IT Support and Hardware for Clinics
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IT Support and Hardware for Clinics
News, Information and Updates on Hardware and IT Tools to help improve your Medical practice
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Making your clinic & staff more efficient

Making your clinic & staff more efficient | IT Support and Hardware for Clinics | Scoop.it

Data collection on staff activity allows managers and leaders to determine how their team is spending their time and which activities take up the most of their working day. This post will help make your clinic and staff more efficient.

 

Data collection tools give you a clear picture of how your staff spends their time at work and how they can become more productive.

 

This is important in health businesses, as you are able to determine where your front desk and administration staff are spending their time.

 

I will use one of our clients as an example, they have two clinics and the managers found that there was always a workload on the weekend staff for scanning and administration. The staff that worked during the week were never able to complete the scanning, filing and other administrative tasks during their working day, resulting in a backlog of weekend staff.

 

By using the activity tracking software, they found out that the weekday staff was spending all of their time on the clinical software booking appointments and taking calls. This confirmed that the workload during the week was too much for the staff and allowed the client to justify hiring a new front desk staff member to complete the scanning and filing during the week.

 

You can use the data to:

  • Challenge your staff to spend an hour less a day on emails and use this hour to work on a project
  • Determine the average time staff spend on social media whilst they are in the office and raise alarms if, for example, a staff member has spent more than two hours on Facebook
  • Set yourself some goals, for example, spend less time on administration and more time using the clinical software.

 

A product that we use and is RescueTime. It is installed on all the devices in the workplace and it gives both staff and management a report of their efficiency, productivity, and areas of concern.

 

We use this software to determine processes in our workflow that need to improve and find out how productive we are compared to other staff members.

Technical Dr. Inc.'s insight:
Contact Details :

inquiry@technicaldr.com or 877-910-0004
www.technicaldr.com

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Simple Tips to Ensure Clinical Data Security

Simple Tips to Ensure Clinical Data Security | IT Support and Hardware for Clinics | Scoop.it

While we are aware of the importance of the integrity and security of clinical data, recent onsite surveys conducted by REND Tech showed that more than half of the health businesses in Sydney did not implement strong security policies to protect clinical data.

There are a number of steps that will help you increase the security policies around your clinical data. Below are our top five tips:

 

  • To stop unauthorized internal data access, the server must be protected by an administrator password known only to the management team.
  • To ensure that no viruses or malware products are downloaded on your workstations, all computers must be protected with a business grade antivirus product (not the free version of AVG). We recommend NOD32.
  • Management and IT staff should be the only people allowed to access the server. This includes providing server access to pathology companies, Medicare Local staff and so on. If access is required you need to authorize it first and then notify your IT team.
  • To avoid network hacking, change your router password from the generic password to an administrator password. – If you have a Windows XP machine then you need to consider changing it. Recent studies showed that they are six times more likely to be hacked.
  • Never install software on your business computers that have not been approved and authorized by your IT team. Work computers must host clinical and business applications only.
  • If you access your clinical data remotely then you need to ensure that the remote access application you use is secure and password protected. Never share those details with anyone, including your colleagues.

 

By following the processes above, you should be confident in the security of your clinical data. It is highly recommended that you arrange for a security audit every six months to ensure that all the relevant security policies are in place. Take the opportunity to rate your level of data security.

Technical Dr. Inc.'s insight:
Contact Details :

inquiry@technicaldr.com or 877-910-0004
www.technicaldr.com

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Why every healthcare clinic should have digital displays

Why every healthcare clinic should have digital displays | IT Support and Hardware for Clinics | Scoop.it

Healthcare clinics provide invaluable services to millions of patients every day. Yet with hectic schedules, unexpected emergencies and inevitable wait times, a day at the clinic doesn’t always go as expected.

 

Digital signage helps healthcare clinics improve the patient experience by sharing engaging and entertaining content. With screens in lobbies, waiting rooms and offices, relevant ads and information flows throughout the clinic to inform and entertain patients.

5 ways digital displays help patients and staff members

1. Make wait-times more bearable

In clinics, patients often perceive wait times as longer than they really are. Streaming the news, social media feeds and other media feeds entertain visitors to reduce perceived waiting times.

2. Educate patients with infotainment

A trip to the doctor’s can be stressful, especially with health concerns on patients’ minds. Digital screens are used by clinics to educate visitors with informative content to encourage patients to monitor their own symptoms and prepare questions for their upcoming visit.

3. Keep customers up to date

With digital signage, healthcare facilities easily update patients on what’s new at the office, including recent hires, additional services, opening hours and upcoming office closures.

4. Improve caregiver services with updated information

Digital displays inform employees of room schedules and changes, internal information and facility updates, all in real-time. Alerts can also be displayed on the screen to quickly react to emergencies.

5. Help patients and visitors find their way

It can be difficult to navigate a large medical facility like a hospital, especially in stressful situations. With numerous floors and countless hallways, interactive wayfinding kiosks and screens help patients and visitors find their way.

The added benefit of added revenue from digital signage

Not only can digital signage improve the patients and visitors experience, but it gives healthcare facilities the ability to make additional revenue. With a fairly long dwell time, clinic screens are well suited for brands and advertisers to promote their products.

Waiting room audiences also often have similar needs and interest — everyone waiting for the dentist will have oral hygiene on their mind. This means advertisements can be targeted to the right audience, benefiting brands with better ROI and patients with more relevant information.

Ready to add digital signage to your healthcare clinics? Here’s how:

1. Install your screens

Start by deploying a digital signage network. Individual clinics may not necessarily need this step, as they only have one screen to manage. However, clinic owners with multiple locations should have every screen connected through a digital signage network.

2. Schedule your content

Determine what content you want playing on your screens. Consider how long patients are in front of the screen, what content they will be interested in and what kinds of brand messaging would benefit them.

3. Create your content

From staff bios, wellness tips, promotions and informative messaging, creating your own content can give your clinic an edge and bolster communication with patients and visitors. 

4. Sell your ad space

Ad space can either be sold directly to the advertiser through one-on-one conversations or through automated programmatic purchasing. While direct sales are the traditional way to sell digital out-of-home advertising space, more buyers are looking to buy screen time through automated bidding systems.

5. Subscribe to a service

No time to create and manage your own content? Join a network that will install your screens and deliver effective, targeted and educational content to your patients.

 

Ready to get started with digital signage in your healthcare clinic?

From improvements in patient care to added revenue, a digital signage network enables you to do more with your screens.

Technical Dr. Inc.'s insight:
Contact Details :

inquiry@technicaldr.com or 877-910-0004
www.technicaldr.com

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Avoid Clinical Data Loss

Avoid Clinical Data Loss | IT Support and Hardware for Clinics | Scoop.it

Have you checked your clinical data backups in the last four weeks? Do you have a signed document from your IT vendor agreeing to your patient confidentiality policy? Finally, as a business owner or manager, do you know what security policies and technologies are in place to protect your patients’ data?

 

If you’ve answered no to any of those questions, then you’re not alone and unfortunately, your business might be at risk.

 

43 percent of the health businesses audited by REND Tech Associates in 2013 believed they implemented adequate security measures in their businesses. However, our audit results told a different story.

 

One of the costliest technology risks to a healthy business is the failure to recover current patient data easily and promptly. The inability to do so can have severe medico-legal implications for health businesses and their patients. Such risk is always linked to the backup policy that businesses chose to implement.

 

To minimize the risk of not being able to recover your patients’ data when you need it most, I suggest contracting an eHealth engineer to design and tailor a backup plan unique to your business and available technology.

 

The second major source of data loss risk is the unauthorized access to clinical patient data by IT vendors. Whilst we can agree that not all IT vendors actively choose to access clinical patient data, there have been cases reported where practices and health businesses have faced legal actions due to their inability to provide signed confidentiality agreements from their IT vendors and staff.

 

If you don’t have a signed document from your eHealth engineer stating that they meet your patient data access policy then you need to obtain one now.

 

If you’d like a confidentiality agreement template then please feel free to call us and we’ll be able to send you a generic template.

 

The third security risk to health businesses is the unauthorized access of patient data, which we all commonly know as hacking. However, most health business owners or managers aren’t aware that half the hacking cases reported aren’t external hacks but internal ones.

 

An internal hack is when an unauthorized staff member or stakeholder within the business is able to access clinical or business data that they are not supposed to.

 

To remove the internal hack risk from your business you can implement a few simple steps. The first step is to ask the clinical staff not to share their passwords with other staff members. The second tip is to ensure that no one except the business owner, manager and IT vendor can access the server. The third tip is to audit your business IT platform every 12 months. It is important to have an external eHealth engineer audit your current IT platform and check the level of service that your IT provider is delivering.

 

Ongoing regular audits ensure that your business is protected from downtime due to technology failure, medico-legal complications due to unauthorized data access and most importantly, ensuring that you can always use your backups when needed.

 

If you enjoyed this article and would like more useful tips, then I’d encourage you to visit our website for more useful articles, tips, and recommendations.

Technical Dr. Inc.'s insight:
Contact Details :

inquiry@technicaldr.com or 877-910-0004
www.technicaldr.com

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Tips to Make Your Clinic More Efficient

Tips to Make Your Clinic More Efficient | IT Support and Hardware for Clinics | Scoop.it

Business process engineering or business workflow optimization are terms used to describe how an organization and its staff are able to achieve more by changing or improving the way they do things.

 

By ’achieving more‘ we mean either getting the same results from a previous process but by doing less or delivering better results by doing things in a new way.

 

Ultimately business process engineering makes the clinic more efficient AND more productive. We surveyed some of our existing customers (specifically for this blog) to find out areas that they had improved on in their business. The key areas were:

  • Reducing administration work
  • Simplifying the patient journey
  • Reducing staff error
  • Reducing the workload on management and the team in general
  • Promoting a better culture at work by making it less stressful

 

Now for the fun part, below are the top five workflow changes our clients implemented (by using technology) that made them and their staff more productive:

 

Systemise the business via an online portal: We touched on this last week and it’s no surprise that systemizing the business in a way that makes it easy for the staff to follow the processes helps both business efficiency and staff productivity. Our clients (specifically those in the management layer) have found more time to focus on more important tasks by directing the staff to visit the online portals for answers they may require in terms of completing a business task. Systemising all business processes and delivering them in an interactive method will certainly reduce the number of times you will hear “How do I do this?” and the number of times you will think “Why can’t they just do it?”.

 

Technology on the go (Cloud Computing): Are you one of those doctors/practice managers who travel or work from different locations? You see your patient, write your notes then drive (or fly) back to the office to enter the notes into your clinical system? Cloud computing allows doctors to access their clinical software from anywhere. This simply permits you to enter the patient data while you are still with the patient which in turn, cuts down your administration work dramatically.

 

Social media at work: Sure, some managers will say “No Way” to have a chat program at work but the reality is that all high-efficiency organizations are implementing work-specific chat programs to allow their staff to communicate quicker. Whilst Skype is an option, there are many other programs that permit staff to chat and share information with each other easily.

 

Let the website reduce inbound inquiries: This isn’t something new or revolutionary but we still work with businesses on changing their website from a business card to a new staff member. Here’s the tip, write a list of the 10 most common inbound inquiries your staff receive and then put the answers to those inquiries on the contact us page on your website. You’ll notice that the inbound calls you receive are now more relevant and direct. If you could use short videos to answer those questions then you have just saved yourself and your staff a lot of time, freeing them up to complete more important work.

 

Online timesheets: You’re probably thinking, huh? What do you mean by online timesheets? Well, those who work on a contract basis are generally required to submit a timesheet. It’s generally printing out a spreadsheet, filling in the hours, signing the form and popping it into the manager's pigeonhole. We believe it’s easier to complete the time sheet and submit it online. It saves the payroll staff and management a lot of time and processing work. General practice clinics (same as all health businesses) have adopted this technology to reduce user error, payroll issues and most importantly, reduce the time it takes to remind staff to complete their timesheets.

Technical Dr. Inc.'s insight:
Contact Details :

inquiry@technicaldr.com or 877-910-0004
www.technicaldr.com

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5 Steps to Becoming a More Effective Clinic Manager 

5 Steps to Becoming a More Effective Clinic Manager  | IT Support and Hardware for Clinics | Scoop.it
1) Choose a practice management system

Using a practice management package like e-clinic makes managing a clinic significantly easier. A good practice management package will allow you to store patients’ personal data, book appointments and keep a record of appointments and their outcomes, record clinical information, manage invoicing, keep track of stock levels, contact patients via email, text or letter, and target patients with appropriate marketing campaigns. An effective practice management system should lead to a reduction in your workload and a decrease in your stress levels. Having a good computer system in place should also improve the accuracy and reliability of your data. Although the quality of your data is very much dependant on the person who enters it, there should be less scope for human error.

2) Train staff well

Training offer businesses the opportunity to expand the knowledge of employees, but some employers see training as expensive and doubt how cost-effective it is. Employers can also be concerned about staff members missing out on work time while completing training. However, despite some perceived drawbacks, training and development provides both the business as a whole and the individuals with skills, knowledge and other benefits that make the cost and time a worthwhile investment.

There are many benefits to training your team. Firstly, an employee is likely to feel loyalty to your practice if they feel that you care enough to spend money on their personal and professional growth. Providing training is also likely to improve the morale of staff at your clinic; this is because a culture that encourages learning and fosters education creates a positive, motivated, and committed workforce. Also, employees who have received job-specific training are more likely to be productive and confident. However, it is important that employees receive ongoing training and support: technology is changing all the time and therefore it is vital that employees keep up to date with changes. At e-clinic, we offer regular training courses to refresh knowledge, learn advanced skills. or train up new starters.

 3) Delegate to others

Delegation is assigning responsibility and authority to someone in order to complete a clearly defined and agreed upon task, while you retain ultimate responsibility for its success. Delegation will improve the efficiency of your clinic as well as the development of your team.

Delegation improves the efficiency of a clinic as it allows work to be transferred to other employees whose skillset is a good match for the work in hand. The role of a clinic manager involves planning and strategizing the next steps for your practice and your team. Delegating work to other employees allows you as a manager to lessen your workload. You can then focus your time on planning the next move for the team and growing the business.

As a clinic manager and team leader, you possess important abilities and transferable skills that can and should be passed on to team members. An effective way of doing this is to give them the confidence and permission to develop their skills and then delegate tasks to them so that they can use these new skills. As an added bonus, delegating gives you as a clinic manager the opportunity to develop your own coaching and mentoring skills.

4) Don’t be afraid to get your hands dirty

We’ve discussed delegation, but it’s very important for a clinic manager to remember that they should know how to complete every job role in the office with a certain degree of efficiency and expertise. Members of a team look to the clinic manager for leadership and guidance, so they need to know that their manager will be able to help them if they require assistance. If there are certain tasks that the manager isn’t trained in, there’s no harm in asking an employee to teach them – this fosters a good team spirit and a supportive environment.

5) Create processes for everything

Have you ever had to listen to yourself repeating the same instructions to colleagues? Or struggling to remember how to complete a task you last tackled a month ago? Remember feeling frustrated by the time and effort wasted? It doesn’t have to be this way, and creating processes for every task you undertake in the clinic is the way to solve it.

To summarise: a process is a set of instructions for carrying out a specific task. While you’d expect process creation to take some time, it generally takes an hour or two at first but pays off massively in the long run.

Technical Dr. Inc.'s insight:
Contact Details :

inquiry@technicaldr.com or 877-910-0004
www.technicaldr.com

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