VHH does not currently have an electronic health record (EHR) system to store veterans’ medical records. Instead, VHH retains only hardcopy medical records.
According to Centers for Medicare and Medicaid Services, there are multiple benefits to implementing an EHR system, including improved patient care. For example, an EHR system allows healthcare providers to access medical records in real time to provide accurate and timely care. An EHR system can reduce medical errors and delays in treatment and improve the accuracy and clarity of medical records and improve the security of medical records.
Authoritative Guidance
As part of the American Recovery and Reinvestment Act of 2009, qualified medical professionals and hospitals were eligible for financial incentives to use EHR systems. While VHH was not an eligible provider, we consider implementing an EHR system to be a best practice because of the multiple benefits CMS has referenced. In addition, according to 105 CMR 130.375, DPH requires Massachusetts hospitals and community health centers to implement EHR systems. Specifically, acute care hospitals were required to have implemented an EHR system no later than December 1, 2013; non-acute hospitals were required to implement EHR systems no later than October 1, 2015; and community health centers were required to implement EHR systems no later than October 1, 2016.
Reasons for the Issue
In April 2019, the Department of Veterans Services (now the Executive Office of Veterans Services) posted a bid for an EHR system to COMMBUYS. In May 2019, VHH, along with the Veterans Home at Chelsea, the Department of Veterans Services, and EOHHS, planned to implement an electronic medical records system. However, VHH told us that there were issues with the first vendor, and the original contract was terminated around September 2021. VHH and the Veterans Home at Chelsea entered into a joint contract with a vendor on March 4, 2022 to make all medical records electronic. The vendor has reported to leadership at VHH that, as of May 2024, it had completed scanning medical records at the Veterans Home at Chelsea and has moved to scanning medical documents at VHH.
Recommendation
We recommend that VHH implement an EHR system as soon as possible.
Auditee’s Response
During the audit period, the Veterans Homes at Holyoke and Chelsea were in the process of procuring an electronic medical record. Both Veterans Homes currently use [an electronic medical record system] for their electronic medical records and as part of the “go live” process, physical medical records were scanned and are now stored electronically. [This system] became operational at [VHH] on September 9, 2024.
Auditor’s Reply
Based on its response, VHH is taking measures to address our concerns regarding this matter. As part of our post-audit review process, we will follow up on this matter in approximately six months.
| Date published: | January 14, 2026 |
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