SMART has an extensive history in supporting influential substance abuse treatment providers. Learn more in our EHR software news about partner stories about how this tool can transform patient care.

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EHR Downtime. Impact, Recovery, Preparedness

EHR-Downtime-EHR Software Downtime, EHR Power Outage, Database Corruption-What-Happens

What happens to your EHR when there is a power outage?

Recently, one of SMART’s on-premise partners experienced EHR downtime when they lost power at their addiction treatment clinic. This sudden outage caused corruption of their server and database. While repairing the database, nurses had to dose manually for the day. Luckily, the database was recoverable; if it weren’t the clinic would have lost the entire days’ worth of data. Regardless, the nurses had to re-enter every dose poured that day into the system. Had this on-premise clinic been operating in the cloud, they would have been better protected against the potential for data loss.

Why are Cloud-Based EHR’s more reliable during power outages, natural disasters, or security incidents? 

When data is critical to an organization’s operations, it is vital to plan for the worst. That is why SMART’s EHR is hosted on the Amazon Web Services (AWS) Cloud. Amazon is known to have some of the best data centers in the world, providing multiple sources of redundancy to keep your servers up and running. Redundant systems for water, power, and internet connectivity significantly reduce the risk of server downtime. Constant monitoring of those systems ensures they are always ready to kick in if an issue arises. With multiple layers of security like database back-ups, network isolation, and encryption, there is a dramatic reduction in the risk of data loss. SMART’s Aurora database platform, powered by AWS, provides precise data protection with nightly back-ups and point-in-time recovery. This recovery means, in the event of database corruption or issue, we can restore data typically within 7-10 minutes.

What problems are associated with unexpected downtime? 

Aside from frustrating patients, staff, and leadership, the risks associated with EHR downtime can be severe and costly. The most concerning problem may be patient safety. All other issues ultimately affect patient care in one way or another. In the event of an outage, particularly within a clinic operating an on-premises solution, data is at a higher risk of being compromised or lost. Critical information about a patient’s health history could be missed during treatment, negatively affecting their care and well-being.

Patient care may also be a challenge when staff is forced to endure the tedious process of inputting and searching for data in paper charts. Moreover, clinic operations suffer from the lack of quality control associated with performing procedures manually. To avoid these challenges, some organizations who have suffered wide-spread downtime have opted to invest in expensive back-up systems.1 While this may be effective, switching to a cloud environment is the most efficient solution.

How to prepare with a back-up plan 

Plan for downtime occurrences like you would for any disaster. Central to your plan’s success is making sure your staff members use a standardized approach to providing patient care during these incidents. Run regular EHR downtime drills among your clinicians and staff. These will help to reinforce your incident response plan – keeping it top-of-mind.

You may already have a process in place, but this won’t do you any good if the staff does not remember the steps to take. Also, your team will be more at ease if they are prepared with a plan when downtime occurs. Finally, document and review the results with leadership. Their support is essential to overall staff buy-in.2

All-in the Cloud 

Many different events could disrupt server operations. From power outages to flooding or fire, even someone tripping over a wire could bring work to a halt. Regardless of how it happens; this is just one of the reasons why SMART is committed to moving our partners’ servers and data into the AWS Cloud.

1.) https://ehrintelligence.com/news/ehr-downtime-drives-tn-hospital-to-invest-in-backup-system

2.) https://ehrintelligence.com/news/how-to-optimize-ehr-downtime-preparedness-reduce-slowdowns

 

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Hawaii Addiction Treatment Providers Plan

SMART Management is proud to serve Hawaii addiction treatment providers with an EHR specifically designed to streamline opioid treatment program workflows. Providers like Ku Aloha Mau dedicate their time to supporting the states efforts to stay ahead of the ongoing epidemic.

In 2019 Hawaii was awarded $2 million in federal grant funds to aid in opioid crisis prevention efforts. This funding helps Hawaii’s Opioid Initiative Action Plan and other proven programs, like those delivering Medication-Assisted Treatment (MAT).

Hawaii addiction treatment providers - photo credit pixabay - calm-1853872_1920

This plan includes action areas such as: modernizing healthcare strategies, improving prescribing practices, enhancing data collection, increasing consumer education and prescription harm management with pharmacy-based strategies, and supporting law enforcement and first responders. “Fortunately, Hawaii has not yet experienced the magnitude of the opioid crisis seen in other parts of the country,” said Gov. David Y. Ige in 2017 after the release of Hawaii’s Opioid Initiative Action Plan. “While emerging issues and concerns in the state are on the rise, we have been given a relatively unique opportunity to proactively respond, prepare and prevent the crisis from reaching the same magnitude.”

For more information on Medication-Assisted Treatment or to find a treatment provider near you visit https://www.samhsa.gov/medication-assisted-treatment . If you are a MAT provider and want to learn about improving efficiencies at your facility, please visit https://smartmgmt.com/electronic-health-records-software/opioid-treatment-programs/

electronic health records

New Electronic Health Records System |New Era Rehabilitation

New Era Rehabilitation Center's New Electronic Health Records System

SMART is pleased to announce that New ERA Rehabilitation Center has chosen The SMART Solution as its new electronic health records system. New Era assists individuals and families in recovering from addiction by providing comprehensive addiction treatment services. These services help restore hope and reduced harm caused by substance abuse in Bridgeport and New Haven, CT. New Era selected SMART’s EHR for its solid history of serving substance abuse treatment facilities.

During the installation, SMART’s Implementation Team was able to meet about 25 members of their staff. New Era employees expressed how thrilled they are that the SMART Solution will help patient record and speed of accessibility. SMART is happy to help make their work-life and communications more efficient than ever. Customer Relations Specialist Sandy Silva said, “I had so much fun working with, and providing software training to the team at New Era. You could see on their faces how much they appreciated the guidance and are how proud they were once they mastered the software. It was an amazing experience.”

More Than An Electronic Health Records System

SMART Solution is a complete clinic management system. It provides advanced clinical automation for opioid treatment programs in substance abuse and behavioral health facilities domestically and internationally. SMART’s treatment delivery experience sets this product apart from other EHRs. Moreover, their clinic-based work experience provides tremendous value for EHR users. This first-hand knowledge them to be agile in meeting partner needs. SMART’s team is the perfect complement of technical and treatment industry experts. The team is comprised of clinical practitioners such as; Program Directors, Administrative Assistants, Billing Specialists, and Clinical Supervisors. Learn more

Like SMART on Facebook and view more photos of the EHR installation at New Era.

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Automated Medication Dispensing System Manages OTP Inventory | Arkansas

SMART’s automated medication dispensing system, along with this EHR’s complete clinic management system, is now running at Stockton Medical Group.  Their compassionate staff helps individuals struggling with addiction through advocacy, counseling and medication-assisted treatment (MAT). MAT decreases withdrawal symptoms increases individual stability and reduces the risk of relapse. Recovery inspires the ongoing development of SMART’s EHR. With more than 25 years of experience, this EHR intuitively organizes operations at opioid treatment clinics like Stockton.

Dosing with SMART’s Automated Medication Dispensing System

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Stockton and SMART associates gather for group photo

Managing many treatment programs within one system can be challenging. Accordingly, Stockton is taking on these issues by integrating SMART’s EHR across their six locations. This EHR manages medication inventory, reduces dosing errors, and protects patient safety. Additionally, the reports in SMART’s Medication Inventory Management module simplify key information. As a result, they can streamline preparation for DEA audits.

Following this EHR implementation, Operations Manager Lianna shared her experience. “I appreciated the friendliness and continued help from the SMART team.” SMART’s implementation team appreciates the importance of a great support system. In fact, many have extensive clinical, operational management, and technical expertise.

About SMART’s EHR

SMART’s Electronic Health Record goes beyond medication dispensing. It is a full clinic management system for opioid treatment programs. This paperless EHR improves productivity by automating other key processes and reports. These include service scheduling, QA reporting, and test results posting. Moreover, the integrated Insurance Billing Module maximizes revenue and decreases data entry.  Learn more about SMART’s EHR Solutions.

Habit-Opco

EHR Software Vendor Serves Massachusetts OTPs

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SMART, EHR software vendor for opioid treatment programs proudly serves Habit OPCO Treatment Center. Now, apart of CRC Health Group, these Massachusetts-based clinics provide medically supervised methadone and Suboxone (buprenorphine) maintenance treatment. They help individuals working to overcome addiction to or dependence upon heroin or other opioids.

Methadone has been used for decades to treat individuals addicted to heroin and pain medicines. Many treatment providers have found success in treating patients via methadone dosing when combining with counseling and support programs. Habit Opco is a SAMHSA (Substance Abuse and Mental Health Services Administration) Certified addiction treatment provider.

“With the ability to become fully electronic SMART has enabled us to improve communication within the program as well as ease the burden with paperwork. The medical order package has also simplified the need to write multiple orders when providing individual treatment to patients. As far as other departments go, another great feature is that we now have real-time access to multiple disciplines, medical, clinical, and financial. I have used two previous systems and this has been the best by far.” 

John Vinitsky, Director of Nursing, Habit OPCO, Inc.

New EHR Platform AATOD 2018

New EHR Platform AATOD 2018

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SMART is showcasing our new EHR platform at the AATOD Conference, March 10-14th in New York City.  Since 1991, our EHR has evolved from an on-premise to a cloud-based software solution. Now, Amazon Web Services (AWS) hosts SMART’s cloud-based EHR. Hundreds of thousands of business, in 190 countries, trust AWS for their hosting needs. This technology helps us deliver our Partners the most powerful EHR solution yet.

Benefits: SMART’s New EHR Platform

New EHR Platform AATOD 2018Our EHR Partners enjoy enhanced information security in AWS. This includes real-time redundant data backups, network isolation, and data encryption. Another benefit is scalability. This is especially important for large enterprise organizations. The size and performance of their data network adjust, as they expand, with no downtime. Partners using SMART’s cloud-based EHR also save on operational costs. Such as equipment upgrades, software updates, and IT resources. And, SMART EHR Partners enjoy the improved efficiency. On AWS, our EHR increases speed and performance and automates key processes.

More on AATOD 2018

AATOD 2018Every eighteen months the AATOD brings together national and international opioid treatment professionals. The conference focus this year is on Advancing & Integrating Specialized Addiction Treatment & Recovery. Presenters and attendees explore the latest in evidence-based treatments, techniques, and collaborative strategies. Learn more

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Striving to be the best EHR Software for OTPs

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SMART Associates and Partners during Strategy Summit

SMART Management, Inc. considers our partners an essential element of being the best EHR Software for opioid treatment programs. Because of this, in late-September, SMART hosted the 2017 SMART Strategy Summit. The Summit brought together leadership teams from SMART Partners all over the U.S. to collaborate on the evolution of the SMART Solution.

Historically, SMART’s EHR software has been an on-premise solution. Today, it is is a 100% paperless cloud-based tool that does so much more than just patient record keeping. Small clinics and large enterprise organizations rely on the SMART Solution to help streamline operations and provide best in class patient care.

What exactly is SMART doing to be the best EHR software for OTPs?

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Partner discussing needs with SMART’s IT Director, Mason Snyder

Listening. We take what we learn from our Partners and work with our Development Teams to integrate their feedback into our electronic health record. The result is a continuously improving technology that grows with the treatment facilities we serve. Following our SMART Strategy Summit in 2013, we set in motion a variety of Partner requests. The request for increased EHR speed is one example.

SMART’s New Cloud product addresses the requests to increase EHR speed. Several of this year’s Summit attendees have migrated to the cloud while many others have not. Partners who have migrated thoughtfully shared their experiences with everyone in an open forum. Then SMART’s IT Director, Mason Snyder, followed with a deeper dive into the new SMART infrastructure, discussing largely the power and benefits of integrating Amazon Web Services (AWS) and Aurora. Companies such as Philips, Netflix, Instagram, and Dropbox, trust these integrated services to increase speed, lower costs and improve scalability.

SMART’s shift to AWS will afford partners several advantages, most notably:

  • A highly scalable fully managed database service
  • Six real-time redundant backups
  • Immediate access to the latest SMART features
  • Reduction in equipment cost and maintenance responsibility
  • Improved reliability, security, and performance with up to 99.99995% up-time

More “Agile” than ever

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New cloud calendar sneak peek at SMART Strategy Summit 2017

Another Partner request is for more predictable development timeframes. SMART is focusing on a new method of software development to be more predictable than ever. From here, we can provide more accurate estimates and plan our development to meet the strategic planning goals.

Saying that we listen and incorporate Partner feedback is nice, but how exactly does that work? In one word; Agile. SMART has adopted an Agile development methodology. This is a proven method used by companies like Adobe and GE. It allows our teams to be nimble and respond to the continuously changing needs of our Partners. Moreover, Agile is about working smarter and generating more value. Because of this, SMART Partners benefit from an EHR that has greater flexibility and is delivered in more predictable fashion.

Interested in learning more? Contact us today

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New Digital Health Record, Acadia Maryland

Cumberland Comprehensive Treatment Center Team during EHR implementation

Fall 2017 marks the beginning of Acadia Healthcare’s switch to a new digital health record software in Maryland. They chose the SMART Solution to improve EHR functionality and billing efficiency at their three Maryland-based OTPs. Acadia’s programs incorporate a variety of treatment techniques into several levels of care. This includes medication-assisted treatment with methadone, Suboxone, Subutex, and Vivitrol.

SMART takes a best-fit approach to implementing their specialized digital health record. Training is an important element of this process. SMART’s team of experts work to deliver the right content at the right time. As a result, their detailed training plan outlining the pre-go-live training and go-live training schedules helping to keep both teams on track. Following the Elkton implementation, Nurse Manager, Patricia C. said “It was wonderful… smooth transition for my Medical Dept. I owe everything to Sandy Silva, our trainer. Sandy was great! Her delivery, knowledge, and personality are outstanding.”

How SMART’s Digital Health Record Improves Efficiency

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Elkton Comprehensive Treatment Center team during EHR implementation

The SMART EHR provides automated solutions to address a wide-range of critical business functions. A few examples include, Insurance Billing, Admissions, Clinical & Medical Service Delivery, Incident Report Management, and Quality Control reports. Additionally, opioid treatment programs use SMART’s EHR to communicate real-time treatment data, maintain DEA reporting, and ensure regulatory standards are met.

Furthermore, SMART provides:

  • Centralized Billing
  • Unit- and date-based authorizations
  • HIPAA 837 & 835 EDI files
  • Eligibility verification using HIPAA 270/271
  • Diagnosis and CPT coding at the service level

Learn more

SMART Electronic Health Record-System USAOTP Conference

Electronic Health Record System – USAOTP Texas Exhibit

SMART Electronic Health Record-System USAOTP Conference

Attendees enjoying SMART’s booth give-aways

October 2017 – SMART recently showcased our electronic health record system to opioid treatment providers in Texas. The USAOTP 2017 Conference in Austin brought together opioid treatment providers for two days of networking and educational sessions. A few topics of discussion included current regulations, ethics, Medicaid and other funding, Methadone treatment issues, and the history of addiction. Attendees were excited to share and learn best practices through networking.

The influence USAOTP had on our electronic health record system

SMART Associates value the chance to spend face-to-face time with conference attendees. Further, the expressed needs of the opioid addiction treatment field directly impact the evolution of SMART’s EHR. Helping providers deliver the best in class patient care is what drives the functionalities we build into our opioid treatment EHR. The carefully designed features of our EHR can help to implement efficiencies across treatment organizations.

About SMART

SMART Management, Inc. developed the electronic health record system, the SMART Solution/SMART Software, in 1991. This EHR was originally created to improve operational efficiency and increase ROI at SMART’s family-owned network of substance use treatment facilities. Since then, SMART’s Cloud-Based EHR continues to evolve as a result of our extensive clinical experience. And it continues to grow with our partner’s needs. Learn more in FAQs