Like many IT functions, the progression of technology in healthcare creates a pull of competing requirements – in this case, it is usability against the requirements of security. Cloud EMRs have changed the way healthcare organizations physically store, transfer, and access patient data, but we (the healthcare industry) are still working through the usability vs compliance concepts.
Usability and security results in a space that allows clinicians to focus on their patients while ensuring the sensitive data they are accessing is secured. This is not a one-time decision; it is a continual balancing act to evaluate and manage the usability to meet the ever-changing environment of requirements from regulatory bodies, demands from patients, and developments in technology.
Read more about security at this link https://en.wikipedia.org/wiki/Usable_security.
Why Usability Matters to Providers
Healthcare workers spend an individual-feel amount of time on documentation, tracking, and updating patient information. If the EMR is cumbersome, it can add unnecessary tension, slow down workflow and influence quality of care. The usability of EMR’s is simply unavoidable, it is also directly tied to quality of care. When EMR’s are easy to use and usability is focused, nurses, physicians, and staff can effortlessly retrieve records, thoughtfully add notes, and make fewer errors.
When systems have a complexity that necessitates workarounds, providers will make adaptations that may deviate from required security procedures. This is why designing an interface that can accommodate ”the functionality of daily clinical practice” is just as significant as installing a workable protective measure. Generally, if usability can be improved upon, the occurrence of mistakes and errors will likely decrease, thereby improving the overall integrity of the data being captured.
Security vs. Efficiency
Similar to other types of security measures (complex passwords, multi-factor authentication applications, encryption, audit logging) each of these measures is a security wrapper (safety) that when inactive, typically is a movement mechanism that creates flow efficiency and/or increases time ( this is why we should worry less about the unproductive debate of the ‘Ideal’ amount of efficiency of security, and how it also empowers work). Providers can get throttled by multiple logins or complex passwords at busy times. Conversely, taking all of these safes off may put patient data unnecessarily at risk.
Electronic Medical Record Systems highlight the ongoing tension of layers of protection – every layer of protection has benefits and detriments to care delivery – it is not about taking one from the other, but about using processes that incorporate both. An example would be to incorporate a single-sign-on approach as a means to manage access but providing a blanket of protections.
HIPAA Rules Without Extra Burden
HIPAA compliance is paramount in every technology/healthcare decision, but compliance does not have to mean more burden for provider. When thoughtfully designed, a HIPAA-compliant cloud EMR can actually facilitate documentation and communication, while remaining compliant with privacy rules.
- Several built-in protections in the EMR that have little to no effect on the staff, like automatic session timeouts, can lessen potential risk.
- Role-based access controls with data limiting to the minimum necessary for the role, can make it easier for users to know what their responsibilities.
By embedding compliance within the cloud EMR system, providers can focus on delivering care without constantly worrying about compliance. The system will do the hard work.
Practical Tips for Balance
Balancing usability and security will require planning and communication with clinical users and IT. By working together and providing feedback, it is possible to achieve success.
- Utilize EMR systems that have customizable workflows so that providers have a little flexibility in how they work and do not feel so “restricted.”
- Provide regular updates on new functionality, new areas of security, and any easy time saver tips or tricks.
- Involve end-users in some form of realistic testing of systems prior to rolling out the system to identify any issues in advance.
Both technology and clinical staff benefit from being on the same page, as there need to be shared goals of protecting patient privacy and making day to day life easier. If this is achieved, staff will likely be enthusiastic about new features rather than an agent of resistance.
Future Design Trends in EMRs
One potential future trend is for cloud EMRs to develop smarter functions and remove user functionalities, specifically safety functionalities, for example, artificial intelligence could help potentially flag strange access patterns, or documentations errors, before that happens and develop into an unsafe situation. Voice recognition tools you would be able to use the document, hands free as the system encrypts your work securely and automatically.
Another trend which should become more prevalent is adaptive security and authentication within cloud EMRs. This would change authentication based on contextual circumstances and allow maximal productivity. For example, logging in to a clinic’s secure device may require minimal credentials; while falsifying authorization from their own phone will require more robust security. Check this site to learn more.
Conclusion
In summary, the goal of any cloud EMR should be to satisfy the needs of both the providers and IT staff. While both usability and good protections can be achieved, ensuring patients trust that information is protected is juxtaposed to not placing hurdles between care delivery on a daily basis.
