Hospital EHR transitions, particularly to systems like Epic or Cerner, can be a significant challenge for pathology and radiology groups. These systems require new forms, files, and billing processes to be set up accurately so transitions often require extensive adjustments in professional billing processes, data completeness, and overall system integration. In this post, we’ll explore the common hurdles these practices face during such transitions and how expert support can streamline the process.
Professional Billing Support
From setting up new forms and files to ensuring data completeness, the goal is to minimize the burden on medical professionals. Accurate setup is crucial, as mistakes can lead to significant disruptions in billing and reimbursement processes. Here are some essential tips and advice for navigating a successful hospital system transition:
- Early Preparation and Planning: Begin preparing for the transition as early as possible. Gather all necessary documentation, understand the requirements of the new system, and develop a detailed plan to guide the process.
- Engage with IT and Billing Teams: Maintain open communication with both your IT department and billing team. Ensure that everyone understands their roles and responsibilities and that there is a clear line of communication for addressing any issues that arise.
- Leverage Expert Support: Utilize the expertise of experienced professionals who have managed similar transitions. Look for a partner who can provide templates and layouts that have been successful in previous transitions, reducing the need to reinvent the wheel.
- Focus on Data Completeness: Verify that all data transferred to the new system is complete and accurate. This includes ensuring that billing codes, patient information, and other critical data are correctly mapped from the old system to the new one.
- Test Thoroughly: Before going live with the new system, conduct thorough testing to identify and resolve any issues. This includes using a test environment to ensure that the billing process works as expected and that no data is lost or corrupted during the transition.
- Training and Support: Provide adequate training for your team on the new system. Ensure that they understand how to use the new forms and files and that they have access to support resources if they encounter any difficulties.
- Monitor and Adjust: After the transition, closely monitor the billing process to ensure that everything is functioning correctly. Be prepared to make adjustments as needed and address any issues that arise promptly.
Data Completeness and Accuracy
One of the critical aspects of a successful transition is ensuring data completeness. Verifying that the same codes are received in the new system as in the old one is essential. Your team should be able to identify the exact format and data elements required. Layouts that have proven successful in previous transitions can be especially helpful.
The Importance of Getting It Right the First Time
During these transitions, there’s often only one chance to get the setup right. Once the transition team moves on, it becomes challenging to regain their attention. This makes it imperative to address all issues during the initial setup phase, ensuring the professional billing component is fully integrated and functional.
Summary
Hospital system transitions can be a significant hurdle for pathology and radiology practices. However, with expert support in professional billing and data management, these transitions can be managed effectively. Ensuring accuracy and completeness during the initial setup phase is crucial to avoid long-term disruptions and maintain smooth operations.
Infinx has CPAs and MBAs with more than 50 years of combined experience who are focused on maximizing profitability for each client. Schedule a meeting with our team to see for yourself how we understand the complexities of pathology and radiology billing.
