EHR Made Easy - How Virtual Assistants Handle Pre-Chart Prep and Document Uploads
EHRs are more than mere digitized paper records - they are essential tools that make patient information more accessible and organized. But managing EHRs can take up a lot of time, pulling physicians away from what they do best – taking care of patients. In fact, studies show that physicians spend nearly 2 hours on EHRs for every hour of direct patient care. This imbalance not only leads to burnout but also reduces the quality of care patients receive. That’s where virtual assistants step in. By handling pre-chart preparation and document uploads they help physicians streamline workflows, improve efficiency, and focus on patient care. In this blog post, we’ll explore how virtual assistants can help reduce the EHR-workload, enhance productivity and ultimately improve patient care.
What is Pre-Chart Preparation?
Pre-chart preparation is all about getting patient information ready before their appointment. It involves gathering, reviewing and organizing everything so that physicians have all the necessary information at their fingertips, to make the patient visit smooth and efficient.
How Virtual Assistants Handle Pre-Chart Prep Work
Virtual assistants are highly skilled and trained professionals who can take over the time-consuming tasks associated with pre-chart preparation. Here’s how they do it.
1. Reviewing Patient Histories
VAs access the EHR to review previous visit notes, diagnoses, medications, allergies, and test results. They summarize key details and highlight important information, so the physician can quickly understand the patient’s medical history.
2. Updating Medication Lists
Keeping track of medications is essential for safe and effective treatment. Virtual assistants review prescriptions, make changes if a patient reports any, and flag issues such as drug interactions or low refills.
3. Gathering Lab and Test Results
Lab results and diagnostic reports can be all over the place. Virtual assistants make sure all recent lab work, imaging results and specialist reports are added to the patient’s record and ready before the appointment.
4. Confirming Patient Demographics
Accurate insurance and demographic details prevent billing issues. Virtual assistants verify insurance coverage and ensure that contact information, including addresses and phone numbers, is correct. They also report any issues, so that they can be resolved before the appointment.
How Virtual Assistants Assist with Document Uploading
In addition to pre-chart preparation, virtual assistants play a vital role in managing document uploads into EHRs. Here’s how they handle this task.
1. Scanning and Categorizing Documents
VAs ensure that scanned or electronic documents are categorized correctly within the EHR. Whether it’s a referral, lab report, or consent form, they place it in the appropriate section of the EHR for easy access.
2. Renaming and Organizing Files
To maintain consistency and avoid confusion, virtual assistants rename files according to practice standards. For example, a lab report may be renamed to something like “Smith_Jane_LabResults_012024.pdf,” so it’s easy to locate.
3. Entering Key Details
Some documents require manual data entry. VAs extract key details from reports, such as test results, referral notes, or imaging findings, and put them into the right EHR fields. This ensures that critical information is readily available.
4. Ensuring HIPAA Compliance
Medical records need to be handled carefully to protect patient privacy. Virtual assistants follow HIPAA rules to make sure all documents are uploaded securely and only the right people can access them. This lowers the chances of data breaches and protects patient confidentiality.
Benefits of Using Virtual Assistants for These Tasks
Using virtual assistants for pre-chart preparation and document uploading offers numerous benefits for medical practices
1. Saves Time for Physicians and Staff
Physicians and clinical staff spend less time on administrative work and more time focusing on patient care activities. This not only enhances productivity but also reduces the likelihood of experiencing burnout.
2. Keeps EHR Organized
By managing and updating EHRs, virtual assistants make sure everything is well-organized and easy for physicians to locate when needed. This paves the way for more efficient and effective patient visits.
3. Reduces Errors and Omissions
Errors in data entry and documentation can have serious consequences, including misdiagnoses and treatment delays. Virtual assistants help minimize these risks by ensuring accuracy and attention to detail.
4. Enhances Patient Experience
When physicians have access to well-organized and up-to-date patient records, they can offer better, more personalized care. This leads to higher patient satisfaction and better health outcomes.
Final Thoughts
Virtual assistants are becoming invaluable in medical practices by managing pre-chart preparation and document uploading into EHRs. By handling these tasks, virtual assistants help physicians save time, reduce stress, and focus more on patient care. Their support keeps EHRs accurate, organized, and up to date, making workflows smoother and patient visits more efficient. In the end, this leads to better care for patients and a more manageable workload for physicians.
Tired of retrieving information from the EHR while your patients wait? Not anymore! Imagine walking into every appointment with everything perfectly prepped and your EHRs organized. Hire Physicians Angels Virtual Assistants today and let us handle the time-consuming tasks of pre-chart preparation and document uploading. Free yourself from EHR stress! To learn more email us at contactus@physiciansangels.com.