There are many benefits from having an office computer network, even if you’re not at the point of wanting to implement an electronic medical records system (EMR). Sometimes what starts out as a good idea from a staff person ends up an effective protocol used practice-wide. Even when expecting improved communication from an upgraded email system, still there are often additional pleasant surprises.

The plan for our EMR implementation was designed by a committee comprised of key staff along with IT personnel. The plan capitalized on a project in stages, so contributors could make themselves familiar with the computer environment while the office prepared for increasingly-complex systems. We first set up the local area network (LAN), which was followed by converting over to the new enterprise practice management system (EPM). The EMR system is next, although still yet to be launched. Along the way we discovered that the basic network allows for improved communications between staff which simply was not possible before.

DOCUMENT REPOSITORY

Public folders which reside on the exchange server are used for accessing important information such as the employee handbook, vacation schedules, and both social and office reservations calendars. These folders can also be used by staff for secure storage of personal files.

NETWORK APPLICATIONS

In addition to common applications like spreadsheets and word processing, now we can also use programs like the Academy of Ophthalmology’s Basic Science Course Books CD-ROM, available with a license. This excellent clinical resource is now available from within the home or office using Remote Desktop Services. Pictures from our digital slit lamp can also be viewed and emailed as attachments in this manner.

OFFICE EMAIL

The mail server handles internal email at our office. Administrators are able to quickly disseminate information to all the physicians. It is also possible to collect the results of quick polls on important issues when it’s not possible to wait until everyone meets face-to-face. This helps save time that might otherwise be wasted making telephone calls which tie up the lines during business hours. Our employees are asked to check their email at least daily to be sure that they have the most updated important information which is sent from their supervisors. Microsoft Exchange is another benefit of office email, as it offers remote access. Doctors are able to check their office email from anywhere in the world via the Internet. Important financial information can be securely transmitted to partners by our accountants, greatly reducing the need for excessive paperwork.

ELECTRONIC TIME CLOCKS & PAYROLL

Gradually rolling out are the electronic time clocks, which use a pin code and biometric fingerprint analysis to track employee hours. The fingerprint scanner makes sure that everyone who is clocking in also clocks themself out, and this system prevents one employee from clocking in or out for another employee. The data is then sent to the bookkeeper over the network for payroll accounting. All information is then exported and sent on to our outsourced payroll firm.

PAPERLESS FAX

Networked fax service lets our administrators electronically review documents faxed between desk, office, and home. Then they decide if they want to print them out, email them, or delete them. The networked multi-function printer is able to take paper documents and scan them as PDFs, then email them to any number of staff members, greatly reducing the amount of paper faxing that occurs at the practice.

TRIAGE PROCESSING

Even when we were still on the old EPM system, our IT director authored a triage program which allowed operators to register calls electronically and then hand the patient over to the medical assistant. The program assigns ownership of the patients’ issues to a staff person – these issues remain open until the problems are resolved. Each time a call goes out to the patient from the practice, a time stamp is created.

Supervisors can use this program to monitor information flow and delegate calls to additional staff people is the team is falling behind. No longer do we have patients waiting around to have their concerns addressed by staff.

We have designed some in-house programs that help us manage specific tasks. The first program calculates our prescription capture rate for our optical, broken down by doctor and location. Another custom program is the work-ordering system, which runs on the network and is usable by departments such as Human Resources, Facilities, and IT. If supplies are needed or a piece of equipment is not functioning, a staff person can simply enter a work-order and send it on to the right person using the application. This adds full-circle accountability while managing the chain of custody for support departments. Our Human Resources staff is now working on a new program which will facilitate electronic enrollment of new employees through our own computer interface.