. 
  • This will require strategic use of our EMR Program resources to ensure we have the right teams on the ground at the right time to minimize disruptions to patient care.
  • Some factors that may impact the scheduling:
    • Level of enrollment (e.g., majority of providers in a given site or group practice have enrolled)
    • Clinic readiness – staff ready for change, data prepared, level of computer literacy, required hardware and software acquired, etc.
    • Geographical clustering
    • New clinics
  • Once you have enrolled, we will continue to update you on the scheduling plans to ensure you have enough lead time to prepare.

Implementing the EMR in Your Practice 

Below is an overview of the implementation steps:

Phase Major Activities Approx. Elapsed Time Approx. Clinic Effort
Phase 1: Enrollment

Submit Expression of Interest Form
Watch pre-recorded Webinars/Demos
Provide Information for Enrollment
Sign the Participation Agreement
Download Pre-Implementation Checklist

Earlier the better (min 20 weeks before Go Live) 3-4 hours
Phase 2: Initiation and Planning Identify your clinic lead
Participate in Project Kick-off meeting
Participate in Clinic Needs Assessment
Participate in planning and discovery activities
12-14 weeks prior to Go Live 8-12 hours
Phase 3: Design and Build Participate in Customizations (Provide requirements)
Retrieve data extract from existing EMR
Provide input for Data Migration
Complete Data Validation
Complete System Testing
8-12 weeks prior to Go Live Variable (plan for 12-16 hours)
Phase 4: Go Live Complete User Training
Prepare for Go Live (Arrange Patient Load, Support, etc)
Personalize EMR
Week of Go Live Variable (min 24 hours)
Phase 5: Post Go Live / Continuing Support Participate in weekly Support calls
Complete post Go Live training
4-5 weeks after Go Live 12 hours


For more information, contact the EMR Program by sending an email to emrprogram@gov.pe.ca
 

Published date: 
April 1, 2021
Health and Wellness

General Inquiries

Department of Health and Wellness
4th Floor North, Shaw Building
105 Rochford Street
Charlottetown, PE   C1A 7N8

Phone: 902-368-6414
Fax: 902-368-4121

DeptHW@gov.pe.ca