The dream of the paperless office has proven to be difficult to achieve. Doctors implement practice management software but somehow there still seems to be a lot of paper around. When the practice moves to a new location, it is an ideal opportunity to get rid of the old, inefficient procedures.

Why Can't We Get Rid of Paper?

It is difficult to redirect the bureaucratic momentum even in a small office. The staff has a familiar and comfortable routine, perfected over years of practice. Patients are cared for. Records are filed. Everything runs smoothly so there is unconscious resistance to change.

Fully utilizing all the features of the new practice management software system requires changing many of the underlying procedures. Since office staff and doctors aren't familiar with the new system, it feels alien and clumsy. Records are hard to locate, not because of the software but because people can't remember the new system. Patients have to wait while staff stumbles through the new procedures. Soon everyone is insisting the old system was better.

This learning curve is completely normal and getting past it is essential to proper adoption of practice management software. However it's hard to give up a familiar way of doing things.

When Everything's Changing, A Few More Changes Don't Matter

Some offices resist adopting new practice management software during a change in location because they feel it is too hard. With everything up in the air, implementing a new system seems foolish. Actually, this period of chaos is an ideal time to revamp the organization and bring on new ideas.

Since the office will be a bit disorganized after the move, old procedures aren't as familiar and comfortable. The staff is less resistant to change since so much is different. As they adapt to a new phone system, a different examination room layout and other changes it is just as easy to get used to a new EMR software system as well.

Rebuilding the Operation

Moving can be an opportunity to jump into new practice management software with both feet. The entire office procedure, from appointment setting to patient arrival to e-prescription management, can be rewritten and optimized to the EMR system.

This planning should be done well in advance of the move. Everyone in the office should be involved and allowed to express their concerns about the new practice management software. A well-designed system that addresses the needs and concerns of everyone from the reception desk to the examination room has a much better chance of success than a haphazard adoption of new procedures.

Policies should go beyond the use of the practice management software. Ideas as simple as where lab results will be put for entry into the system or when patient information will be entered streamline the operation and ease the transition.

By combining the learning curves of the new location and the new software, the total disruption to the office can be minimized.