Introduction

Electronic Medical Records (EMR) systems are essential tools in modern healthcare, but they can also be time-consuming and frustrating without proper optimization. Experienced healthcare coordinators have developed strategies to maximize EMR efficiency, reduce data entry time, and improve documentation accuracy. This guide shares their insights and best practices.

Master the Keyboard Shortcuts

One of the quickest ways to improve EMR efficiency is learning keyboard shortcuts. Most EMR systems offer shortcuts that can dramatically reduce mouse clicking and navigation time.

Essential Shortcuts to Learn

  • Patient search and selection
  • Navigation between screens
  • Date selection and entry
  • Save and submit functions
  • Copy and paste with proper formatting
  • Quick access to frequently used templates

Pro Tip: Create a laminated reference sheet of your most-used shortcuts and keep it at your workstation until they become second nature.

Utilize Templates and Smart Phrases

Templates and smart phrases can reduce documentation time by up to 50% while maintaining consistency and quality.

Creating Effective Templates

Best Practices:

  • Design templates for common appointment types
  • Include all required fields
  • Use dropdown menus where appropriate
  • Build in clinical decision support
  • Leave room for customization

Smart Phrases Strategy

Create smart phrases for:

  • Standard patient instructions
  • Common diagnoses explanations
  • Referral information
  • Follow-up instructions
  • Insurance documentation requirements

Optimize Your Workflow Layout

Customize your EMR interface to match your workflow rather than adapting your workflow to the default layout.

Screen Organization Tips

  • Position frequently used functions prominently
  • Remove or minimize rarely used features
  • Create custom tabs for your role
  • Set appropriate default views
  • Organize favorites and quick access items

Multi-Monitor Setup

When possible, use multiple monitors to:

  • View patient chart while documenting
  • Reference lab results during scheduling
  • Keep task list visible
  • Monitor multiple patients simultaneously

Implement Batch Processing

Group similar tasks together to improve efficiency and reduce context switching.

Batch Processing Examples

Morning Routine:

  • Review and process all overnight messages
  • Verify insurance for day’s appointments
  • Prepare charts for scheduled patients
  • Complete prior day’s pending documentation

End of Day:

  • Close all open encounters
  • Send pending communications
  • Complete required documentation
  • Prepare next day’s schedule

Master Search Functions

Efficient searching saves countless hours over time.

Advanced Search Techniques

  • Learn Boolean operators for complex searches
  • Use wildcard characters when appropriate
  • Understand date range functions
  • Master patient search filters
  • Utilize saved search queries

Quick Patient Lookup

Develop a systematic approach:

  1. Use unique identifiers when available (MRN, DOB)
  2. Verify patient identity before proceeding
  3. Check for duplicate records
  4. Update demographic information as needed

Streamline Documentation

Quality documentation doesn’t have to be time-consuming.

Efficient Documentation Practices

During Patient Encounters:

  • Document in real-time when possible
  • Use voice recognition if available
  • Complete required fields first
  • Add detailed notes later if needed
  • Avoid copying forward outdated information

After Encounters:

  • Set aside dedicated documentation time
  • Group similar chart completions
  • Use templates as starting points
  • Review for accuracy before signing
  • Complete within required timeframes

Leverage Automation Features

Modern EMR systems offer automation that many practices underutilize.

Automation Opportunities

  • Appointment Reminders: Automatic patient notifications
  • Prescription Renewals: Automated refill processes
  • Lab Orders: Standing orders for routine tests
  • Referrals: Pre-populated referral templates
  • Billing: Automated charge capture
  • Reports: Scheduled report generation

Task Management

Use automated task creation for:

  • Follow-up appointment scheduling
  • Lab result reviews
  • Prescription renewal requests
  • Patient callback requirements
  • Document completion reminders

Maintain Data Quality

Efficient EMR use must balance speed with accuracy.

Data Quality Best Practices

At Data Entry:

  • Verify patient identity
  • Use standardized terminology
  • Complete required fields
  • Double-check critical information
  • Update demographic changes immediately

Regular Maintenance:

  • Reconcile medications at every visit
  • Update problem lists
  • Review and update allergies
  • Maintain accurate contact information
  • Clean up outdated information

Optimize Communication Tools

EMR messaging systems can enhance or hinder efficiency depending on how they’re used.

Message Management

Inbox Organization:

  • Create folders for different message types
  • Use filters to prioritize urgent messages
  • Set up rules for automated routing
  • Clear inbox daily
  • Maintain professional response times

Effective Messaging:

  • Use clear, concise subject lines
  • Include all necessary information upfront
  • Avoid unnecessary back-and-forth
  • Use templates for common communications
  • Document important messages in patient charts

Regular Training and Updates

EMR systems frequently add new features and updates that can improve efficiency.

Stay Current

  • Attend system update training sessions
  • Review release notes for new features
  • Participate in user group meetings
  • Share tips with team members
  • Request training on underutilized features

Continuous Improvement

  • Track time spent on common tasks
  • Identify bottlenecks in workflows
  • Test new features in training environment
  • Solicit feedback from team members
  • Implement improvements systematically

Common EMR Efficiency Mistakes to Avoid

Time-Wasters to Eliminate

  1. Excessive Clicking: Learn shortcuts instead
  2. Over-Documentation: Focus on relevant information
  3. Copy-Paste Errors: Review before saving
  4. Duplicate Entry: Use system integration features
  5. Poor Search Techniques: Master advanced search
  6. Ignoring Updates: New features often improve efficiency

Mobile EMR Access

Mobile access can improve efficiency for certain tasks.

Effective Mobile Use

Best For:

  • Quick chart review
  • Message checking and response
  • Lab result review
  • Schedule monitoring
  • Urgent documentation

Limitations to Consider:

  • Smaller screen size
  • Limited functionality
  • Security considerations
  • Internet connectivity requirements

Measuring EMR Efficiency

Track these metrics to identify improvement opportunities:

  • Time spent documenting per patient
  • Number of clicks per common task
  • Inbox processing time
  • Chart completion rate
  • Documentation quality scores
  • User satisfaction levels

The Role of Remote Coordinators

Remote coordinators often become EMR experts because:

  • Dedicated time for system mastery
  • Focused work environment
  • Opportunity to develop specialized skills
  • Consistent workflow optimization
  • Knowledge sharing across practices

Conclusion

Maximizing EMR efficiency is an ongoing process requiring continuous learning, workflow optimization, and smart use of system features. By implementing these strategies from experienced healthcare coordinators, your practice can significantly reduce administrative time while improving documentation quality.

Remember, small improvements in EMR efficiency compound over time, ultimately allowing your team to spend more time on patient care and less time on administrative tasks. Invest in EMR training and optimization—it’s one of the highest-return investments you can make in practice efficiency.