EMR Process

1. Site Survey & Needs Readiness Assessment

After engagement we examine the equipment in your office and make the recommendations for any upgrades that are needed. The site survey is an examination of your infrastructure from the ground up. It includes validation of your existing data wiring and consideration of future growth. We determine if your existing computers and hardware can be used, and when new equipment is needed we recommend the best in business-class hardware.

A&T Systems does resell computers, servers, and peripheral devices, so we are a convenient one-stop shop for all your technology needs. We are resellers of almost every brand so our objectivity allows us to help you determine the best solution for your practice, whether you prefer Dell, HP, IBM or other equipment. Our thorough survey forms the basis of a formal proposal with precise cost and production schedule estimates. We don’t offer cookie-cutter solutions; our network design is tailored to meet the unique needs of your practice, large or small. From the very beginning, A&T acts as a collaborative partner by listening to you.

2. Hardware Installation

Any necessary hardware that is required to run eCW is installed, tested, and prepared for your network check. A&T technicians bring a wealth of expertise to every eCW installation. You can count on our experience for a secure and reliable network. Your patients depend on you—you should be able to depend on your data infrastructure.

A&T’s services go beyond basic installation. Do you need to scan documents into your eCW network prior to training day? We can help you do that, so that immediately after receiving eCW training, your practice is ready to serve your patients.

3. Network & Install Check

eCW Staff performs a test that evaluates different aspects of your network and hardware to qualify it for the installation of eCW. We are on site to make any adjustments and optimizations to the network as required. Our proactive, hands-on approach means an A&T technician is in your office for each critical step of the transition to your new EMR system, working hand-in-hand with eCW technicians to make sure your network is ready to perform flawlessly with eClinicalWorks software.

The install check is performed by eClinicalWorks and assisted by A&T Technicians, typically 5 -7 weeks before onsite training, to ensure the network meets specifications and all hardware and devices are ready for Installation. eClinicalWorks remotely connects to the client’s network via TightVNC/ERS (a remote desktop sharing program and encryption software) or a Remote Desktop Connection (RDC) to perform this important step in the Implementation process.

The following is a list of what is verified during the install check:

• Check server power & network connectivity
• Verify that all network components, machines, and software are configured correctly and in working order
• Verify systems are according to eClinicalWorks hardware specifications (processor speed, memory, hard drive space, operating system, routers)
• Verify all Service Packs are installed
• Test the scanner
  Test the analog line, modem & FaxServer (no VOIP lines)
• Verify all outgoing ports are open if part of an existing network
• Verify that you can FTP from other FTP servers
• Verify that all machines are able to connect to the internet
• Check for speed between the datacenter and client machines (workstations, laptops, tablets)
• Test the speed between multiple locations
• Load setup files

The Installation team uses the information from the Technical Guide – IT checklist & inventory during the install check. It is crucial that the practice completes and returns the IT Checklist & Inventory no later than two weeks prior to the scheduled Install Check. If this document is not received on time; the Install Check will be cancelled. This may then affect the remaining implementation dates. eClinicalWorks requires that the A&T technical specialist be available at the practice during the Install Check, which typically lasts two hours.

4. eCW Installation

After your network check, the eCW installation begins. eClinicalWorks requires that the A&T technical specialist be available at the practice during the installation, which typically takes a few hours. eCW installs the application and A&T assists by completing the installation on any additional client machines. We monitor the installation and perform any debugging that might be required at this stage.

eClinicalWorks technicians perform the eCW software install remotely. A&T technicians are in your office during the installation, to offer assistance and function as the “eyes and hands” of the eCW technicians. Think of it as a consult during a surgical procedure: two sets of experts, A&T and eClincialWorks, working collaboratively to provide superlative service.

5. Training and Go-Live

eClinicalWorks begins training your staff on using the EMR software. A&T is present to supplement the material covered by eCW as well as answer any other questions regarding the installation and the system itself. The best client is an informed client. You need to know how the eCW software works, and eClinicalWorks trainers help you learn that. But you also need to know about scanning, faxing, file sharing and storage, network connectivity, and printing—and A&T is there to make sure that you and your staff are adept with all the features and functions of your network.

6. Future Support

A&T provides prompt solutions to any issues that you may encounter in the future. Our work isn’t done once your network is installed. We can provide ongoing support for your network on a contract basis for budgetable, cost-effective service, or you can call us as needed. A&T acts as a liaison with eClinicalWorks tech support to expedite troubleshooting tasks if you experience a problem. Too many times IT vendors blame each other for problems. We don’t point fingers; we partner. Let us help you find the best solution for ongoing support of your network.