Answer: First of all, you are responsible for an important, but manageable task. Transitioning an organization from paper forms to electronic forms can initially seem overwhelming; however, breaking the project down with these practical steps will position you toward success.

Forms Inventory. Create a forms inventory, identifying all currently utilized forms. Document the following:

• Form identifying information (form number, title, revision date, originating dept., and printing source)
• Form layout (form size, orientation, and # of pages)
• Electronic data/forms (interfaced documents, originating system, location the form is electronically filed in the EHR).

The inventory process proves to be beneficial in tracking the most current form version, identify out-dated, unused and unnecessary forms, and track those forms requiring revision. The responsibility to maintain the forms inventory is often assigned to an IT/HIM Project Manager or someone with an understanding of the legal medical record as well as a technical knowledge of the system(s) directly impacting the EHR.

Forms Committee. Many organizations have an existing Forms Committee in place. As the management, production and utilization of forms evolves with the implementation of an electronic forms solution, the existing Forms Committee structure may be transformed. The Forms Committee should have representation from all major operational areas – Patient Financial Services (PFS), Nursing, Medical Staff, IT, HIM.

Versioning Plan. Identify the most current form version, and develop a plan for ongoing tracking and version control. Consider how form revisions and new form requests will be submitted and who is responsible for making these changes. A versioning plan will ensure the correct, most up-to-date forms are accessible to users.

Explore Needs. Assess the tools offered by your forms technology solution and capitalize on them! Determine the process for creating new forms and revising existing ones. Consider how forms will be managed (i.e. forms library). Consider how users will access forms, and which forms should be accessible based on user roles. Explore how outside documents will be managed (i.e. labels). Assess the downtime documentation procedures and determine the associated need for downtime forms.