The eClinicalWorks system allows healthcare providers to input and track clinical and financial data; this helps determine the efficacy of day-to-day operations. A eClinicalWorks system administrator from Sparker Teknology offers IT support to clients. Here are some common eClinicalWorks user errors and how a team member can help resolve them:

Data Migration Errors

Moving data from the source EMR into the eCW involves making sure that all the data is placed in the correct fields. This includes clinical notes, medication records, insurance, patient demographics, appointments, and allergies. The migration process involves data extraction from the original source, and the system makes sure it is changed into the correct format for the new system. Other steps in this process include loading data into production environments and integrating external systems.

Users may experience difficulty during the migration process, such as missing a step or transferring duplicate data. Errors sometimes result in incompatible formatting, documentation gaps, or data safety problems. An eClinicalWorks system administrator and data migration team from Sparker Teknology is able to assist with the migration process. They prevent issues such as: 

• Data loss and mismatching: A data migration team tests the system first with sample loads and spot checks.
• Incorrectly formatted data: The team cleans and normalizes data before moving it; this includes removing duplicates and outdated information and repairing formatting and inconsistencies.
• Invalid data: The administrator validates the data to make sure that it shows up in the system and supports realistic workflows. 

Data Mapping Problems

Data mapping refers to making sure that all data and records are assigned to the correct tables and other structures within the system. End-to-end mapping translates into the eCW production system. Issues when data mapping can appear as misaligned formatting or mismatched data. An administrator or migration team maps the data field by field to prevent errors. We align operational data and demographic information into the appropriate tables and formatting; this allows the data to be displayed and analyzed correctly.

Authorization Errors

The eCW system contains sensitive patient information, and HIPAA requirements require this data to be protected. Security issues or problems setting up correct authorizations may result in data being exposed to unauthorized users or block authorized users from performing tasks. An eCW system administrator offers end-user and security support to clients by auditing user access and helping them manage permissions. This keeps a practice compliant with HIPAA regulations.

Filtering or Category Issues 

Reports include different types of practice data, and a report writer performs data analysis to show the practice’s operational patterns. Customized filters and related categories for reports help make the data more relevant to specific practice goals, allowing you to see how your practice is performing. Examples include patient visit delays, billing performance, and provider date ranges. Choosing unrelated filters or categories impacts report relevancy, and this can negatively impact data analysis. 

To help prevent filtering issues, a report writer is able to standardize filters and data logic. They can audit reports to identify filtering or logic problems. Our report writer helps repair or recreate reports; this helps improve their accuracy and allows them to be used successfully.

Find an eClinicalWorks System Administrator

Identifying common user errors makes it easier to prevent them or receive assistance as needed. An eCW support team from Sparker Teknology assists with data analysis and proactive monitoring to protect the data integrity and streamline operations. We offer system training services for clinical staff and front desk workers; this helps lower or prevent user errors in workflows, billing and revenue cycles, and documentation. To receive system support from an eClinicalWorks System Administrator, we invite you to complete our online form today.