SEMRT EMR Data Archive Solution


When a doctor retires in Canada, they continue to be responsible for the medical records in their care.  They have to keep them safe and secure until the retention period ends. With newer privacy legislation there are all sorts of hoops for physicians to jump through. 

In the past physical records might be stored using some sort of serivce company like Iron Mountain. However, this can be costly when spread over the possibility of having to keep the records for 25+ years.  In the new world of electronic medical records, there are new choices and issues to deal with.  It is for this reason that the SEMRT Archive viewer was created.  It allows you to maintain, search, view, print and purge your patient medical records easily and securely. 

You can view our blog - to read about some of the issues with EMR archving

There are many reasons to consider the SEMRT Viewer as your medical record archive solution:

Clinic Controlled Solution
The SEMRT Viewer/Archiving solution is provided to the clinic on an encrypted hard drive.  It allows the clinic to fully control everything about their achived data - from where it is held, how has access, etc.  You do not have to deal with any third parties.  The SEMRT EMR Data Archiving solution is an all-in-one solution.  It is provided on an encrypted hard drive that the clinic has full control over - and does not require anything but a Windows machine to use it.  The SEMRT Viewer will run on any Windows machine, directly from the encrypted, external hard drive.

One Time Fee Only - No ongoing fees
Many data archiving solutions charge per month or per year - and also charge for providing records to the patients who request it.  The SEMRT solution does not require any ongoing fees - and the physician can print and purge their patient records as needed, without any assistance by a third party.

Ability to Print / PDF / Store Natively
One of the requirements for doctors is that they have to be able to provide a patient with a copy of their medical record upon request.  The SEMRT viewer allows the user to print the medical record to a printer as well as other formats, such as PDF, image, RTF, etc. 
The data in the TimeAcct database is stored in native format - in other words notes are stored as text - and all images are held in their native format in the database or externally on disk.  This is important - as we have concerns that printing an entire patient's medical record to PDF may not meet the legability requirements set out by a physician's college or the CMPA (Canadian Medical Protective Association).  However, TimeAcct acknowledges that there are times when a doctor needs to print a patient chart.  To that end the Extracted Data Viewer allows the user to print a patient chart or part of it to PDF, with various options as to what is included and what format it should be in. 

Quick & Easy Access to your Medical Records 
The TimeAcct Viewer allows the user to quickly and easily look up a patient's medical record.  The user is able to search by Name, Birth Date or Personal Health Number and bring up the complete medical record for review.  This is far better than having to search through boxes of paper records - or directories full of thousands of PDF files.  In the viewer, each part of the medical record is broken down into its own tab for easy access. 

Software Licensing 
In many cases the original EMR is licensed so that the doctor/clinic has to pay as long as they are using it.  This means that as long as you have the EMR running you have to pay the licensing fees to the vendor.  While some EMR vendors allow the user to continue to use it in a read only mode (or charge for that service) - some do not.  The TimeAcct Extracted Data Viewer removes these problems by providing the doctor/clinic with an application that can search, view and print the EMR data that was extracted out of the Source EMR.  This may mean that you no longer have to continue to run your previous EMR. 

Ability to Purge Records
Most doctors know that they (and their estate) have to keep medical records to which they are responsible for many years after they last saw the patient.  While it differs for each jurisdiction, a basic rule of thumb is 10 year (or 10 years after the patient reaches the age of majority).  What is not as well known - is that in many provinces they are also responsible for the destruction of the medical records!  Doctors do not have the right to keep a patient's medical record beyond what they are allowed to under Federal or Provincial legislation.  So - a doctor must regularly monitor the medical records under his/her care to make sure that they are securely purged from his/her possession - based on the appropriate retention periods and laws for the province that they practice under.  In fact when the records are destroyed, they must record who did it, when and how it was done.  The SEMRT viewer application allows the user to search for all patient records that meet a criteria set by the custodian - and then selectively purge those records from the database and disk.  Can you imagine searching through the thousands of PDF files that most doctors have when they retire - just to find out when the last time you entered something in a patient's medical record?  The SEMRT viewer makes this a breeze - and reduces a physician's liability by helping them properly purge older medical records to which they no longer have a right to possess. 

More Information 
The TimeAcct extract process gets as much of your data out of the Source EMR as possible.  However, in many cases, in order to provide the data to the new EMR vendor it needs to pass through the various conversion formats such as Alberta's COPD and Ontario's CMS.  These formats cannot support every piece of data from every EMR and may actually contribute to some data loss.  For example some conversion formats have limited support for meta data for attachments - such as Notes and Titles associated with scanned in images.  TimeAcct's database and viewer ensure that you have the most information about your data as can be extracted from the Source EMR

Search for Text in Patient Records
The TimeAcct Extracted Data Viewer allows the user to search for text across various parts of the medical record.  For example - you could tell the program to search all chart notes and allergies for the words "Bee Sting" - and get a list of all records containing those words. 

Logging of Access 
Any access to the medical records in the SEMRT is logged in the Audit trail as well as logins.  This means any time a patient's data is displayed or printed - there is a record of who accessed it.  Also, when you purge a medical record - the patient who was purged, the logged in user and the date/time are all recorded - as required under Canadian law. 

Comprehensive Query/Reporting Engine  
The SEMRT viewer has an enhanced SQL query engine and report designer that is second to none.  You can either enter SQL statements directly or use the MS Access like query builder - and then view the results in a very powerful grid tool.  When you are happy with the results, the report builder can be launched to create professional level reports from the queries resulting data.  These queries & reports can be saved for later reuse.