This article addresses common questions about the Department of Veterans Affairs (VA) Electronic Health Record Modernization (EHRM) program and the Federal Electronic Health Record (EHR) system. Understand where this important initiative stands and how it benefits Veterans.
What Exactly is an Electronic Health Record?
Think of an Electronic Health Record (EHR) as a digital and comprehensive version of a patient’s paper chart. Healthcare providers use this technology to securely store and manage patient medical information, including history, treatments, and more. It’s a vital tool for modern healthcare.
What is the Electronic Health Record Modernization Program at VA?
The Electronic Health Record Modernization (EHRM) program is VA’s initiative to upgrade its current medical records system, known as Veterans Health Information Systems and Technology Architecture (VistA). The goal is to transition from over 130 different VistA systems to a single, unified Federal EHR. This new system will be shared across several federal entities, including VA, the Department of Defense (DoD), the U.S. Coast Guard, the National Oceanic and Atmospheric Administration (NOAA), and community care providers participating with VA.
The EHRM Integration Office (EHRM-IO), in collaboration with the Veterans Health Administration (VHA), is actively working to ensure VA staff and facility leaders are well-informed and equipped with the necessary knowledge and skills to effectively use the new EHR system. This includes training and awareness programs to facilitate a smooth transition.
Why is VA Moving to the Federal EHR System? What are the Advantages?
Transitioning to the Federal EHR system and modernizing related technologies is a strategic move to support VA’s mission of providing top-tier healthcare for Veterans in the future. This upgrade offers numerous benefits:
- Improved Access to Veteran Health Information: Clinical staff will have quicker and more comprehensive access to Veteran health records directly within their everyday systems. This leads to better-informed decisions and care.
- Standardized Healthcare Delivery: A single Federal EHR promotes nationally consistent healthcare practices. This allows for easier identification, sharing, and implementation of innovative treatments and best practices across all VA facilities.
- Enhanced Efficiency and System Management: Consistent data and metrics derived from an enterprise-wide EHR system improve operational efficiency and overall health system management. This data-driven approach helps optimize resource allocation and improve patient flow.
- Seamless Care Transitions: The Federal EHR supports easier transitions for both staff and Veterans between different care settings, whether virtual or in-person. This is crucial for meeting the diverse needs of Veterans, ensuring they receive expert care regardless of location, and better aligning clinical resources with patient demand.
- Faster Technology Adoption: Implementing new advancements in healthcare technology will be significantly faster with the modernized infrastructure of the Federal EHR. This allows Veterans to benefit from the latest innovations sooner.
- Sustainable Modernization: Partnering with a commercial EHR vendor ensures VA can maintain the ongoing modernization of its health IT infrastructure well into the future. This long-term approach guarantees continued improvements and adaptability.
What Benefits Does the Federal EHR Offer Veterans Directly?
Adopting the Federal EHR, the same system used by DoD and other federal agencies, is a Veteran-focused approach designed to streamline the transition for service members leaving military service. The key benefit for Veterans is seamless health information sharing. With a shared system, any health information entered into a Veteran’s record – whether by a doctor, pharmacy, or lab – becomes readily accessible to authorized providers and staff at any participating facility. This eliminates information silos and ensures a more complete and coordinated healthcare experience.
Where is VA’s Federal EHR Currently Being Used? Where Can I Find it?
The Federal EHR is not just a concept; it’s already operational at several VA locations. As of now, the Federal EHR is actively in use at six VA medical centers (VAMCs), including one joint DoD/VA facility. Beyond these main centers, it’s also deployed at 25 associated clinics and 104 remote service locations. These remote services include crucial support functions like VA call centers, consolidated patient accounting centers, and clinical resource hubs that support the medical centers and clinics.
Specifically, you can find the Federal EHR in use at the following locations:
- Mann-Grandstaff VA Medical Center (Spokane, WA)
- Jonathan M. Wainwright Memorial VA Medical Center (Walla Walla, WA)
- Roseburg VA Health Care System (Roseburg, OR)
- VA Southern Oregon Healthcare System (White City, OR)
- VA Central Ohio Health Care System (Columbus, OH)
- Captain James A. Lovell Federal Health Care Center (North Chicago, IL)
When Will the Federal EHR Expand to My Local VA Facility? What’s the Deployment Timeline?
While the Federal EHR is currently in use at the sites listed above, VA is actively planning for further deployment. On December 20, 2024, VA announced the initial planning stages for expanding the Federal EHR to four facilities in Michigan: Ann Arbor, Battle Creek, Detroit, and Saginaw. The anticipated deployment to these Michigan sites is scheduled for mid-2026. This expansion follows a period of system improvements implemented during a deployment pause that began in April 2023.
Restarting deployment in Fiscal Year 2025 is a crucial step forward for VA’s EHR Modernization program. It lays the groundwork for a broader rollout of the Federal EHR across the entire VA healthcare system. Currently, VA is working to develop a detailed implementation schedule and cost projections for site deployments extending through May 2028. More information about the long-term Federal EHR deployment schedule will be released as soon as it becomes available. Veterans should stay tuned for updates from VA regarding deployment at their specific facilities.
How Can Veterans Prepare for the Federal EHR System Implementation?
Veterans can take proactive steps to prepare for the Federal EHR launch at their facilities. The most important step is to ensure your personal information is current within your VA profile on VA.gov. Specifically, verify and update your communication preferences, contact information, and address. Having accurate information on file will help ensure smooth communication and access to the new system.
For Veterans who have legally changed their name, it may also be necessary to update this information in the Department of Defense’s Defense Enrollment Eligibility Reporting System (DEERS). You can find detailed instructions on how to update your name in DEERS by visiting: How do I Change My Name In My DEERS Record?.
Additionally, Veterans are encouraged to explore the Veteran Resources page for more information and resources related to the EHR modernization effort.
What Measures Are in Place to Secure Veteran Data in the Federal EHR?
Protecting Veteran privacy and data security is a paramount concern for VA, and the Federal EHR system is designed with robust security measures. VA patient portals are secure, and VA adheres to strict security policies and practices to safeguard personal health information. Access to Veteran health information within the Federal EHR is restricted to Veterans themselves and their authorized VA healthcare team.
VA is fully compliant with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the HIPAA Privacy Rule, and the Privacy Act of 1974. Data security is a top priority, and VA, in partnership with Oracle Health, has established a secure data transfer process between the legacy VistA system and the Oracle Health data center. This process is fully compliant with national cybersecurity standards, ensuring the highest levels of data protection throughout the EHR modernization process.
