WELCOME!

“Improving Office EfficiencyUsing Low Cost Technology”

NJ MGMA PMC 2010

HOUSEKEEPING

PLEASE:

•Silence your phone•Ask questions•Interact!•E-mail me: dan.haurey@exigent.net

ABOUT EXIGENT TECHNOLOGIES

• Founded in 1997• Microsoft Gold Partner• 13 years of experience in healthcare IT• Offices, New Jersey and Manhattan• 18 Employees

ABOUT THE SPEAKER

•Dan Haurey, President, Founder

•Long Valley, New Jersey

•20 years of IT experience

•Degree, Business Administration

LEARNING ABOUT YOU

I have some questions…

ABOUT TODAY’S TOPIC(and a little background)

“Improving Office EfficiencyUsing Low Cost Technology”

Three Presentation Goals

1. Specific Low Cost Solutions

3. How To Know If An IT Investment is Too Expensive

5. Address your current inefficiencies

LOW COST TECH TIP #1

• Also known as an “all-in-one’s” (AIO)

• Print, Copy, Fax and Scan

• Fast, networkable devices for under $500

MULTIFUNCTION DEVICES

LOW COST TECH TIP #1

BENEFITS:• Less toner to order, keep track of• Scanner compliments EMR• Network scanning directs documents to

server(s)• Takes up less space• Low replacement cost

USE MULTIFUNCTION DEVICES

LOW COST TECH TIP #1

POSSIBLE DOWNSIDES: • Several poor devices. Select wisely.

• May not be appropriate for very large practices

• Single point of failure*

USE MULTIFUNCTION DEVICES

LOW COST TECH TIP #1

Do's – Don'ts (and a dirty little secret)

• Do purchase an extended warranty

• Do choose a network device

• Do choose LASER technology

• (secret) Your copier salesperson might not like this idea!

USE MULTIFUNCTION DEVICES

LOW COST TECH TIP #1USE MULTIFUNCTION DEVICES

Brother MFC-8480DN(Printer, Copier, Scanner, Fax)•32 pages per minute (copy/print)•Network ready•Excellent scanning capability/flexibility•Small software “footprint”•Microsoft Windows 7•PC Magazine “Editor’s Choice”•$330

LOW COST TECH TIP #2LABEL PRINTERS

•Makes mailing fast and easy

•Enter data once

•Avoid errors

•About $100

LOW COST TECH TIP #2LABEL PRINTERSBENEFITS:

•Print 1-50 labels in a minute

•Very professional looking

•Comes with useful, easy software

•Error checks addresses

•No toner or ink ever needed

•Compatible with major software

•About $100

LOW COST TECH TIP #3PATIENT SELF-SERVICE FORMS

BENEFIT:Speeds the check in process*

Good, Better, BEST approach

•Good: Post Forms Online on Website •Better: PDF Forms with Fields•Best: Secure Patient Portal

*(“Better” and “Best” yield more benefits)

LOW COST TECH TIP #3

• Create PDF files from any document, instantly• Anything that you can print, you can PDF• Easy to install• Easy to use• Absolutely Free

Download: http://www.cutepdf.com/Products/CutePDF/writer.asp

PDF GENERATION SOFTWARE

LOW COST TECH TIP #4

 

• Virtually all practices are using it • Many practices are misusing it

• Most practices are not realizing the true potential of it

E-MAIL

LOW COST TECH TIP #4

 What does your e-mail address and domain name say about your practice?

WHICH COLUMN ARE YOU IN?

E-MAIL

WeeDeliverBabes2010@yahoo.com J.Owens@NorthernOBGYN.com

RealHipDoc31962@aol.com JOwens@PrimeOrthopaedics.com

Tickerman46@Gmail.com Jeremy.Owens@FordCardiology.com

Headcase_4-3-71@Comcast.net Dr.Owens@HighlandsNeurological.com

•E-mail is virtually free•Some e-mail platforms are absolutely FREE•FREE e-mail platforms are limited and insecure•The “BEST” e-mail platform is NOT FREE

LOW COST TECH TIP #4E-MAIL

Differences in various e-mail platforms

MICROSOFT EXCHANGE SERVER•The e-mail server standard•Flexible•Powerful Features•Shared Resources•Secure Intra-practice Messaging•Complete, Secure BlackBerry and iPhone Integration•Suitable for practices of all sizes*•BlackBerry Server is now FREE

*hosted option for smaller groups

LOW COST TECH TIP #4E-MAIL

LOW COST TECH TIP #5

• Reduce No-Shows• Save labor costs• Utilize those human resources on higher level work

• Can also send text messages• Can also send e-mail

AUTOMATED APPOINTMENT REMINDERS

QUESTIONS?

How To Know If An IT Investment is Too Expensive

FOUR KEY QUESTIONS:2. What is the cost of not doing it?3. Do we really know what we need? 4. Are we making apples to apples comparison?5. How soon can I get the money back? (ROI)

How To Know If An IT Investment is Too Expensive

QUESTION 1: What is the cost of not doing it?

• Expensive as compared to what?• Is it fair to compare the against zero?

$0.00

How To Know If An IT Investment is Too Expensive

QUESTION 1: What is the cost of not doing it?

Opportunity Cost: The cost of an alternative that must be forgone in order to pursue a certain action.

How To Know If An IT Investment is Too Expensive

QUESTION 1: What is the cost of not doing it?There are costs for NOT executing:

HARD COSTS SOFT COSTS

LABORFORGOING A HIGHER VALUE ACTIVITIES

(GROWING THE PRACTICE)

TELEPHONE EXPENSES CUSTOMER SERVICE

How To Know If An IT Investment is Too Expensive

QUESTION 1: What is the cost of not doing it?

BOTTOM LINE: • More often than not, there is a cost of NOT doing

something• Find out what that cost is (hard and soft costs)• It may not be sound to compare against $0.00

QUESTIONS?

How To Know If An IT Investment is Too Expensive

QUESTION 2: Do I REALLY know what I needTwo layers of need determination

5. What you think you need

7. What you actually need

How To Know If An IT Investment is Too Expensive

QUESTION 2: Do I REALLY know what I need3. Make a list of your particular needs4. Put needs in priority order5. Discover what options exist6. Stay open-minded – but disciplined7. Be aware of distracting sales tactics

How To Know If An IT Investment is Too Expensive

QUESTION 3: Are we making an apples to apples comparison?

How To Know If An IT Investment is Too Expensive

QUESTION 3: Are we making an apples to apples comparison?

• When do you get a professional RFP? (Large practices?)• There is no silver bullet “guarantee”• The technical buyer is nervous and “suspect” AND

THEY SHOULD BE!• When making a “technical” purchasing decision, the

most you can hope for is “RISK MITIGATION”

How To Know If An IT Investment is Too Expensive

QUESTION 3:Are we making an apples to apples comparison?Strategies:• Talk to people, colleagues, friends, family• Focus in on the known trouble areas• Don’t be afraid to admit that you don’t know. • Don’t be afraid to sound stupid

How To Know If An IT Investment is Too Expensive

QUESTION 4:How soon can I get the money back? (ROI)

How To Know If An IT Investment is Too Expensive

QUESTION 4:How soon can I get the money back? (ROI)

Set an ROI target – and be flexible with itNot an exact scienceDon’t underestimate productivity impact to practice during

training and ramp up”

QUESTIONS?

Case Study #1Thoracic Surgical Practice

3 Doctors

EMR Deployment | Completely PaperlessKEY AREA OF ROI• Chart pulls estimated at $2.00 each• Pulled about 50 charts per day

Office open approximately 260 days per year260 Work Days X 50 Chart Pulls per day = 13,000 pulls13,00 pulls X $2.00 = $26,000

Case Study #1 Thoracic Surgical Practice

3 Doctors

EMR Deployment | Completely Paperless

Key ROI Area #1:Hard Savings of about $26,000 per year on chart pulls

ADDED BENEFITS:• Fast, efficient customer service• Happy patients (referrals)?

Case Study #2 General Surgical Practice

3 Doctors

EMR Deployment | Completely Paperless

Key ROI Area #2:Decreased consult time, leading to two additional per day

EMR Deployment | Completely Paperless

Key ROI Area #2:Decreased consult time, leading to two additional per day

2 Additional Consults per Day X Avg. Consult Revenue of$396.50 = $793.00 per day, new revenue

Case Study #2 Thoracic Surgical Practice

3 Doctors

QUESTIONS?

What makes your office inefficient?

SHARE AN EFFICIENCYOr

SHARE AN INEFFICIENCY

OPEN FORUM

Thank You!

dan.haurey@exigent.net