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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Design Of A Mobile Health Clinic

Design Of A Mobile Health Clinic | IT Support and Hardware for Clinics | Scoop.it

A mobile clinic allows the health provider or health business to deliver its services from multiple locations. Simply put, you go to the patient, they don’t come to you.


The concept of mobile and virtual health clinics has grown rapidly and both are now key business models for health businesses in Australia.

 

Mobile health clinics have certainly grown in both numbers and services offered, as you now have clinicians and health practitioners flying into towns to hold a clinic or even doing a roadshow-like journey through rural and remote areas.

 

Mobile health clinics are also increasing in metropolitan areas where health practitioners or health businesses are going into the corporate, government and educational sectors to offer their services to the staff of those organizations.

 

Simply put, doctors, allied health professionals, and community workers are now becoming more mobile and as such, are having a bigger reach.

 

Most health practitioners agree that the biggest challenge in a mobile health clinic is to be mobile. In order words, the ability to access all the necessary clinical and business tools and offer the same service as an in-house health clinic is the greatest challenge.

Below are some tips on how to design a mobile health clinic (from an IT perspective).

 

Know what tools you need to complete your tasks in a mobile environment, this includes:

  • The clinical software applications you currently use (MD, BP, Genie, Pathology)
  • The billing applications you currently use (BP Management, eClaims)
  • The communication/messaging applications you currently use (Argus, Healthlink)
  • The administrative tools you currently use (Outlook, calendar)

Ask your current eHealth IT consultant to perform some research on

  • Cloud solutions specific to the health industry
  • Remote desktop solutions
  • Remote access solutions

 

At REND Tech, our Cloud for Health solution allows mobile, virtual and FIFO businesses to access their complete clinical IT environment from anywhere (home, office, mobile office), at any time and using their preferred device (iPads, tablets, laptops).

Before agreeing on a solution/vendor, ensure that

  • You have thoroughly tested the solution and it meets your requirements
  • Your data and applications are hosted in Australia
  • Your data, applications and complete IT environment are backed up daily
  • You are happy with the security levels provided
  • There is ongoing IT support and maintenance to ensure that your solution is always available.
  • You have tested the solution using wireless, networked and 3G/4G connections

 

By following the steps above, you should be well and truly on your way to having an excellent IT foundation for your mobile health clinic.

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

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

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Things to consider when upgrading your computers

Things to consider when upgrading your computers | IT Support and Hardware for Clinics | Scoop.it

The health industry is continuing to grow with massive investments in technology and related processes to meet today’s industry needs for increased collaboration, cross-entity, and platform integration as well as the need to achieve more by doing less. Those factors highlighted above have prompted the need for health businesses to invest in implementing IT solutions, which for the health industry fall under the eHealth banner.

 

Through our experience in implementing IT platforms for different size health businesses, we would like to share the top ten tips to save you time, money and potential headaches.

 

Technology makes your life easy: This is the main reason why we have the technology and invest in IT solutions. You need to know why you need to implement a new IT solution and appreciate that change is coming. Whether it’s changing from a paper-based system to a paperless system or complying with new industry standards, IT solutions will allow you to continue your clinical work and help minimize the administration cost. Make sure you know why you are implementing a new IT solution and set the expectations straight away.

 

Ask for a solution design proposal: As a specialist eHealth/IMIT firm we design new solutions for health businesses every day. No business is the same and no IT solution is the same. eHealth professionals know the industry requirements, they know the technology lifecycle and will know what works for your business. Ask an expert to design and scope an IT solution tailored for your business. Call different IT providers and ask them to provide their own solution/design. This way you will have options to choose from.

 

Don’t cut corners with the server: Simply the most important aspect of a clinical IT environment. The server will host your business, clinical and billing data. The server ensures that you and your staff have access to all the relevant tools and data to keep on working. Ensure that your server is a brand name (NOT PUT TOGETHER USING DIFFERENT BITS AND PIECES), ensure the server comes with at least a three-year warranty (or purchase an extension)and, most importantly, ensure that the server can handle business and data growth. You are thereby futureproofing your IT environment.

 

Technicalities of the server: Again, no business is the same. However, there is a common denominator when looking for a small/medium size server. Ask for:

  • Quad core CPU (Xeon processor) for future application/data load
  • 16GB RAM to handle more users, data, and load
  • RAID 1 configuration using SAS drives to ensure that should the hard drive fail, there is a second one to take over
  • Dual power supply to ensure the server keeps working should the primary power supply fail (it happens)
  • UPS to protect your server and data should a power outage occur
  • Windows server operating system to run your applications, store your data and ensure a secure platform

 

Backup and disaster recovery: Backup solutions ensure that your business/clinical data is safe and can be recovered should there be any data loss. Having said that, the ability to recover the data quickly and efficiently is just as important. The correct disaster recovery solution will save you a lot of time and money. Below is a quick solution guide that you can use:

 

  • Buy an imaging software like Shadow Protector Backup Assist. Ask for a daily image of your server to be implemented
  • Use USB 3.0 hard drives to back up your image (from above) and clinical data. Rotate the hard drive on a daily basis
  • Use USB thumb drives to back up the clinical data only and rotate daily

 

What about the workstations?: Easy. If the server solution is: Terminal server: Ask for thin client terminals also known as dummy terminals. Those are devices without any hard drives and connect directly to the server. Standard server/workstation environment: We recommend i5 dual-core processors with 8GB RAM and Windows 7 64-bit (do not purchase anything older than Windows 7)

 

The implementation: Ensure hiring of an IT firm that specializes in the health industry. They will liaise with the different software vendors, pathologies and ensure that your new IT environment meets the RACGP standards so you can get accredited. Remember to also ask the IT firm to ensure that your practice meets the new e-PIP requirements. Most importantly, ask the IT firm to provide a project plan and an implementation plan with deadlines on when you will obtain the hardware, the time to implementation and handover dates.

 

Security tips: This is quite simple. Ask for a top brand antivirus program to be installed and configured on all devices. I tend to recommend ESET NOD32. Ask for the network to be set up as a domain and not a workgroup. Ask for different user groups (staff, management, administrators) where the staff isn’t allowed to install any software, management can install on the workstations and administrator group has full access. Set up each user with their own password and ask them to change it every three months. Avoid Wi-Fi and use standard LAN.

 

Remote login: Do you work from different locations (aged care visits, home visits) and would like to access your clinical IT environment? There are a number of options that we recommend, one being implementing a VPN (Virtual Private Network) or an RDP (Remote Desktop Protocol configuration). Your IT provider will advise on the best solution. However, you must be sure to tell them that you wish to log in remotely before committing to any hardware/solution.

 

All businesses are different and as such, IT solutions will differ per business requirements, size and budget. The most important thing is to ensure that the server has at least a three-year lifecycle and have the selected solution implemented by professionals. This will save you time and money in the future.

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

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

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Tech Talks: 8×8 Delivers Secure Cloud Communication Solutions

Tech Talks: 8×8 Delivers Secure Cloud Communication Solutions | IT Support and Hardware for Clinics | Scoop.it

Would you like to enhance your customer experience (CX) with reliable and secure cloud-based solutions? If so, you might want to consider 8×8, a leading provider of communication-related products for businesses of all sizes looking to enhance their customer experience and increase staff engagement.

 

Our consultants recently attended a presentation and “sales blitz” by this cloud solution provider and got a detailed look at their key offerings. Here’s some of what we know about 8×8 that we’d like to share with you if you’re a business leader looking to improve your communication capabilities. Provider Overview Founded in 1987 and based in San Jose, Calif., 8×8 focuses on delivering cloud solutions that help companies transform both their team members’ and customers’ experiences.

 

This vendor’s solutions give businesses the ability to communicate and collaborate effectively and quickly with a single system of engagement for contact center, voice, video, and collaboration. 8×8 has earned recognition as a leading cloud-based communication solutions provider: For instance, the vendor has been named a leader in the Gartner Magic Quadrant for Unified Communications as a Service, Worldwide for seven years in a row. Unique Differentiator 8×8 has its own platform and native cloud contact center, rather than running on BroadSoft or another third-party cloud contact center like many of its competitors.

 

This gives them a considerable edge, as their clients realize the benefits of an all-in-one platform and provider. Featured Offerings 8×8 provides a wide range of communication solutions, such as VoIP business phone service, web conferencing, hosted PBX, virtual contact center, UC and more. Here are just a couple of their notable offerings. Business Phone Systems: An X Series Business Phone System solution from 8×8 gives you a single cloud platform for meetings, voice, call center, collaboration and more. Select elements of the different plans (starting with X2) to meet your company’s specific needs. This solution is available for small businesses as well as larger enterprises.

 

Cloud Contact Center: Enhance your customer experience with a cost-effective X Series Cloud Contact Center. Choose the model that best fits your communication needs, from the X5 (voice contact center with predictive dialer) up to the X8 (multi-channel contact center with predictive dialer and advanced analytics). Security and Compliance Guaranteed Additionally, for clients that must comply with industry regulations, this vendor’s Virtual Office and Virtual Contact Center solutions are certified as compliant with the following standards: HIPAA FISMA CPNI ISO 27001 ISO 9001 UK Government ATO Privacy Shield Framework Cyber Essentials

 

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

inquiry@technicaldr.com or 877-910-0004
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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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Cloud Backup Solutions - A Primer for Healthcare Organisations 

Cloud Backup Solutions - A Primer for Healthcare Organisations  | IT Support and Hardware for Clinics | Scoop.it

Some businesses rely on onsite backups, whether in the form of external hard drives or perhaps tape or storage media such as DVDs or DVD-RAM, all of which are subject to failure. Hard drives typically have a lifespan of three to five years and even high-grade disc-based media is easily damaged by careless handling or incorrect storage (near a magnetic source, for example).

Legislation and E-health Driving Change

With the introduction of electronic medical records and legislation on data privacy, businesses are legally obligated to secure their client's billing, medical and personally identifiable information (PII). Many companies have a disaster recovery plan that includes an offsite data backup solution. For convenience, this primarily takes place in the cloud, as the process of storing onsite backups in a fireproof safe or manually transporting backups to another location is widely considered obsolete.

Business Continuity?

Whether your business network is on-premise only, already in the cloud or a mix of the two (typically known as hybrid IT), business continuity is the aim and most organisations seek to include a solution that allows staff to continue working, even if the power or broadband service is down. When your business processes are in the cloud, restoring from backups is easy and business continuity is assured. Likely, your clients will not even know that there is a problem with your on-premise network as normal service is uninterrupted. Cloud service providers have several redundancy options in place so cloud services are rarely impacted by hardware failure.

Moving to the Cloud

If your business does not have an automated backup solution in place, it is certainly worth considering, as onsite hardware failure can jeopardise your business’s reputation, even if just a few hour’s data is lost. When a hard drive fails, specialist recovery is possible but is expensive and requires specialist knowledge and equipment. When data protection is the aim, an automated and real-time backup offsite is the only failsafe solution and use of the cloud ensures local disasters (whether hardware, fire or water damage, or extreme weather conditions) have no impact on your business data.

Cloud Provider Selection

All cloud providers are not created equal and like any other industry, service quality varies as does administration access. Ideally, your cloud service provider understands healthcare processes and the importance of immediate access to data in a clinical environment. Professionals in this area will offer a customised solution to fulfil all your backup and restoration requirements. This solution should include but is not limited to:

Onsite analysis of your existing broadband solution—Your broadband may well be adequate for general business use but when backup schedules are involved (even if daily backups are scheduled outside business hours, you cannot afford to miss a backup due to a broadband outage. Possible service provider recommendations could include an additional broadband connection, dedicated line or provision of a router that offers a 4G SIM redundancy option.

 

Backup method and process­—The way you backup can determine the success of the solution. The speed of the process is determined by the speed of the broadband connection.

Data Storage—Data must be stored in a location that complies with state laws. For example, selecting a provider with U.S. servers is not compliant.

Remote access—Can the backup be performed remotely if needed? Can the resulting backup be accessed and verified remotely?

Auditing—Once a backup is performed, it needs to be verified as good. Many companies have found that unchecked backups are corrupt, failing when they need them the most.

Exit Clauses—Every customer has a right to change service providers if they wish. Verify that your potential providers offer the facility to migrate your data to a new provider easily and that it is very clear who own the data involved.

 

Disaster Recovery Plan

Auditing and indeed backups themselves are a key part of any disaster recovery plan. To ensure business continuity and comply with governing regulations and industry standards, healthcare organisations are responsible for the storage, backup and security of their data.

Fortunately, cloud service providers are held to a higher standard than typical businesses and their infrastructure must incorporate redundancy options, security and backup processes that are very costly for smaller companies to implement.

In conclusion, from a cost perspective, it makes sense for healthcare organisations to use the cloud for backup, storage and security. In doing so, business owners can relax, secure in the knowledge that real-time automated backups of all data are carried out in a secure manner. All that is really needed to ensure business continuity in a cloud environment is remote access using an internet-enabled device. AND ensuring the internet is present is easily achieved by adding an on-premise router to the network, with redundant connections to a 4G mobile network. If you haven’t already, can your business afford not to automate data backups in the cloud?

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

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

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Track And Maintain Your New And Existing Patients Records Effectively

Track And Maintain Your New And Existing Patients Records Effectively | IT Support and Hardware for Clinics | Scoop.it

Cracking the code to access and save the heart of medical care

Medical records are undoubtedly the lifelines of medical care today. You don’t just need them to treat the patient correctly and follow-up well but also to ensure that you have documented it and have a record.

 

These are not just some paperwork requirement of the process; they are also legal documents and have come a long way,from being mere bundles of files to an important requirement in the medico-legal environment.

 

The change in the stature of patient records in the entire system has led to many strategies being developed to ascertain tracking and maintaining of patient records of both new and old patients effectively.

 

Here we list for you some foolproof and effective ways of doing the same at your clinic.

1. Unique Clinic Identity Document (UCID)

UCID is a unique alphanumeric or numeric code generated by the Clinic Management software for each new patient at the clinic. The software can be customized to generate such an ID ensuring every record of the patient going forward is stored under this ID. Being a unique code this will not be assigned to any other patient ever and this code becomes equivalent to a personal locker of the patient in the software. To access the records of any patient at any time irrespective of how old or new the patient is, all you need is the UCID and login rights to access it, and lo and behold, all relevant information will be displayed on your screen.

2. Integrate Accurately and Completely

While the Clinic Management software can be customized to generate a UCID for every new patient, old patient records need to be integrated into the system while implementing the software. This is precisely the reason why integration is an important factor to be considered while buying Clinic Management software because you cannot, in any way, afford to lose the medical records of your old patients. They need to be manually or otherwise digitized and saved on the server, to be accessed in exactly the same manner as the new ones.

3. Record Only Through EMR

Discontinue the option of the physical recording of patient records at your clinic. Recording in the software puts into use the EMR module of the software and with only one format of patient records available, tracking and maintaining patient records is easy. If both manual medical record-keeping and EMR are running parallel to each other at your clinic, patient records can never be maintained effectively and the tracking or access will never be easy or complete.

4. Patient Records On Cloud Is Better

In the battle between in-house servers vs. cloud-based server as far as patient records and their access is concerned, the cloud-based server will win hands down. The in-house server may be down for maintenance or due to some technical glitch and in that down-time no patient records can be accessed or recorded; while on cloud-based servers, continuity in tracking and maintaining the patient records is a key feature. Using a cloud-based server is a better option to effectively track and maintain patient records.

While there are many more ways to effectively maintain and track the patient records of both old and new patients at your clinic, these 4 strategies address the most pertinent issues – maintenance and access to patient records easily.

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

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

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How Serious is the Cybersecurity Talent Shortage? 

How Serious is the Cybersecurity Talent Shortage?  | IT Support and Hardware for Clinics | Scoop.it

Across all industries worldwide, cybersecurity has become a top priority. Hackers keep pumping out new types of malware, and data breaches keep occurring. As of April 8, there were already 281 breaches exposing nearly 6 million records in 2019 so far, according to the Identity Theft Resource Center. Businesses can’t afford to sit back and wait until they’re attacked to defend themselves against cybercriminals.

 

With the average cost of a data breach globally totaling $3.86 million according to IBM and the Ponemon Institute, the wisest course of action is to proactively protect your organization with a comprehensive cybersecurity strategy.

 

However, everyone looking to effectively combat IT security threats faces a significant obstacle: a cybersecurity talent shortage. If you’re a business leader seeking to minimize your data breach risk, consider the following information on the extent of this issue and what you can do to overcome it.

 

The Cybersecurity Workforce Gap by the Numbers (ISC)² – an international, nonprofit association for information security professionals – released a report on the cybersecurity workforce gap in 2018. The report draws on a survey of nearly 1,500 cybersecurity pros and IT pros who spend at least 25 percent of their time on cybersecurity tasks.

 

Here are a few key statistics from the report that illustrate the extent of the talent shortage: The global shortage of cybersecurity professionals is approximately 2.93 million. 63 percent of survey respondents said their organizations have a shortage of IT staff focused on cybersecurity. 59 percent also say their organizations have a moderate or extreme cyberattack risk level because they lack sufficient cybersecurity talent. “Awareness of the cybersecurity skills shortage has been growing worldwide,” the report’s introduction states.

 

“Nevertheless, that workforce gap continues to grow, putting organizations at risk. Despite increases in tech spending, this imbalance between supply and demand of skilled professionals continues to leave companies vulnerable.” What’s Behind the Cybersecurity Talent Gap?

 

The increasing popularity of e-commerce and the rise of new technologies like mobile devices and the Internet of Things has created more opportunities for cybercrime. In the past few years, in particular, the demand for cybersecurity talent has surged, according to Verizon. Basically, the supply hasn’t had time to catch up to the skyrocketing demand. Universities and training programs need time to develop the right courses so that job candidates have the cybersecurity skills companies are searching for, Verizon explains.

 

However, it will take a while for college students to complete the new coursework and find their way into the workforce. Another, faster answer to the talent shortage is for workers to learn through on-the-job training.

 

What Can Businesses that Need IT Security Expertise Do to Overcome the Talent Gap? There are several ideas out there already concerning how to remedy the growing and highly concerning cybersecurity skills shortage.

 

Here are a few notable proposals: Form an industry-wide alliance: If large enterprises in the IT world (e.g., Dell, Cisco, Microsoft, Google and so on) join forces, they could put cybersecurity training programs in motion to address the talent shortage, according to the CSO opinion piece “The cybersecurity skills shortage is getting worse” by Jon Oltsik, a principal analyst at Enterprise Strategy Group. Broaden the job search to include candidates with the potential to learn.

 

Companies shouldn’t necessarily rule out professionals who don’t have the ideal qualifications in terms of degrees, certifications, and experience, Arctic Wolf Networks CEO Brian NeSmith advises in the Forbes article “The Cybersecurity Talent Gap Is An Industry Crisis.” Be open-minded and consider that intelligent candidates with great problem-solving skills might do well in the role, even if they don’t have all the prerequisites.

 

Turn to a third-party provider for assistance. A managed security services provider like Stratosphere Networks can help you gain access to high-level cybersecurity expertise while still containing costs. Services such as virtual CISO and CSO can give you all the benefits of having a security pro on staff without drawbacks like the price of training and hiring an in-house executive.

Technical Dr. Inc.'s insight:
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3 Common Technology Problems and How to Solve Them

3 Common Technology Problems and How to Solve Them | IT Support and Hardware for Clinics | Scoop.it

We know that businesses struggle to keep their IT in optimal working condition. While some problems take the skilled hand of an expert to fix properly, many other issues are easier to deal with internally, but still, go chronically unaddressed. Here are some of those problems, and tips for how to deal with them.

Problem 1 – Inconsistent or Lackluster Email Security

Did you know that 92.4% of all malware is delivered via email? That’s from Verizon’s 2018 Data Breach Investigations Report. Not only is email an effective means for hackers to send you malware, but it’s a successful one too. The same Verizon report found that people in the U.S open 30% of all phishing emails, with 12% of people even clicking on the link inside the email.

 

These statistics point to a two-sided problem. Hackers know that email is a great way to get into your company, and employees are still not being cautious enough about their email usage. So, what’s the best way to help secure your email system against compromise?

 

  • Enable Two-Factor Authentication (2FA)
    This is the easiest measure to take. Two-factor authentication provides an extra layer of security that goes beyond just simple username and passwords. It requires that users verify their identity with a code sent to an authorized device (usually a cell phone), which can go a long way to keeping unauthorized users out of business email accounts. Unfortunately, 2FA adoption remains stubbornly low at businesses, despite the greatly increased security that it provides. One of the reasons holding 2FA back is that there are several different versions available, including SMS/mobile based solutions, physical keys, app-based models, and others.

 

There are advantages and disadvantages to each of these methods, so pick a 2FA model that meets the specific security and compliance needs of your organization.

 

  • Teach Employees Email Best Practices
    According to recent data from Wombat Security, 30% of employees in the U.S. don’t even know what phishing is. That’s a big problem, as your team is the first line of defense against email-delivered cyber threats.

 

Teach your employees how to defend themselves. Go over the basics, such as poor grammar, incorrect spelling, suspicious email addresses, and other phishing red flags. Company policies against bad habits, like leaving email accounts open when you’re away from your desks, can also be very helpful. You may even want to give your staff the occasional quiz to ensure that they’re aware of the most important threats, and to educate them in a fun and memorable way.

 

Have you implemented email encryption or malware scanning for your email attachments yet? If not, those are two technical measures you can take to improve email security quickly. You may also want to think about enforcing an email retention policy. Regularly deleting emails is a best practice that’s often a vital part of maintaining regulatory compliance.

Problem 2 – Poor IT Vendor Management

According to this survey from the Tech Republic, 57% of companies say that they’re spending more time managing their IT vendors than just two years ago, driven by the growing interest in cloud computing, SaaS, and cybersecurity services. IT vendor management is crucial to helping you deliver positive IT outcomes and control the cost of these services.

 

Engage company stakeholders and subject matter experts to form a workgroup to manage your vendors. While each vendor management process will differ, you’ll want to centralize all the related information, including contracts and related documents into one data repository. This body of information will help you evaluate your IT vendors to ensure they’re still a good fit for your needs, as well as negotiate future contracts.

 

From a cybersecurity point of view, you’ll also want to create a security risk profile for each vendor. As the number of vendors your company uses grows, so does the difficulty of maintaining strong security. According to PwC, 74% of companies do not have a complete inventory of the third parties that handle personal employee or customer data, a glaring oversight that your vendor management team should seek to rectify.

 

Proper IT vendor management is critical to any compliance efforts, meaning that this work must be handled with great care in regulated industries like finance and healthcare. In these cases, you’ll likely need the help of a trusted technology partner.

Problem 3 — Poorly Secured Workstations

Cybersecurity is a big, very important topic, which we’ve written a white paper on. One area of security where we’ve noticed many businesses fall short is in securing their workstations.

 

On any given day, a workstation may get used by several different employees or teams. Because they often hold valuable data that’s directly related to your productivity, these computers must be held to a higher standard of security than your average PC or mobile device.

 

  • Employ Stronger Passwords
    81% of hacking-related data breaches involve a compromised Because passwords are all that separate your workstation data from a malicious outsider (or insider), you’ll want to make sure that all your passwords adhere to the current best practices — which are constantly evolving. Did you know, for example, that mixing upper-case and lower-case letters are no longer seen as the best way to create a strong password? In fact, the man who came up with that idea in the first place now regrets ever saying it. Instead, combine 3 or 4 unrelated English words and sprinkle a number or two in for good measure. This provides a much stronger foundation for a secure workstation.

 

  • Secure Administrator Accounts and Privileges
    Administrator accounts have the ability to move data around your computer network in ways that standard user accounts can’t. This makes them attractive to interlopers, who will do whatever they can do to gain administrator access, like social engineering. Start by making sure that all default passwords have been changed and are different on each of your workstations. Using the same passwords on any two workstations could cause problems, by encouraging a successful hacker to move laterally through your network. While you’re at it, make sure that your admins aren’t using their administrator accounts for their daily work. This is another easy fix, but we see it all the time. Having your administrators use a separate account for non-administrative duties will help ensure that if their regular account gets compromised, the account with the privileged access remains secure.
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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.

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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.

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How to Prepare Your IT Department for Telemedicine 

How to Prepare Your IT Department for Telemedicine  | IT Support and Hardware for Clinics | Scoop.it

You've read all about the benefits telemedicine can offer not just to your patients, but also to your practitioners and your clinic as a whole. You've done your research and have decided to take the leap, bringing telemedicine technology and services into your clinic - congratulations!

 

While this is an exciting time for you and your clinicians, it's important that you work closely with the other side of your telemedicine operations - your IT department - to ensure as smooth a transition and adoption process as possible. Here are a few things to make sure you cover with your IT department before you go live with your telemedicine solutions.

Get your infrastructure ready

One of the great things about modern telemedicine technology is the flexibility it allows - aside from the software and hardware, all a clinic needs is an Internet connection. Well, almost. It's essential to ensure that your Internet speed is capable of handling the rigors that may be placed on it by telemedicine technology such as videoconferencing. According to the American Telemedicine Association, any operation that offers one- or two-way videoconferencing should have a broadband connection capable of supporting speeds of 500 kbps both downlink and uplink. With many modern telemedicine encounter management software products used today, the amount of bandwidth taken can be adjusted or allocated between video and data sources accordingly.

The ATA recommends using the most reliable means available of connecting to the Internet. So for many applications such as a clinic, this means your IT department should hardwire your telemedicine equipment directly to your modem rather than relying on a WiFi connection and a router. Satellite and WiFi connection are used frequently for telemedicine applications, but users can experience noticeable differences in the communication speed, image quality and intermittence of signals.

Have a hardware plan in advance

Do you know if your telemedicine equipment will be arriving preassembled, or will you need to construct it upon receiving it? If the latter, are you and your IT department comfortable with doing so reliably and safely?

It seems like a minor point, but if you're a first-time adopter of telemedicine, try and find equipment solutions that are fairly low-maintenance in terms of requirements on your end. This means either shopping for equipment that is available out of the box as a telemedicine system, or trying to find an end-to-end solution provider that can take care of all your requirements. Trying to source multiple pieces of equipment from multiple vendors can make getting support or maintenance a nightmare. Try and find a "one-stop shop" to make the process as simple as possible.

Interoperability with existing software or hardware

Interoperability is a term used widely these days, and everyone claims it. The truth is, it would be impossible to deliver interoperability that would satisfy everyone's needs, but the best case scenario at this point in time is to use telemedicine products and technologies that can be easily integrated with your existing workflow and follow standards-based guidelines for transferring or transmitting data - such as HL7 integration.

Don't forget privacy

One of the sticking points that telemedicine has faced in recent years is that of privacy in accordance with the Health Insurance Portability and Accountability Act. It's a requirement that any Internet connections used to discuss sensitive patient information should have encryption using secure socket layer (SSL) and system-user identifiers such as logins and passwords.

Similarly, any cloud-based servers used to store patient data should be encrypted as well to prevent cybersecurity risks.

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