The concept of a paperless office has been something workers in such paperwork heavy
industries like insurance, banking and healthcare have been craving for some time.
While the idea of a paperless office may seem great, implementing it can be a challenge.
The main thing to remember is, when put into practice, "paperless" doesn't mean no
paper, it means less paper.
Laptop Battery Even without going completely paperless, converting your medical office to a paperless
one can have some benefits including decreasing costs of paperwork - supplies, postage,
labor and freeing up office space from file cabinets. The biggest benefit of going
paperless is saving time finding files and charts. Some studies suggest physicians lose
30% of their time searching for files. Losing a superbill or claim rejection has a real
dollar cost.
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Thinkpad Yet with these benefits and pressure from insurance companies and governments for
doctors to adopt electronic medical systems, those actually converting only account for
7% of practicing physicians. While there are many reasons electronic billing and medical
records have not been adopted, training and startup costs usually top the list.
Implementing the EMR system is especially challenging since the doctor can't delegate
those entries to office staff.
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Microsoft The rest of this article will discuss the considerations to be made when creating a
paperless medical office as well as which computer hardware and software will be
required for the best chance at success.
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Laptop Computers What to consider when implementing a paperless medical office.
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Laptop Computer It helps to approach converting to an electronic model as an investment instead of an
expense since improved productivity, decreased costs and a faster collections process will
result.
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Desktop Computer * Remember that your office won't be completely paperless; it will just have less
paper.
* If you have to convert existing paper records, be sure to choose a scanner that can
handle high speed imaging and non-standard paper sizes.
* Everyone in the office should be properly trained and sold on the paperless
concept. The paperless office will fall apart if someone doesn't participate.
* Choose software based on usability, not price. Cheap software that doesn't suit
your office will be hard to sell to the staff and will make conversion difficult.
* Decide upfront if you want software that has medical billing and EMR
functionality together or separately. Medical office software has a tendency to be
proprietary, so not all functions may work together if you buy EMR software after
your billing software and vice versa.
Notebooks
Hardware requirements for medical billing software.
Lenovo Computers
These days you can tell a lot about your computer by the operating system installed on it.
(Windows 2000, Windows XP, etc.) We'll skip a bunch of technical specifications here
and just say you'll need a computer that runs Windows XP and works well with your
office Internet access.
Hard Drive Your software choice will also help determine required hardware. Web-based medical
office software will be more open to your existing configurations.
Travelstar Scanners
Perhaps the most important hardware choice you can make for a paperless medical office
is the scanner. There are many scanners available that serve as printers, faxes and copiers
so you can consolidate space with one machine. If you have a lot of paper records sitting
in files, be sure you choose a scanner with fast scan times. Getting one that will scan
multiple documents at a time is a necessity. Converting to a paperless office is certainly
a challenge, but you can reduce problems by getting a good scanner.
Gateway Printers
A high quality laser printer is recommended for going paperless. Make sure you get one
with high output capability so you're not letting your hardware decrease productivity.
You may also want to get a laser printer or inkjet that is color capable for printing patient
photos.
Laptop Parts Cameras
You'll want a digital camera to take patients photos to match their records. You can also
scan ID cards, but a color digital photo will provide the best look and decrease the chance
for errors.
Software Portable computing devices
Using a tablet PC or PDA allows physicians to chart while the patient is in the room. It
reduces forgetting to record treatments and allows fast, accurate documentation.
Utilizing one of these devices is a great way to get the doctor to adopt the paperless
process.
Hard Drives Software requirements for medical billing software.
Electronics EMR / Billing / Practice Management
Most important in choosing your medical office software is which components you feel
are necessary. Some software packages only cover medical billing and practice
management. Others only have electronic medical record capability. Some have all of
these features combined and they work together. If you decide to purchase separate
billing and EMR software, find out from the vendor which programs they're compatible
with in case you decide to implement the missing component in the future.
Canon The most efficient paperless medical office system is one that has full integrated medical
billing and EMR capability.
Desktop Pc Web based / Client Server
Your next choice is between a web based system that is completely accessed over the
Internet, or one installed on your office computer and networked through the office. Web
based systems offer the most amount of flexibility since records can be accessed
anywhere - much like online banking. Web based medical software meets HIPAA
security requirements while removing concerns about backing up or losing data.
Desktop Computers Client/server systems present a feeling of security because they are housed in office, but
present a number of issues including uptime, upgrades, security and cost. A web based
system removes a number of operational headaches and places those responsibilities on
your software provider.
Think Pad Paperless Printing
The ability to print or manipulate digital documents, while maintaining security, requires
the use of PDF creation software. The industry standard is Adobe Acrobat, which has a
free reader. Acrobat 7.0 is the latest PDF creator.
Repair Flexibility / Training
Many medical office software programs use template based functionality which is
counter intuitive to a standard medical work flow. When these programs are
implemented, not only is new software needed to be trained on, but the whole flow of the
office visit.
Data Recovery There are flexible medical software programs available that are easier to implement and
flow well with a typical medical office visit. Make sure you get a full demo of the
medical software you're investigating before you try to implement it.
Cisco All the benefits of a paperless office will go out the window if not properly implemented.
Make sure you know what kind of setup training is required of your staff as well as
ongoing education. Is technical support responsive, or will you spend hours just trying to
get a hold of them? Learn the answers to these questions before you buy.
Keyboard Summary - Paperless Medical Office
Converting to a paperless office may seem like an expensive challenge that isn't worth
undertaking, but staying competitive in the medical field is contingent upon it. Not only
are there increasing pressures from payers and government laws, (HIPAA) but having a
paperless office improves time efficiencies, reduces costs and ultimately allows
physicians to provide better patient care.
