First of all let’s define some acronyms:
EHR: Electronic Health Records
AHIMA: American Health information Management Association
HIPPA: The Health Insurance Portability and Accountability Act of 1996 - The Privacy Rule provides federal protections for personal health information held by covered entities and gives patients an array of rights with respect to that information. At the same time, the Privacy Rule is balanced so that it permits the disclosure of personal health information needed for patient care and other important purposes.
ARRA: American Recovery and Reinvestment Act of 2009 – among thousands of other issues, the “meaningful use” requirements now being defined under federal rulemaking will address the use of EHRs.
OK. Just about everyone agrees that EHRs if universally accepted and implemented would bring down healthcare costs and improve patient care. Setting aside for the time being the sticky problem of where doctors will come up with the capital to convert their paper files to EHRs, there are a host of other issues that are emerging as EHRs begin moving into the system.
The AHIMA just wrapped up a two day conference in Chicago. On the agenda was how to apply existing new and old federal laws (designed to address legal issues regarding the reproduction and release of printed medical records) to the brave new world of EHRs. It seems that EHRs were originally “positioned as a physician’s tool”, according to Donald Mon, VP of Practice Leadership at AHIMA. They were not designed to be the legal record. Why does that matter?
In a recent court case, a plaintiff attorney requested a patient’s records from a practice that had converted to EHRs. The software the practice was using was not designed to efficiently create uniform printed pages. As a result the printed forms spit out by the software had no page numbers, headers or standard format. Some pages had a single paragraph or bullet point. The record for the single event at question ran to over 2000 pages!
But the problems run deeper than that. Because most EHR software was never designed to create secure legal documents as defined by federal law, the edit process allows the records to be modified by virtually anyone at any time, writing over previous entries and creating new, back dated entries. Some software removes the original author of a file and replaces it with the author of the most recent update. Obviously this can create enormous legal problems.
Almost all software has some audit capability. In the case of EHRs some audit functions go to the file level but not the data level. So in some cases you can determine when a file was created, who the original author was – but not what was entered! And on top of all of these issues you have those of patient access and privacy. A patient now has the right to request a record of all access to their personal files…many EHRs are not equipped to track and report all such data.
It is obvious that if EHRs are to become the accepted level of record keeping at America’s medical facilities a great deal of work needs to be done on the formats, standards, functionality and security of the software. Leading the evolution of these systems will be the AHIMA. Doctors need to keep track of the work of this organization and the impact rules and regulations may have on their own EHRs.
