What is an Electronic Medical Record? — Pros and Cons in Orthodontics
What is an Electronic Medical Record?
In recent years, along with the term "Medical DX," the importance of electronic medical records has become widely recognized. By managing clinical information on computers or tablets instead of paper, the accuracy of records and information sharing are dramatically improved. In
orthodontics, where long-term treatment is the premise, while the centralized management of such image data and treatment plans is essential, there are still many clinics that continue to operate with paper charts. Electronic medical records reduce the daily hassle of "searching," "writing," and "storing," and realize an environment where clinical information can be
managed safely and efficiently. We believe that electronic medical records are an indispensable foundation for orthodontic medical care in Japan in order to build a system that allows you to focus thoroughly on clinical practice.
Two Types of Electronic Medical Records: Cloud-based and On-premise
Electronic medical records are broadly divided into two types: "Cloud-based" and "On-premise (in-clinic installation type)".
Cloud-based (Click here for b-align)
Data is stored in an external data center with robust security measures
Accessible from anywhere via the internet
Easy to use across multiple clinics, at home, or on mobile devices
Server management and updates are handled by the vendor (can be used with peace of mind even if the clinic lacks system expertise)
Recommended cases
→ Expanding to branch clinics / Want to share information remotely / Do not want to spend time on system management
On-premise (In-clinic server installation type)
Data is saved on a server installed within the clinic
Operates on the internal clinic network; can function without the internet
Server management, backups, and security are managed by the clinic
Recommended cases
→ Internet connection is unstable / Want to manage all data within the clinic
In dentistry and orthodontics, since images, materials, and patient information are handled by multiple staff members, cloud-based systems that allow for flexible information sharing are becoming the mainstream. On the other hand, there is still a certain need for on-premise types when you want to operate in a completely closed environment.
Benefits of Electronic Medical Records in Orthodontics
■ Reducing work and storage space through paperless operations
By eliminating the need for paper charts and forms,physical storage space is freed up, improving clinic traffic flow and storage efficiency as well. Furthermore, many clinics report that overtime has decreased because tasks like recording charts at the end of the day or pulling charts for the next day are no longer necessary.
■ Streamlining clinical practice
Being able to instantly call up past records and image data makes it easier to grasp the treatment flow and reduces unnecessary confirmation tasks.
Also, by utilizing templates and standardized text when entering charts, the effort required for input is significantly reduced.
Furthermore, risks common with handwriting, such as being “illegible” or “misread,” can be avoided, making information sharing among staff more accurate and smooth.
■ Smoother information sharing among teams
Because multiple staff members, such as dentists, dental hygienists, and receptionists, can share the same patient information in real-time, duplication of work is prevented, and clinic operations become smoother. Handing over duties during staff rotations or vacations becomes easier, minimizing coordination errors.
Also, with a cloud-based system, access is possible from outside the clinic, so even if a doctor is away at a conference or on a business trip, they can check patient information from a remote location and provide instructions as needed.
■ Improved safety and compliance
Electronic medical records are equipped with a mechanism that automatically records who accessed what information and when, which can suppress the risk of unauthorized viewing or tampering.
Also, with a cloud-based system, clinical data is automatically backed up periodically, allowing for quick restoration even if a disaster or equipment trouble occurs.
Through such mechanisms, it leads not only to information security but also to strengthening the compliance system as a medical institution.
■ Higher quality of patient care
Since most orthodontic treatments are self-pay and the treatment period spans years, careful explanation and continuous communication during treatment are essential. With electronic medical records, visual data such as intraoral photos and X-rays can be managed integrated with the records, allowing the treatment progress to be conveyed visually to the patient. Such easy-to-understand explanations lead to improved patient understanding and trust, and are also effective in preventing trouble.
On the other hand, there are these disadvantages
■ Implementation and operational costs
Costs such as the base price, monthly fees, and maintenance support vary depending on the service. It is essential to check not only for low prices but also for the support system and stability.
■ Staff training and operational rules
For a while after introducing the system, it may take time to get used to the operations. Also, if input methods and rules are not standardized, there are cases where organizing and sharing information becomes difficult. (Depending on the chart input format and operational flow, it may become necessary to review conventional methods to some extent.)
It is reassuring to secure a period to get used to the clinical flow before fully transitioning after implementation.
■ System Dependency and Communication Issues
While cloud-based electronic medical records are highly convenient, there is a possibility of temporary loss of access due to power outages or communication failures (such as Wi-Fi disconnection).
Therefore, it is safer to use a system that can be operated not only on PCs but also on devices that can use mobile communication, such as smartphones. Also, in very rare cases,
failures may occur on the electronic medical record server side. To prepare for such emergencies, it is important to have a backup system in place that allows for recording and viewing minimal clinical information on paper.
▼ Click here for a comparison of electronic medical records for orthodontics
Frequently Asked Questions about Electronic Medical Records
Q. Should I be worried about hacking or information leaks?
A. Please rest assured. Electronic medical records are operated under advanced security measures.
Many electronic medical records run on cloud environments that comply with international security standards, and all data is encrypted during transmission and storage. Compared to the
risk of loss, theft, or destruction by disaster associated with paper charts, cloud-based electronic medical records are characterized by their high level of safety and recoverability. Furthermore,
b-align adopts AWS (Amazon Web Services), a globally trusted cloud infrastructure, and implements security designs suitable for handling medical information.
Q. What happens during a power outage?
A. There is no need to worry about losing data. Even during a power outage, it is safely stored in the cloud.
Since electronic medical record data is saved to the cloud in real-time via the internet, data will not be lost even if a power outage occurs. After power is restored, you can
resume operations smoothly by restarting your PC or tablet. Additionally, by utilizing emergency power sources or mobile devices such as smartphones, you can easily handle temporary tasks like checking charts in an emergency, ensuring business continuity.
Q. Can I continue seeing patients while transitioning from paper charts?
A. You can transition to electronic medical records in stages, so it will not affect your regular practice.
The transition from paper to electronic charts does not require digitizing everything at once, and in many cases, it is done by switching sequentially starting with new patients or returning patients. Instead of migrating all past data at once, it is possible to operate by extracting and attaching only the necessary information for a smooth transition. At b-align, our specialized staff will propose a manageable transition method and support your implementation while minimizing the burden on your staff.
b-align: Electronic Medical Record for Orthodontics
In the field of orthodontics, the types of information handled daily—such as diagnostic materials, appliance types, laboratory instructions, and progress photos—are both specialized and vast. Therefore, general dental electronic medical records often fall short in scenarios unsuitable for orthodontic-specific operations. For example, do you face these challenges?
Appointment management, charts, and progress photos are saved in separate tools
Sharing progress and instructions for treatment procedures are handled on paper
Even when trying to look back at treatment progress, the necessary materials are not gathered in one place
These have a significant impact on clinical accuracy, team collaboration, and operational efficiency. b-align fundamentally rethinks these challenges unique to orthodontics and is a
cloud-based electronic medical record system designed to manage clinical practice, education, and operations in a single workflow, equipped with the following features.
Centralize appointments, billing, charts, images, and laboratory work management
All operational information is consolidated into one system, reducing both effort and errors.Integrated management of cephalometric and photographic data
Reviewing treatment progress and using data for patient explanations becomes seamless.Real-time information sharing across multiple clinics and staff members
Eliminate information lag, even with branch clinics or team-based care.
"b-align" provides the features necessary for orthodontic treatment, such as managing long-term treatment plans and examination records, coordinating with external sites, and facilitating smooth information sharing among staff. Designed by practicing orthodontists from a clinical perspective, it was born from the desire to connect clinical practice through data and improve quality, rather than relying on paper or verbal communication.
To support a clinical environment that builds trust with patients more efficiently and carefully, b-align will continue to be updated not just as an electronic medical record, but as a "specialized PMS for orthodontics" that supports clinic operations.
An electronic medical record that enables "clinical visualization" and "operational streamlining"
In orthodontics, where treatment is long-term, it is important to create a system where you can immediately check "how far we progressed last time," "what procedures were performed at what stage," and "what is planned for the next visit." An electronic medical record that can also manage visual data such as photos and X-rays significantly improves the clarity of explanations and the accuracy of records. Furthermore, by streamlining daily tasks such as data entry, document creation, and patient correspondence, staff burden is reduced, allowing more time to be spent on clinical practice itself.
The first step toward realizing that environment is the introduction of an electronic medical record.
▼ Click here for details on the cloud-based PMS "b-align" designed exclusively for orthodontic clinics.