What is a Medical Billing System in Japan? 

One of the things that is similar to a receipt computer is an electronic medical record. Both are important systems used in medical institutions, but their purposes and functions are different. 

An electronic medical record (EMR) system manages patient records digitally instead of using paper. Healthcare professionals, such as doctors and nurses, record the contents of the patient's interview, examination findings, and treatments. Electronic medical records have a legal status and must be stored electronically as required by the Medical Care Act.  

On the other hand, a receipt computer is a system that supports medical fee billing. Typically, the receipt computer and EMR are used together, with EMR serving as the basis for receipt preparation. Nowadays, there are systems that integrate both, making them worth considering for implementation. 

There are different types of receipt computers, including an integrated type that includes the functions of an electronic medical record and a separate type with distinct functions. Additionally, manufacturers can be broadly categorized into the standard receipt software ‘ORCA’ and receipt computers from other manufacturers. Here, we will explain in detail the types and manufacturers of receipt computers. 

There are two types of receipt computers: "integrated" and "separated," based on how they are linked to electronic medical records. The main difference is whether the operation of the electronic medical record and the receipt computer can be completed with a single terminal. The advantage of the integrated receipt computer is that it combines both functions, eliminating the need to launch two separate software programs, thus significantly reducing the time and effort required for operation. For the separated type, if an electronic medical record system is already in place, the implementation cost may be kept low, as only the functionality of the claims processing system needs to be added. 

Separate and integrated types have their own advantages and disadvantages. The differences between the two are summarized in an easy-to-understand table below. 

Receipts are categorized into Japan Medical Association Standard Medical Billing Software "ORCA" and those from other manufacturers. "ORCA" is a standard receipt software developed by the Japan Medical Association, notable for its open-source nature, allowing not only doctors nationwide but also everyone involved in medical care to use and improve it free of charge. On the other hand, non-ORCA receipt computers vary in functions, features, and support content depending on the manufacturer of the seller, so it is recommended to compare them in advance. 

Here, we will explain how to choose a receipt computer and the points of introduction. 

If you are already using an electronic medical record, check whether it can be linked with a receipt computer. While it can be used without linking, integrating the receipt computer with the electronic medical record allows for centralized management of information from reception to accounting operations. In the case of a separate type in which each system is installed, it is recommended to select a receipt computer first. The reason for this is that the receipt computer is easy to migrate data, and the workload is low even when changing to another receipt. 

The receipt computer has various functions, such as creating receipts and issuing prescriptions. Therefore, it is important to choose a receipt computer with the necessary functions based on the size of your clinic, the subjects you treat, and the workflow of your billing work. Also, in terms of processing performance, ensure that the receipt computer has sufficient capacity for the number of medical examinations and claims. Delays in business processing can interfere with operations, so it is important to compare them in terms of performance. 

In many cases, the final user of the receipt computer is the person in charge of medical administration. Ease of operation leads to operational efficiency and reduced risk of human error. Besides the clarity of the operation screen, it’s also important to consider whether the specifications can reduce the workload of the person in charge, such as ease of input and UI design that follows the business flow. 

It is also advisable to check the actual operation screen and consider the opinions of those who use the receipt computer at similarly sized medical institutions. In order to ensure smooth operation after installation, it is important to choose a receipt computer with excellent operability. 

Especially if you are installing a receipt computer for the first time, you may find it challenging to use. If the system has a support system, such as being able to ask questions until you get used to using it, you can use it with confidence. It is also important to be able to respond quickly in the unlikely event of a problem. It is advisable to check in advance whether there is a track record and system for addressing failures, such as a hotline for issues, technician dispatch, and regular maintenance. If recovery takes a long time, it may cause inconvenience to patients, so be careful. 

There are many factors to consider, such as which type of receipt computer to use and how to link it with electronic medical records, and you would typically want to actually try multiple devices. In such cases, it is recommended to go to an exhibition where medical equipment and services are showcased. You can also directly ask the person in charge of the device whether it can be coordinated in your own medical environment or test the usability with the actual device. RX Japan holds an exhibition called "MEDICAL JAPAN" in Osaka in the spring and in Tokyo in the fall. Please visit the exhibition, which is visited by more than 10,000 people in total.