Technology Q & A For Therapists Beverly Swann, MA, MFT Technical Consultation and Support For Therapists [email protected]

Technology Q & A For Therapists

Beverly Swann, MA, MFTTechnical Consultation and Support For Therapists

[email protected]

www.techhelpforhelpers.com

925-348-7827 Contra Costa

707-704-7536 Solano

Note: a copy of this presentation can be downloaded from:

www.techhelpforhelpers.com/freebies.html

©2010 Beverly Swann, MFT


Agenda

Note: If you don’t understand a term I use, please ask me!

WebsitesBuying new technology productsSecurity and confidentiality concernsQuestions and Answers


Websites:How do I get a website that works for me, is easy to modify

and maintain, and doesn’t cost an arm and a leg?

Important questions to ask yourself:

A website is a tool. What do I need this tool to do for me?

How much time and/or money am I willing to spend per year?

Do I want to be able to modify the site myself?

Do I want to be able to move to a different host/provider if I’m unhappy with my first choice?

Do I plan to use advanced features such as selling products or conducting surveys from my site?


WebsitesOther Considerations:

Disk Space - refers to how much space you can take up on the host server. Important if you plan to include documents, audio, or video on your site.

Bandwidth - refers to how much time the host allows you to take up on their server. Limited bandwidth can mean that, once a certain number of people look at your site during the month, no one else is allowed to visit it for that month.

Domain name - this is the name of your website. Example: www.techhelpforhelpers.com. Some hosts will not allow you to move your domain name to another host, meaning extra costs around changing your site name.

Email addresses - most hosts provide at least one email address. You may want more. For example, if you are using your site to let people sign up for a group you are holding, you might want their emails to go to a separate address.


Websites: Options Comparison

Business Card Limited Templates/Hosted

Middle Ground More Flexible Templates/Hosted

Fully Functional Program in HTML/Choose Host

Content: 1-3 pages. Basic info on your practice and how to contact you. Functionality: Limited to mostly text, stock clipart, and your photo. Limited format, background, number of links. Maintenance: Usually very easy and does not require HTML knowledge. Portability: Generally none. Bandwidth: Usually very small.

Content: 1-15 pages. Allows uploads of PDF documents.

Functionality: Includes more options, backgrounds, and art/photos. Some provide blog and forms capability. Maintenance: Medium, depending on the level of functionality you use. Generally doesn’t require HTML knowledge. Portability: Generally none. Bandwidth: Usually moderate.

Content: unlimited pages. Functionality: Completely customizable. Includes ability to accept payments from website and generally has large space capacity. Maintenance: Requires use of HTML editor, full HTML programming, or hiring someone to do it for you. Portability: Full portability. Bandwidth: You choose, based on host and how much you pay.


Websites: Cost Options

Prices vary widely - do some research by searching on “website hosting” and “website templates”

Paying for a year is often less expensive, but also locks you into a host who may not be reliable or responsive.

Check out www.top-10-web-hosting.com for reviews of site hosts.

If paying someone to build your site, consider/ask about maintenance fees and how long the turn-around is for changes.


Technology Products:

Cost/Benefit Analysis

Time Savings

Efficiency

Reliability

Upgrades

Frustration Level

Quality of Life

With all of the new products constantly hitting the market, what makes sense for my practice?


Technology Checklist

Will this increase customer service or convenience for my clients?

Will this be a significant time savings for me? What is the learning curve for using this product? How difficult is it to set up? Do they have tech support if there are problems? Will my clients’ confidentiality be compromised? Will my privacy be compromised? How does this improve the quality of my work/private life? Get input from other users before buying.


Technology - A Word On Online Social Networking

Fun, convenient way to network with other professionals Easy way to stay in touch with family and friends Not very secure - websites and databases are hacked all the

time Never post your home phone or address Never post anything that you would be ashamed for a client to see Use caution when chatting, tweeting, or otherwise communicating

online - people can pretend to be someone they are not.


Security And ConfidentialityConcerns When Using Technology

To Transmit Client Information

HIPAA Standards

Ethical Standards

Clinical Concerns


Security/Confidentiality And Technology

Use common sense. Always ask yourself “How secure is this?”

For all computers, have up-to-date virus protection and passwords for logging in.

If using a network connection, have up-to-date firewalls in place.

If you keep client notes or other records on a computer, password protect each document.

Lock up laptops when not in use. When stepping away from a computer, always put it in

“lock” mode or shut it down, so that passers-by cannot sneak a peek.


Security/Confidentiality And Technology

Do not leave laptops, cell phones, smartphones, or any other technology device that contains client information in the cab of your car. Good: lock them in your trunk, even for quick trips into the store. Better: don’t leave them unguarded ever. Cars can be broken into and/or stolen very quickly.

For voicemail message boxes, give no one else your password. When sending faxes, ensure that there is someone on the other end to

receive the fax so that it does not sit around in a public place or is not sent to an incorrect fax number.

Anything sent over the internet cannot be guaranteed to be secure. Use encryption, password protection, and follow all directions for online billing sites.

Whenever you use any wireless device, remember it is possible for others to be “listening in.”


Security: Backups

Backup your computer files at least monthly. Good rule to live by: how much information are you willing to lose/recreate?

Online backup systems may seem convenient, but consider the confidentiality/security very carefully.

Backup your cell phone/smartphone frequently. They sometimes get lost, stolen, or damaged, and it can make your life miserable to replace the lost information.

If using a thumb/flash drive for backup, keep it in a secure location. Be very careful not to leave it in a public computer!


Security: Online Calendars and Appointment Reminder Systems

Synching with an online calendar may be convenient, but client names are at risk, even if you use initials. Example: client has a stalker ex-boyfriend who also is an amateur computer hacker. Explore programs that send only time information through the internet.

Online appointment reminder systems can be very effective at reducing no-shows, but also may put clients at risk.

Always get a signed release from clients before divulging their information to a web-based company or application.


Questions And Answers ? ? ?



Beverly Swann, MA, MFTTechnical Consultation and Support For Therapists

[email protected]

www.techhelpforhelpers.com

925-348-7827 Contra Costa

707-704-7536 Solano

Note: a copy of this presentation can be downloaded from:

www.techhelpforhelpers.com/freebies.html


Documents

Technology Q & A For Therapists Beverly Swann, MA, MFT Technical Consultation and Support For Therapists [email protected]