How To Make The Move From Paper Charting To Electronic Charting

How To Make The Move From Paper Charting To Electronic Charting

February 11, 2019 | 3 Min Read

How To Make The Move From Paper Charting To Electronic Charting

Do you like flipping through stacks of paper to find the correct patient chart? You know that there’s electronic charting software out there, but you just haven’t made the move quite yet.

The move from paper charting to electronic charting can seem like a daunting task. After all, you’ve been charting on paper for years and all those papers have been filed away in storage cabinets throughout your whole clinic. But as daunting as it may seem, it would be better to get started sooner rather than later. (Trust us, we’ve been through this with many clinics over the years.)

Get started

New and existing clients’ charts are best to be charted in your new electronic charting software. Create a deadline for your practitioners to learn and implement the software. Making sure that all practitioners are on board helps when it comes time for reporting purposes.

Invest in tablets and Bluetooth keyboards to ensure that practitioners have the capability to move around and complete their assessments and treatments as needed.  Being cloud-based, Juvonno can support practitioners in real-time from any device with an internet connection.

Scanning chart documents

If you’re thinking of scanning all your patients’ chart history all at once, it can become extremely time-consuming. Hiring a third party or assigning administrative staff to scan charts during their downtime are both options and should be approached as patients book appointments. Having the administrative staff scan all patients’ paper-based charts and uploading them a week prior to the patient’s appointment is a much more efficient approach

Be sure to reference the scanned chart document in the imported chart notes if you wish to flip all of your charts over at one time. If your clinic wishes to scan and upload chart documents to a patient’s profile, make sure to note where the scanned chart can be found, such as the documents section of a patient’s profile. Over time, your clinic can adhere to patient charting regulations and shred paper-based charts as needed. 

Now…what to do with those empty filing cabinets you have kicking around?

Create your charts

Need tweaks to the charts that you’ve been using for years? Make sure that your electronic charting software is able to provide you with stock charts and create custom electronic chart templates for your practitioners. Use electronic charting template tools such as categories, fields, text boxes, check boxes, images, timestamps, and drop-down fields.

Sit down with your staff and create a catalogue of charts that are optimized for different assessments. Educate your practitioners on the fields in the chart that are searchable and can be brought from previous assessments, while getting rid of duplicated entries and adhering to charting requirements.

Be sure to use Juvonno’s library of charts that the community of users are electronically charting on. The more charts, the more options you have! Efficiency and optimization for your clinic!

Optimize your charts

Charting should not be the bottleneck that holds up your practitioners from seeing their next client. At the same time, electronic charting should have the right fields and options for the various scenarios that occur throughout your clinic.

Remember that charts react differently depending on the type of hardware your practitioners are charting on. What is optimized for a computer may react differently on a tablet when a practitioner has to use their fingers to navigate the screen. The same goes for images and the size of images on a variety of screens. Test and test again until you optimize the perfect chart for your practitioners.

Educate your practitioners

It’s been seen that the world’s brightest minds learn more every day. Practitioners are at the heart of your clinic so be sure to invest in their education of your electronic charting software. 

Set up training directly with a Juvonno education leader and with the super users at your clinic. After all, the more efficient and effective your practitioners are, the more time practitioners have to tend to their patients.

Why make the move to electronic charting?

Change is needed over time to optimize workflows for your practitioners and your clinics. It’s what we’ve been specializing in for over 15 years!

Reduce the number of materials your purchase and start saving the trees! Storage and shredding can be a drag on administrative staff. Why not make their daily tasks focus on customer service and outreach to patients? Locational access is restricted with paper charting, but with electronic charting, practitioners can access patient’s charts from anywhere, even when they don’t have time to run into the clinic.

Standardization is also an important fact to consider. We all know that one practitioner in the clinic that may have failed their handwriting test in elementary school. Standardization of electronic charts allows legible charts. While pen and paper charts can be something of a comfort, it’s time your clinic becomes more efficient and realizes how electronic charting could have helped your clinic years ago!

Other electronic charting software

Don’t worry, we’ve got you covered! Take the same approach to exporting individual charts as patients come in for appointments.

If you have any questions about electronic software, don’t hesitate to contact our Juvonno customer support team!
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