Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Using Systems to Create the Perfect Paperless Office William J. Moorhead, DMD Florida National Dental Conference June 2014 © The Streamlined Practice LLC 2014 William J. Moorhead, DMD Disclosure Statement: I have a relationship with the following company that may be relevant to this course: Owner: The Streamlined Practice LLC StreamDent.com StreamDent.net 1 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Participants should be cautioned about the potential risks of using limited knowledge when integrating new techniques in their practice ADA CERP Standard IX Contact Information: William J. Moorhead, DMD [email protected] Day: (606) 845-2273 Cell: (606) 748-0950 Downloads: www.TheStreamlinedPractice.com 2 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Today’s Objectives Recognize the time and money‐saving advantages of the paperless office Make practical use of your latest software Learn ready to use systems to plug into your practice Acquire nuts and bolts techniques to take your office paperless 3 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 My Paperless Evolution 1981: Sycom Off‐Premise System Off‐site computers prepared statements, insurance forms and reports 1986: Apple 2e Computer. Recall database and Word Processor mail merge on AppleWorks software 1987: K‐Comp PC‐MOS system with 25 Mb hard drive Clinical notes typed on word processor 1997: Intra‐oral Digital Doc wireless cameras My Paperless Evolution July 2000: Dentrix installed for front office January 2001: Operatory computers All charting, perio and clinical notes entirely digital 4 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 My Paperless Evolution 2002: Invisalign 2003: First dedicated desktop server Caesy Enterprise video server 2006: Dexis intra‐oral Dedicated rack server Paper charts eliminated, panoramic x‐rays scanned My Paperless Evolution 2008: New Office 5 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 My Paperless Evolution 2008: New Office My Paperless Evolution 2008: New Office 6 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 My Paperless Evolution 2008: New Office My Paperless Evolution 2008: New Office 7 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 My Paperless Evolution 2008: Sheet‐fed scanner, paper receipts now stored electronically My Paperless Evolution 2009: Eliminated all printed reports Daily reports Daily deposit records EOM 2010: Apple X‐Serve for StreamDent® 3 Mb Internet service 8 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 My Paperless Evolution 2011: Three PC Virtual Servers Today’s Topics Evaluate paperless features in the three major practice management software vendors plus two new cloud software services Discuss hardware demands and software versions How to streamline your operatory for all digital records Protecting yourself from data loss Methods and management of paperless data entry 9 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Today’s Topics Electronic insurance claims HIPAA Privacy and Security Rules Electronic health records & Medicaid reimbursement incentives Add‐ons available to Practice Management Software Cloud software available Review the flow necessary to perform a new patient exam in a paperless office 10 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Take the Stairs –7 Steps to Achieving True Success Rory Vaden The Pain Paradox Principle of Sacrifice 11 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Take the Stairs –7 Steps to Achieving True Success Rory Vaden Cows run away from the storm The Pain Paradox Principle of Sacrifice Impulse Feelings Emotion 12 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Reason Logic Short Term Long Term Impulse Feelings Reason Emotion Logic The short term easy leads to the long term difficult, while the short term difficult leads to the long term easy. 13 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Take the Stairs –7 Steps to Achieving True Success Rory Vaden The Pain Paradox Principle of Sacrifice EASY short‐term choices lead to DIFFICULT long term consequences. Take the Stairs –7 Steps to Achieving True Success Rory Vaden The Pain Paradox Principle of Sacrifice DIFFICULT short‐term choices lead to EASY long term consequences. 14 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Take the Stairs –7 Steps to Achieving True Success Rory Vaden The Pain Paradox Principle of Sacrifice The short term easy leads to the long term difficult, while the short term difficult leads to the long term easy. Self discipline creates freedom. Overview: Practice Management Software Dentrix Eaglesoft Softdent Curve QSIDental Electronic Insur Claims “AutoNotes” – “Smart Note” Clinical Notes Advanced Basic Advanced Basic Templates Scanned Docs Customizable Customizable Available Questionnaires Advanced Next Year This Month Advanced Stored as Stored as Consent Forms Customizable Advanced scanned scanned Export to Word Word –OK Word –OK & Excel Excel ‐ Excel ‐ Both Both Both Limited Limited Audit Trail EHR Not Fully Late 2012 Late 2012 Add‐on Available Integrated 15 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Reality Check: Age of Your Hardware Useful life: Desktops: 3 years Servers: 5 years Breakdowns = Operatory Shut Down Software Versions Capability & Compatibility Software capability improves but require faster computers Maintenance & Bug Fixes Without maintenance –risk of security breaches Cloud‐based Increasingly used by newer software Little or no maintenance Upgrades automatic 16 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Infrastructure Network cabling Cat5: Minimum Cat6: VoIP Wireless routers Intra‐office network Internet access only –for patient use Internet access: Cable, DSL, T1 lines or faster Download/upload speeds (5 Mb/1 Mb, 10 Mb/ 2 Mb) Planned obsolescence Budget to replace hardware & software on a regular schedule 17 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Monitors More monitor space = increased productivity • Number & Size • iPads, other tablet computers Monitors 18 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Monitors 19 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Monitors 20 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Utilities for Multiple Monitors Ultramon www.RealtimeSoft.com Monitors 21 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Monitors iPads Keyboard & Mouse Cabling for USB, USB hubs Lasts about 3 years Try to add large width PVC under operatory flooring 22 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Keyboard & Mouse Cabling for USB, USB hubs Lasts about 3 years Try to add large width PVC under operatory flooring Wireless Have become reliable Battery changes Still some potential for wireless interference Data Backups Tape drives USB portable drives Keep at least one current backup offsite Portable drives should be encrypted Laptop copy Your laptop hard drive should also be encrypted Karen’s Replicator – www.KarenWare.com 23 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Data Backups Tape drives USB portable drives Keep at least one current backup offsite Portable drives should be encrypted Laptop copy Your laptop hard drive should also be encrypted Karen’s Replicator – www.KarenWare.com Offsite backups Backups Tape drives USB portable drives Laptop copy Offsite backups 24 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Scanning Scanning Flatbed vs. Sheet fed X‐ray Scanners Higher resolution = More Hard Drive Capacity Twain interface required for most dental software 25 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Scanning Epson Expression 1640 XL $499 Transparency Unit $449 for 1640XL Allows scan of panoramic or ceph films Scanning 26 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Scanning $353 Not TWAIN Compatible Scanning $784 TWAIN Compatible 27 Using Systems to Create the Perfect FNDC June 2014 Paperless Office © The Streamlined Practice 2014 Why Scan? If you are still generating paper forms Hard copy documents received by mail Transferred records, mailed EOBs Convert existing charts Conversion Strategies Don’t scan everything! You’ll occasionally need