EHR Certification: Understanding Requirements & Process
The rise in the use of healthcare technology to carry out day to day activities have made healthcare software systems an integral part of the modern-day healthcare landscape. You see from having a dedicated resource to fill-up patient demographic information to the introduction of Electronic Health Records, healthcare systems have changed the game, right?
Well, given the rise in healthcare software systems, especially with custom EHR software development, the healthcare landscape is slowly transitioning to a completely digital landscape. Today, the electronic health records have become the epicenter of healthcare delivery and became the cornerstone of the healthcare industry.
However, you see the process of care delivery is highly coordinated and depends on one another for even the minor aspect. And for healthcare systems to exchange information smoothly, there should be some common ground right?
Well, this is where ONC also known as the Office of the National Coordinator for Healthcare Information Technology comes into the picture. It was established in 2004 by the US Department of Health and Human Services and over the years, its certification has become essential for ensuring that your EHR system is following the standard functionalities and is secure and instilled in the practice for meaningful use.
On that note, in this blog, let’s understand the ONC EHR certification landscape and why it is important for EHR interoperability, healthcare data exchange, and other intricacies. So, without further ado, let’s get started.
What is ONC Certification?
Before getting into the details and its intricacies, let’s first understand what an ONC certification is. In a nutshell, the ONC certification program is a crucial aspect of the US healthcare system, which ensures the quality and safety of the Electronic Health Records system and other healthcare IT technologies.
The role of ONC in building your healthcare IT ecosystem is crucial as it develops and regulates the use of health information technology across the United States. From developing standards and policies for the meaningful use of health information to certifying health IT products and even providing technical assistance to healthcare on using health IT effectively, it can be argued that ONC acts as a catalyst in the transition process of the digital healthcare landscape.
Furthermore, ONC also helps in creating a win-win situation for both patients and providers. By improving the quality of care with reduced medical errors, better coordination and improved accessibility to health information, the patients can be sure that the care they are receiving is of highest quality.
On the other hand, for healthcare providers, by streamlining workflows and communication it improves efficiency. Moreover, being a government regulated project, you can even get incentives for EHR certification.
ONC Certification Criteria
Now that we’ve seen why ONC EHR certification is necessary for your healthcare practice, now let’s understand how to achieve ONC EHR certification, and what is the criteria for getting an ONC-certified EHR system.
Core Certification Criteria:
For core certification criteria, the first one is the clinical quality measures where you should ensure that your custom EHR system supports all the core clinical functions like prescribing medications, ordering tests and documenting patient encounters.
Along with that, you need security risk analysis. In this your EHR system must protect patient data from unauthorized access and cybersecurity threats like breaches, etc. Moreover, the system should be able to analyze the security risk and alert beforehand to avoid any troubles.
Last but not least, the last core criteria in ONC EHR certification is patient access, meaning the EHR system should allow patients to access their own information and be at liberty to do whatever they please.
Additional Certification Criteria:
Some additional ONC EHR certification criteria are meaning use, advanced use and advancing care information. While meaning use deals with the meaning and ethical use of the EHR system which is to store and manage patient health information for delivering the best possible care.
In terms of advanced use and advancing care information, it deals with processes that involve after the information is collected and how it is used. In advanced use, it basically involves further functionality which deals with the intricacies of care delivery and the roadmap for patient health outcomes.
The Certification Process
Coming to the ONC EHR certification process, here are the three stages that you need to follow. However, the process obviously starts once the EHR system is developed.
1. Self-Assessment: According to the requirements of the ONC EHR certification, identify the gaps that lie in your EHR system and try to cover them. Developing a strategy for that is one of the best ways to stay atop them and ensure that your system does not miss out on anything.
2. Certification Testing: Conduct EHR testing and attestation, where all the technical and functionalities of the EHR system are tested. Along with that, conduct security testing to ensure that your EHR system is secure and does not compromise patient health information.
3. User Interface Testing: User experience is a core aspect of ONC EHR certification, and user interface testing is conducted to ensure that software is user-friendly and easy to navigate for
4. users. Submission and Review: Submit the documents and test results to ONC-ATCB. Once the results arrive from ONC-ATCB, address the deficiencies and issues identified by the team. And once that is successfully done, resubmit it, and you will be all set to get an ONC-certified EHR system.
Maintaining ONC Certification
Given the ever-evolving nature of the technological and healthcare landscape, the ONC certification requirements will also change. So here are some of the ways in which you can ensure your ONC-certified EHR system stays an ONC-certified EHR system.
1. Annual Updates: ONC will observe any major changes, trends, and updates in the health IT landscape and notify everyone of the changing regulations and standards in their annual updates. By implementing all the necessary changes in your EHR system through system updates and patches to match the needs of ONC, you can ensure your EHR system is ONC certified.
2. Re-certification: In case you miss out on certification, you can apply for re-certification to maintain compliance and certification. Though the process becomes much easier, you need to ensure that you are on top of all the latest updates and requirements.
Discuss your specific needs and find the best path to EHR certification
Schedule a ConsultationVendor Selection Guide
The role of your EHR software development company or vendor cannot be ignored. It plays a crucial role in gaining your ONC certification and the success of this venture highly depends on them. That is why you should be really cautious when it comes to selecting your vendor. Here are some factors on which you can evaluate your vendor and the questions that you should ask before giving the vendor a green light for coming onboard.
Factors to Consider When Choosing a Certification Partner
When you hit the market to find your ideal custom EHR software development company, almost everyone will be claiming to be the best. But you don’t have to fall for that, instead you need to evaluate them for yourself. And here are some of the factors that can help you in making the right choice:
- Proven track record of achieving and maintaining relevant certifications.
- Domain expertise over healthcare regulations, standards and EHR workflows.
- Ability to establish an integration with existing systems.
- Providing comprehensive onboarding, training and ongoing support for certification.
- Check whether they provide clear, favourable terms and conditions in their contract regarding deliverables, development timelines, cost and exit options.
There is also a chance that most of the vendors you might encounter would fit in this criteria. In such cases, making a choice can be difficult, in that case, asking them the right questions can help you in sorting and making the right decision. Refer to this table below for more:
| Factor | What to Look For | Key Questions to Ask |
| Certification Experience | Track record with relevant certifications | Can you show proof of past certifications? |
| Domain Expertise | Knowledge of EHR regulations and standards | How do you stay updated with changing requirements? |
| Integration Capabilities | Seamless interoperability with other systems | What integrations are supported out-of-the-box? |
| Support & Training | Robust onboarding and ongoing support | What training is included in your service? |
| Financial Stability | Evidence of growth and reliability | Can you share financial or market growth metrics? |
| References & Reputation | Positive client testimonials and case studies | Can we speak to similar clients about their experience? |
| Contract Terms | Transparent, flexible, and protective agreements | What is your exit strategy if we part ways? |
Challenges & Considerations
Getting an ONC EHR certification is easier said than done. There are several challenges that you need to overcome. Here are some of the challenges of implementing ONC EHR certification to help you navigate smoothly through the space:
1. Cost and Time Investment: The cost of ONC EHR certification can be, at times, more, and you sometimes even have to dedicate your resources to achieving ONC EHR certification. However, with careful planning and hiring experienced developers, you can minimize costs and ensure maximum efficiency.
2. Complex Technical Requirements: Compliance with technical standards and guidelines can be tough since the compliance landscape is too technical and complex. One of the best ways to overcome this is by working with experienced software development partners or EMR software developers.
3. Ongoing Maintenance and Updates: The ONC regulatory landscape keeps on changing and staying up-to-date with these changes and best practices can be tough. To be prepared for this, you need to develop a robust maintenance and support plan that covers ongoing maintenance and updates seamlessly.
Conclusion
In a nutshell, ONC certified EMR software stands as pillars of progress in healthcare, fostering enhanced interoperability, fortifying data security, and streamlining patient care coordination. The ONC’s rigorous standards ensure the reliability and functionality of EHR systems, with over 95% of hospitals and 80% of physicians benefiting from this certification as of 2023.
As we’ve explored, achieving certification involves a systematic approach: beginning with self-assessment against core criteria (clinical quality measures, security risk analysis, and patient access), followed by rigorous certification testing, and culminating in submission to ONC-ATCB for review. The process doesn’t end with certification—maintaining compliance demands vigilance through annual updates and potential re-certification. When selecting an EHR vendor, evaluate their certification experience, domain expertise, and support capabilities, while preparing for challenges such as cost management, technical complexity, and ongoing maintenance. The investment is worthwhile, as ONC certified systems enhance interoperability, strengthen data security, and streamline care coordination across healthcare settings.
To harness these advantages, we urge readers to delve deeper into the ONC EHR certification process, seeking guidance from professionals or ONC resources for a seamless journey toward improved healthcare standards.
On that note, get your ONC-certified EHR system today with Thinkitive Technologies. Click here to get started.
Frequently Asked Questions
EHR ONC certification is a voluntary program that certifies electronic health record (EHR) systems to ensure they meet national standards for data accuracy, security, and interoperability. It is important because it helps to improve the quality of healthcare by ensuring that EHR systems are able to exchange information seamlessly, which can lead to better patient care coordination and outcomes.
EHR ONC certification requires meeting standards for interoperability, security, privacy, and public health reporting. The EHR must exchange data with other systems, protect patient information, and support public health initiatives.
The two main types of EHR ONC certification are Complete EHR and Modular EHR. Complete EHR certification means the entire system meets all certification criteria, while Modular EHR certification means the EHR meets criteria for specific functionalities or modules.
To achieve ONC EHR certification, your practice must select a certified EHR vendor, implement their system, ensure compliance with ONC standards, and undergo testing by an accredited certifying body.
ONC-certified EHR systems offer several benefits:
- Interoperability: Facilitates seamless data exchange between healthcare providers.
- Data security: Ensures patient information is protected with robust security measures.
- Improved patient care: Supports clinical decision-making and enhances care coordination.
- Meaningful use: Helps providers qualify for government incentives.
- Compliance: Adheres to federal standards and regulations.
The implementation of ONC EHR certification faces challenges like complex technical requirements, evolving standards, interoperability issues, and compliance with changing regulations. Ensuring seamless integration and meeting diverse healthcare needs adds complexity to implementation.
The ONC EHR certification process involves preparing the EHR system, selecting a certification body, undergoing testing at an authorized laboratory, submitting test results, and achieving certification.
The cost of ONC EHR certification varies depending on the specific EHR system and the certification body. It can range from several thousand dollars to tens of thousands of dollars. There are various grants available to offset these costs, such as those offered by federal programs like the Medicare and Medicaid EHR Incentive Programs or state-specific initiatives.
Healthcare providers can stay informed about changes and trends in ONC certification standards by:
- Subscribing to the ONC newsletter: This will provide updates on new regulations and guidance.
- Attending webinars and conferences: These events often feature discussions on the latest changes to ONC standards.
- Consulting with industry experts: This can provide valuable insights into how the changes will affect their practice.
- Reviewing the ONC website: The website is a valuable resource for information on all aspects of ONC certification.
