In part one of our "Template Optimization" series, we highlighted how well-designed and consistently used EMR templates can:  improve documentation accuracy, streamline workflows, optimize billing, and enhance patient care.

In this installment, we tackle the common challenges healthcare professionals face when creating custom templates—and share practical tips to overcome them. Your EMR templates should work for you, not against you. Let’s make that happen.

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Common Obstacles with Creating Templates in Your EMR System

1. Limited Customization Options

Many EMR systems offer a set of pre-designed templates, but these may not suit every specialty or practice’s unique needs. Customizing these templates often requires technical expertise or assistance from the vendor, leading to frustration and delays.

Solution:

• Choose an EMR system that prioritizes flexibility and user-friendly customization.
• Train your team to make small adjustments, reducing reliance on external support or errors.
• Potentially work with you billing team to create templates that optimize for coding or specific payer requirements

2. User Interface Challenges

A clunky or non-intuitive interface can make the template creation process feel like navigating a maze. This is especially problematic when time is of the essence in a clinical setting.

Solution:

• Advocate for user experience improvements when selecting an EMR vendor.
• Provide feedback to your current vendor about specific pain points.
• Integrate decision support tools to reduce errors and streamline template use
• Utilize real-time validation rules (drug interactions, lab orders)

3. Lack of Standardization

Templates that vary greatly in design and functionality across a practice can lead to inefficiencies and errors. Standardizing templates ensures consistency in documentation and better data sharing among team members while reducing the potential for missed charges.

Solution:

• Develop practice-wide guidelines for template creation.
• Establish a dedicated team or individual responsible for template standardization.
• Reduce or prohibit individual practitioner templates instead of creating templates that all providers can use and edit/add as a particular patient visit dictates.
• Pilot templates before fully implementing them.
• Set a regular cadence to review templates and adjust as your practice or treatment modalities change

‍4. Integration and Interoperability Issues

Creating templates that seamlessly integrate with other systems or comply with interoperability standards can be a major hurdle. This is crucial for practices that rely on data sharing between different systems.

Solution:

• Ensure your EMR system supports interoperability
• Collaborate with your IT team or vendor to address specific integration needs or challenges.
• Create templates that address any specifics for information that will be shared externally.

‍5. Time Constraints

Clinicians and administrative staff often lack the time to create and refine templates. The demands of patient care usually take priority over template optimization.

Solution:

• Allocate dedicated time for template creation and updates during non-peak hours.
• Use pre-built template libraries to save time and effort.
• Train users effectively to utilize the EMR’s template builder
• Implement a ‘template team’ that can assess needs, gather information, create and review templates

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Conclusion

While creating templates in your EMR system can be challenging, the right strategies and tools can transform this process into a productivity booster. By addressing customization, user interface, standardization, integration, and time management, your practice can harness the full potential of EMR templates.

Optimize Your EMR Today Don’t let template creation challenges slow you down. Focus on solutions that streamline your workflow and enhance patient care. Have insights or tips to share? Join the conversation below and let us know how you’ve optimized your EMR templates!

To learn more about how UrgentIQ has made creating useful templates easier and more productive, contact us at sales@urgentiq.com

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