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Exigent Technologies 2010 NJ MGMA Breakout Session Presentation "Improving Office Efficiency Using Low Cost Technology" by Daniel J. Haurey
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WELCOME!
“Improving Office EfficiencyUsing Low Cost Technology”
NJ MGMA PMC 2010
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
LOW COST TECH TIP #4
What does your e-mail address and domain name say about your practice?
WHICH COLUMN ARE YOU IN?
[email protected] [email protected]
[email protected] [email protected]
•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
