Using Internet-Based Software to Operate Paperless Orthodontic Practices
By Charles A. Lewis
Providing exceptional patient treatment is the principal objective of orthodontists; the goals of operating profitably and efficiently follow closely behind. Most orthodontists agree that attaining those aspirations helps make their professional lives more happy, trouble-free, and less stressful.
In recent years, new technologies in braces, brackets, wires, bonding materials, and techniques such as indirect bonding, have made patient treatment easier and, in some cases, quicker. Contributing to this increased efficiency in the practice have been the computerized management programs, digital imaging and radiography systems, and 3D electronic models.
Now there are two fairly-new operating methods that will, if used appropriately, increase the orthodontist’s potential for achieving the important ambitions set forth above. They are:
Whether the orthodontist realizes it or not, if he or she will be in practice for the next 5-7 years, both of these methods of operation are probably in his or her future. The good news is that using them will not only help reach the goals of efficiency and profitability; it will offer the capability to increase the gains in each of those areas . . . and do it very cost effectively!
Paperless Operation: What is it and why use it?
What is it? Paperless operation simply means that electronic functions and records replace all those involving paper.
Just as the international banking and financial industries moved to electronic records and transactions many years ago, health care providers are now rapidly replacing paper patient records with electronic ones. This trend became so prevalent, so quick, that the United States Department of Health and Human Services (‘DHHS’) enacted the Health Insurance Portability and Accountability Act of 1996 (‘HIPAA’) to safeguard the privacy of this electronic patient information, which is absolutely critical. Why is this move to electronic records taking place? There are several reasons but the primary motivations are economics and increased functionality. Here is what DHHS says about electronic records:
“The economic arguments become more compelling as the medical system shifts from predominantly paper to predominantly electronic records. Improvements in computers and networking mean that the costs of gathering, analyzing, and disseminating electronic data are plunging. Market forces are leading many health care providers and health plans to shift from paper to electronic records, due both to lower cost and the increased functionality provided by having information in electronic form. These market changes will be accelerated by the administrative simplification implemented by the other regulations promulgated under HIPAA.”
Why use it? DHHS did an excellent job of summarizing why doctors should switch to using electronic records; it also made clear that HIPAA’s regulations will speed up this conversion process.
Totally Paperless?
Is operating a totally paperless orthodontic practice possible today? The answer: No. Even DHHS uses the phrase ‘predominantly electronic records.’ Remember, being totally paperless means that electronic records and functions replace all those involving paper. However, some of the procedures still required in an orthodontic practice preclude the complete elimination of paper usage at the present time.
Paperless / Partially Paperless Operations
These practice records and functions can be completely paperless – if all the systems and equipment are in place and everything is carried out correctly:
The following functions can be either paperless, or partially paperless, depending on whether the right systems and/or services are in place:
■ Billing and statements
■ Patient payments
■ Insurance claims
■ Recall notices
■ Letters & other communications
To make mostly-paperless operation possible, it is necessary to have certain systems, equipment, and services in place. The systems include management software, imaging/ceph software, an automated telephone program (i.e. HouseCalls), and/or an interactive website program (i.e. Ortho Sesame). The required equipment includes PCs, digital camera, and a scanner or digital radiography unit. Services include 3D electronic models, electronic fund transfers, electronic patient billing, and electronic insurance claims. All of these systems, equipment, and services must be fully integrated with the computerized practice management system if paperless operation is to ever be possible.
Internet-Based Management Software Delivery
What is it? The orthodontic management software and the user’s patient data are located on powerful servers in a data center staffed with technical personnel. Networked workstations in the practice access the application and data via the Internet using a broadband connection; typically DSL or Cable Modem.
This relatively new (but fully proven) method of providing management software to orthodontic practices is the perfect means of facilitating (near) paperless operations. One key reason for using electronic records is to improve ease of access to patient information; and Internet-based software delivery enables this accessibility better than any other system. As you would expect, the software and delivery system must incorporate extensive data encryption capabilities and safeguards to prevent unauthorized access and to meet the patient information confidentiality safeguards required under HIPAA.
Advantages
The advantages of using Internet-based software delivery can be categorized as follows:
Improved access: With an Internet connection, authorized users can access their system from anywhere in the world, 24 hours per day, 365 days a year. Doctors can access patient records from home, while away on vacation, etc., making emergency calls easier to handle. Internet-based software delivery is the only practical solution for operating multiple offices, since all users are working from the same database, in real time, no matter where they are located.
Lower implementation costs: Internet-based software delivery eliminates the user’s need for an expensive server and allows the use of older PCs with Windows 98/2000/XP as workstations. When new hardware is purchased, it can be lesser-equipped PCs or Thin Client terminals; even Macs can be used.
Reduced operating costs: The recurring need to upgrade the Windows operating system on workstations is eradicated by Internet-based software delivery. Also, Thin Client workstations use 80% less electricity than PCs and their average life is 6 times longer. Compared to using a similar sized local area network, a good estimate is that the total savings from using Internet-based software delivery over a period of 7-10 years could be in the range of 50-60%!
Improved support: Supporting networks that use Internet-based software delivery is easier, more efficient and costs less. In the event of software problems, corrections are made in the data center where the servers and technicians are located. When software modifications and/or enhancements are loaded onto the servers in the data center, all users instantly have the update.
Superior data backups & security: With Internet-based software delivery, patient data is continuously backed up on multiple failover and storage servers; and some failover servers are in locations remote from the data center. Patient data has never been so safe!
Emergency operation capabilities: Internet-based software delivery can make it easy to get back to seeing patients quickly after catastrophic events such as the destruction of an office by fire, wind, water, earthquake, etc. Since most doctors have arrangements with colleagues to temporarily share their office space in the case of such disasters, all they need is a PC/Mac/Thin Client and an Internet connection to be back in business. And if they have been operating in paperless mode, they have access to all their patients’ records.
The only real concern that some orthodontists have in regard to using Internet-based software delivery is the dependability of the broadband connection from local Internet Service Providers. Fortunately, an inexpensive (under $300) system is available whereby, in the event the broadband connection goes down, the doctor’s network can automatically switch to a dialup connection and continue to operate until the broadband is restored.
Summary
For all the reasons presented, and for other advantages that will continue to become available, Internet-based software delivery and paperless operation will both turn into standards in orthodontic practices over the next few years. DHHS summed it up pretty well when it said, “Market forces are leading many health care providers and health plans to shift from paper to electronic records, due both to lower cost and the increased functionality provided by having information in electronic form.” And DHHS didn’t even know about the scores of advantages added by using Internet-based software delivery!
About the Author: Charles A. Lewis is the Chairman and CEO of CPI Technologies Corporation and CEO of its subsidiary companies; Advanced Ortho Systems, LLC and Advanced Dental Systems, LLC. He has many published articles on paperless operations and practice automation. Charles lectures at seminars and colleges on increasing practice efficiency through paperless operation and on Internet-based delivery of management software. Orthodontists can contact him at 877.803.4412.