Join the Hospital's eCW Community

Hanover Hospital is participating with eClinicalWorks to give community based providers access to its current hospital information. eClinicalWorks provides direct communication links between providers’ offices and the hospital for the purpose of sharing life-saving information. An integrated EMR will provide community-based physician practices, laboratories, pharmacies, and the hospital the necessary tools to help patients achieve the best possible care.

eClinicalWorks is one of the leading Electronic Health Records in the industry with over 115,000 providers and 800,000 medical professionals using the solutions today. They have won numerous awards over the years. The award-winning eClinicalWorks Electronic Health Record (EHR) system is more than just a way for your practice to go paperless.

Hanover Hospital provides hardware and software to host eClinicalWorks at the hospital data centers. eClinicalWorks data is backed up and stored daily by the hospital's MIS team. The Hanover Hospital eClinicalWorks team is available for training, implementation support, and continuing everyday end-user support issues.

Definitions

  • eCW – eClinicalWorks is the company that offers an electronic solution for the standard medical and clinical data gathered in provider offices. eClinicalWorks goes beyond the data collected in the provider’s office and includes a more comprehensive patient history.
  • EMR – EMR (Electronic Medical Record) in regards to eCW, is patient clinical documentation.
  • PM – PM (Practice Management) in regards to eCW, references patient registration functions and billing functionality.
  • eHX – eHX (Electronic Health Exchange) is a place for clinical health information to be exchanged; ex. Consults, Continuity of Care Records.
  • P2P – P2P (Provider to Provider) is a method to send patient confidential information from one provider to another via a secure electronic exchange.

Frequently Asked Questions

General

What do I do with all the paper charts, scan everything, or some things? Store the rest?

The recommended approach is to scan key documents before and after the first visit. It is not recommended to scan all charts.

I already have a PM or EMR system. Can I convert?

Yes. You will need to run out the A/R on your existing practice management system. Typically, this takes 4 to 6 months. Data migration is an option for converting your existing patient information to eCW.

I don't want to take it all at once, can I implement in steps? Can I take the PM portion now, then after my staff gets used to that, implement the EMR?

Although the system can be implemented in steps, the standard approach is to implement everything together.

Will I need additional staff for implementation?

This depends on changes to work flow defined during implementation, size of practice and approach to scanning. During implementation, we will work with you to decide if this is necessary.

Are features and functionality customizable?

Yes. Your practice workflows will determine what system features work best for you.

Legal

I have HIPAA concerns, how safe is my patient information?

Patient information is encrypted and is accessed through a secure connection.

If I use a wireless network, can others get to my charts?

No, if specifications for implementing a secure wireless network are followed. These will be provided to each practice and support vendor.

Will we need to sign a contract?

Yes. New users will have to sign a 5 year contract with Hanover Hospital. New practices will also be required to sign an agreement with eCW.

Who owns the data?

The physician practice owns the data.

What would happen if the hospital were to be sold to another institution? How would the providers get their data?

It will be protected in the master agreement with eCW and sub-license contracts with each individual practice.

What if a provider leaves the area? Would he/she be able to take the medical records with them?

Yes. There is a charge from eCW to remove data from the system.

If I am already using a PM or EMR system, how can I archive my information and ensure that it's retrievable?

This would need to be discussed and planned with your current vendor.

Costs

On average, how much training time is needed?

The recommended training is 16 hours for front office staff members, 16 hours for clinical staff and 24 hours for physicians. Our staff works with the practice through the implementation process and we offer 1 week of on-site training during the first week of go live. Additional training and support are available upon request.

How much productivity is lost while training, both staff & physicians?

This is determined in planning for your implementation based on your current workflows.

How much does eClinicalWorks cost?

Support and maintenance fees, along with hosting, connectivity and training costs are billed on a monthly basis per provider at your practice. Mid-level providers receive a discount rate. Contact a Hanover Hospital eCW support team member for specifics.

Community/Sharing

What's a patient portal and why is it important?

Patient portal allows patients and physician practices to communicate bi-directionally in a secure environment. Patients can make appointment/prescription requests, fill out pre-appointment paperwork, and send questions to your office. Patient Portal participation is also required for programs such as Meaningful Use, PCMH and insurance specific pay-for-performance.

Can patient information be restricted to a need to know basis?

Yes, patient information can be restricted within the EMR so only certain staff may have access.

Will hospital progress notes be available (ER notes, inpatient clinical documentation)?

Most documents are available through the eHX; ex. ED Summary, History and Physicals. Due to regulations, certain documents will not be available.

Can patient clinical data be shared from office to office?

eHX allows practices to share clinical data across our community.

Can chart elements be e-mailed? If so, what formats are available? (PDF, Word, etc.)

P2P (Provider to Provider) is a method to send patient confidential information from one provider to another via a secure electronic exchange. Chart elements are also exchanged via our community eHX (electronic health exchange).

Can I manage diagnostic images from the hospital?

The hospital PACS system will be linked to eCW for display purposes.

Will ER physicians be able to access my patient's information in an emergency?

Yes. eCW’s eHX provides access to patient information which is tracked and audited. The eHX includes patient demographics, consults notes, medication summary, and continuity of care records.

The patient portal is going to create more work for me. I am not sure I want to take on the burden of answering e-mails from patients.

The majority of providers find that responding to patients via e-mail is less time consuming/more efficient than responding to telephone calls.

Diagnostics

Can tests (labs and diagnostic imaging) be performed at Hanover Hospital and the results received directly to the office?

Yes, we currently send electronic results of Lab and DI tests done at the hospital to the EMR. Some eCW providers also receive Lab results from Wellspan and Labcorp.

Documentation

Do you support specialty practices?

Yes. We currently have many specialists using eCW in our community. eCW has also announced future plans for dental, allergy, and dermatology modules.

Can templates be customized and created by individual practices and providers?

Yes. eClinicalWorks comes with a robust set of templates that are fully customizable.

What types of documentation methods does the system support?

eCW is currently supported with free text, touch screen, and voice recognition.

Does the system having automated faxing capabilities?

Yes.

What if I have mid-level providers? Can the system support this model?

Yes.

E-Prescribing

What if I have an existing E-Prescribing software system and am under contract to use their tool?

No, it will need to be replaced with eClinicalWorks.

Billing

Does the system do automatic insurance and formulary verification?

Yes.

If we go with the hospital sponsored system, can we still apply for payer specific subsidies?

Yes.

Will I have to use a certain claims clearinghouse?

eClinicalWorks has partnered with several clearinghouses.

Will my financial information be restricted from being viewed by other community practices?

Yes.

Will we still need encounters/superbills?

No.

Reporting

Can the system do pay for performance?

Yes.

Can the system do payer specific pay for performance?

Yes.

Connectivity

How does the practice connect to eClinicalWorks? What if the internet is down?

Each office will have a primary connection and a backup connection to the hospital. The primary connection is not dependent on the internet.

How secure is the internet connection?

The internet used as a backup is very secure using VPN technologies and encryption.

Hardware

What about backup systems, in case my server crashes?

Application servers will be housed centrally at the hospital with full backup and redundancy capabilities.

Do I still need to do other backups?

Hanover Hospital provides a full backup of information within eCW. You would still be responsible for all data outside of eCW.

Interfacing

Will there be a published list of available interfaces for the EKG, Sonography, and other instruments I use in my office?

Yes, eClinicalWorks does have a list of those that need to be interfaced by practice.

Support

What if there is a power failure, unplanned disasters, etc. Who develops the "downtime" routine? Is this something each office must prepare?

The system will be supported by backup generators and redundancy. However, each practice should have downtime procedures in place to ensure that the clinic can continue to function in the event of an outage.

Will system updates cause a disruption in my practice?

Updates will be scheduled off hours to not interrupt services, whenever possible.

Will the hospital assist us with the implementation?

Yes. Our eCW support team will guide you through the initial setup, provide training, and provide on-site assistance during your go-live week.