One of the things we hear most from healthcare clients is "We use Physician Management Software to run our office so we really can't use you. We have to use them for support." Most physician software companies aren't located in south Georgia. At best, the average third party provider comes from Macon or Tallahassee. What does this mean? Normally, this means a minimum of a two hour downtime while you wait for the nearest available technician. Additionally, it also normally carries a trip fee which is charged portal to portal. While we provide support to our clients who run various PMS software, our true value comes in the additional optimizations we provide to our clients.

Most PMS software runs in a server/client relationship. All the data is housed on a server and backup solutions are utilized at that level. The schema is the same as the older dumb terminals keying into a "mainframe" or brain. The difference now is the added ability of the desktops which users key data with. A nurse can use the desktop to check lab results online, order labs, and check drug contraindications. Doctors can view strips of a fetal monitor on a patient at a local hospital from their office or home.  Customer support staff can check insurance eligibility. So where do we help? Currently, most offices which do not use electronic medical records must pull a paper chart for any changes to any patient information. By implementing the following, efficiency will be increased:

• Utilize mapped drives for Insurance cards
• Setup & Utilize VPN endpoints for interface with local Hospitals
• Implement Small Business Server 2003

Utilize Mapped Drives:
What is a mapped drive? Set aside server space to house scanned insurance cards. Most Insurance departments or staff must pull the chart to verify insurance information. This takes time away from their desk, or if the practice employs a runner, adds to the burden of that staff member. By purchasing a scanner and training check-in staff on its use, you eliminate two inefficiencies. The check-in staff already has to make a copy of the insurance card. Instead of walking to a copy machine, scan in the card at the check-in desk, and print a copy for the chart to be filed. By scanning the card, it's available for credentialed staff to view without pulling the chart and the paper copy is still placed as a reference in the chart.

VPN Endpoints:
Most physicians have an affiliation with a local hospital. To allow the chart information for your patients to be available to a Cardiac Center for example, you can implement a firewall VPN solution to interface with that area of the hospital. HIPAA regulations are followed and its both practical and convenient. You can then use a scanner to make the necessary information available. The document is in a PDF format, secure, and readily available to those with a need for the data.

Small Business Server:
You mean I need another server? Not necessarily. If your office currently runs Windows Server 2003, you can probably run SBS on that box with some minor caveats. If you don't have a server or you are still running Server 2000 or NT, its time to upgrade. There are so many features which SBS has out of the box, but we'll cover those we see used most here.

Remote Web Workplace:
As telecommunications and cable companies continue to expand the areas which they service with high speed internet, more business owners and principals have broadband speed access at home. One of the greatest features of a Small Business Server, is the ability to operate your desktop from any location in the world. Using a broadband class internet connection, clients can log into their work computer without the additional licensing needed in the past with Terminal Services or third party solutions like PCAnywhere or GoToMyPC. Using Remote Web Workplace, windows authenticates based on the Active Directory for your business. This reduces the security risk and is HIPAA compliant.

Sharepoint:
If anyone asked me, I would say Sharepoint is reason alone to purchase SBS. What's Sharepoint? Simply put, Sharepoint Team Services allows small businesses to create an intranet or internal web site which can house everything from charts to commonly used forms. No more making copies of copies of copies of forms. No more trying to juggle schedules for multiple providers between a PMS system, obligations, and call schedules. Manage your employee vacations with an intranet calendar. Post On - Call , surgery, and procedures on sharepoint. What does it really boil down to? One central location for everything and collaboration tools on board without additional licensing. As an example, Obstetricians can use STS to access patient record cataloged in a calendar form based on delivery date. Cardiac surgeons can access patient records from home with a procedure schedule in calendar form. The uses are endless both for provider and staff members alike.

E-Mail:
Wouldn't be nice if each staff member had e-mail? Not just a mycompany@isp.com email, but e-mail branded to your practice? With SBS, exchange email server is included! This is useful not only for interoffice communications but also allows a branding of your company and a unified image for your business.

While we haven't covered everything in this brief article, there is so much RTS can provide. For more information, call, click or visit us today.

Editor's Note: Shine Rankin is the Co-Owner of Rankin Technologies. he is accredited with Cisco, Microsoft, CompTIA and many other industry leading organizations. Contact him here.