Legacy EHR systems are fast becoming a part of most healthcare provider organizations. When you go through a merger, acquisition, or decommission a system, you still need to access the data in the legacy system. Using a medical archiving tool to put the data in an active archive for quick access can save you the cost of maintaining outdated and insecure systems.
Here are some essential features to consider when you’re selecting your archiving software:
1. Ease of Use
Clinicians now use scores of software and interfaces daily. So the next addition to a software list should be one with an intuitive interface.
Before making your final choice, ensure that you and several end users test the interface. Make a list of tasks you are likely to use the tool for, including:
- Searching for patient data
- Printing custom reports
- Responding to requests for information
- Performing simple analysis
Be patient enough to test the tool rigorously so that you can make requests for minor customizations where necessary.
2. Quick Access to Information
Some of the information that will go into the archive will include unstructured physician notes, images, and data that may need to be accessed while treating patients.
You need to make sure that you can easily access information with a few clicks. As much as possible, the archive should be cloud-based for easy access from a secure web-enabled device or be integrated into the EHR.
3. Automated Archiving
States have varied rules for medical data archiving. While some want you to keep data for at least 15 years, others want medical data to remain intact for the patient’s lifetime.
That means that some data may be archived and others deleted based on the regulations in your state. A good archiving tool should automate archiving medical data and delete data that you no longer have to keep for regulatory compliance.
4. Excellent Support
Make sure the software developers/vendors provide top-notch customer support. You can assess the support quality before you sign up for the product.
First, find out the number of support channels offered. Make sure they offer you phone, email, and live chat. Then observe how soon they respond to your requests.
A company with a sound support system will offer 24 hours support because access to medical data can determine a patient’s safety. So take the time to test the quality of support you will be receiving.
5. Compliance With Regulations
Find out how the software vendor complies with HIPAA data protection and security regulations. Also, inquire about the type of encryption and other security protocols the company uses to guarantee data security in the archive. Ensure that the archiving tool will not compromise the safety of patients’ information.
Try Our Medical Archiving Tool
Call MediQuant now at 844.286.8683 to discover more facts about our tested and trusted health data archiving solution. Visit our contact page to discuss your archiving needs and schedule a live demo of our archiving solution.