6 Tips and Strategies for a Successful EMAR Implementation

Medication management is one of the core services that many assisted living communities offer. It's a necessary function given that  90% of older adults take at least one prescription medication daily, and 36% regularly take at least five medications. Residents and their families rely on community staff to track and administer medication safely and without errors. 

Adopting a secure, accurate electronic medication administration record (EMAR) solution can streamline the medication administration process. Studies show that EMAR systems can reduce medication errors, prevent adverse outcomes, and improve safety for residents in long-term care communities. In addition, these systems simplify communication between community staff, outside healthcare providers, and pharmacies. 

Implementing an EMAR system is less complicated than you might think, particularly if you work with a vendor who can help you with each step of the implementation process. 

1. Determine Your Goals and Evaluate Current Systems

Before you start looking for an EMAR solution, you should have a clear sense of what you need that system to accomplish for your community. You may want to upgrade your medication administration to address a variety of common management concerns, such as:

• Reducing medication errors
• Improving resident health outcomes
• Increasing staff efficiency
• Streamlining claims filing and billing for medications
• Improving communications with pharmacies and providers

Consider your medication administration system and assess what aspects of that system work well. Likewise, identify where your current system has shortfalls that an EMAR solution could address. Survey the staff who use the current system and find out what changes they would like. This will guide the process of selecting the right system for your organization’s needs. 

2. Find the Perfect EMAR System For You

Each senior living community is unique and has unique data management needs. The most popular system may not be the right system for your organization. Talk to your colleagues in the field and ask them about their systems and what they would change if they had the opportunity.  

You may find that your senior living community will be best served by EMAR software designed specifically for senior living communities, with flexibility for growth. For instance, Eldermark's EMAR system offers scalable features such as:

• Integration with electronic health records and every software system in use at your community
• High levels of data security in compliance with healthcare regulations
• A mobile-ready interface
• Real-time communication with pharmacists

3. Build an Enterprise-Wide EMAR Implementation Team

Once you've settled on a system, you should bring together a team to prepare for EMAR implementation. Draw on people from all the departments that will use the EMAR system. Your EMAR implementation team might include people such as:

• IT manager
• Nursing manager
• Administrative staff
• Billing and insurance specialists
• Staff trainer
• External consultant

If you prefer to bring in expert help to take the system live, choose an EMAR vendor that provides a software implementation team. Eldermark can work with you to develop an EMAR implementation plan. Eldermark provides constant expert support during the initial implementation phase and provides ongoing customer support and training for as long as you use the system. 

4. Integrate Your EMAR Solution

Since EMAR systems synchronize with electronic health records, billing software, and other resident data, it's important to carefully integrate the new platform with legacy systems. Work with your EMAR vendor or IT staff to manage functions such as:

• Data Migration: You will need to ensure that current medication information for residents is correctly input into the new system. The process will depend on the system you have been using for medication management prior to EMAR implementation. A transfer from an electronic system will be less time-consuming than manually entering data from a paper system. 
• Third-Party Software Integration: If you currently use software for electronic health records, risk assessment tools, and medical billing, you will need to integrate the platforms so they can work together. The EMAR platform from Eldermark is one that can integrate seamlessly with your existing software solution, or you can upgrade other functions to Eldermark solutions for increased ease of use.  
• Customization: No two senior living communities have the exact same needs. You should work with your EMAR vendor to configure your system to meet your specific needs and goals. Test and adjust customization prior to rollout to make sure it meets your team's needs from the start.

5. Provide Onboarding and User Training

Once the framework of the new system is in place, you should train staff on using it. Establishing a standard EMAR training module will help current staff use the new tools effectively and train new staff over time. 

Many vendors, including Eldermark, offer free tutorials that staff can use to familiarize themselves with the system. In addition, Eldermark offers ongoing support to customers, including online resources, online chat help, and a call center. 

6. Launch the New EMAR System

Once your EMAR technology is in place, you can take the system live and start using it for the administration of medication. During the initial days of using the new system, staff should double-check residents' medication information to ensure there are no medication administration errors. You can ease the transition process with some temporary staffing changes such as: 

• Scheduling more staff than usual to give everyone extra time to use the new system
• Asking nursing managers or other clinical staff to double-check data at the end of shifts 
• Planning to have your EMAR vendor or IT staff available to troubleshoot issues
• Backing up EMAR data frequently  

As your staff becomes more comfortable with the system, ask them for feedback and suggestions on how to adjust and improve the use of the EMAR solution. 

Improve Resident Safety with Eldermark’s EMAR

Implementing an EMAR system can create increased safety and satisfaction for residents and staff. Eldermark provides integrated EMAR solutions and comprehensive customer support for every step of the process. Schedule a free demo and learn more about how our EMAR can reduce medication errors, increase staff efficiency, and satisfy residents.