Path to Paperless 1/19/2015 Dayna Johnson - Rae Dental Management 1 Dentistry’s Path to Paperless Presented by: Dayna Johnson 2 Today, you’ll take away • How did we get here? • The necessary steps to develop and implement a chartless practice Helpful resources Tips on creating a timeline Ideas from other offices that have been successful How to avoid the pitfalls Advice on managing your new inventory of digital equipment 3 After 100 years of paper…
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Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 1
Dentistry’s Path
to Paperless
Presented by:
Dayna Johnson
2
Today, you’ll take away
• How did we get here?
• The necessary steps to develop and
implement a chartless practice
Helpful resources
Tips on creating a timeline
Ideas from other offices that have been successful
How to avoid the pitfalls
Advice on managing your new inventory of digital
equipment
3
After 100 years of
paper…
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 2
4
Presentation Outline
1. Foundations of Paperless
2. Practice Management Systems
3. Digital Imaging
4. Office Design
5. Computer Hardware
6. Implementation
7. Your Path
1.Foundations
of Paperless
Dayna JohnsonRae Dental Management
1996
Health Insurance
Portability and
Accountability Act
(HIPAA) passed
6
How did we get here?
1965
National Library
of Medicine:
improve access
to biomedical
information
2001
HIPAA Privacy
Rule becomes
effective
1. Foundations
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 3
2004
Office of National
Coordination for
Health Info
Technology
established
2009
President
Obama’s
American
Recovery and
Reinvestment
Act
2007
ADA formed
the Electronic
Health Record
Workgroup
2005
HIPAA Security
Rule enforced
starting in April
7
Change is now accelerating
1. Foundations
8
Benefits of EHR for patients?
• More secure
• Avoid duplicate testing
• Reduce costs
1. Foundations
• Reduce medical errors
• Easier sharing of
information between
health care providers
9
Where do these charts go?
1. Foundations
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 4
10
Benefits for Dental Office?
• easier, faster and more
consistent
• information is safer and
more secure
• meets requirements for
HIPAA, HITECH, PCI
1. Foundations
11
Patient perception matters
1. Foundations
12
Myths about the EHR
You will save money Your charts will be
mistake-free
1. Foundations
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 5
13
The path to paperless requires
• planning
• implementation
• training
• on-going management
Federal guidelines are evolving, but
your infrastructure and training can start NOW.
1. Foundations
2.Practice
Management
Software
Dayna JohnsonRae Dental Management
15
A critical choice
2. software
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 6
16
Quality of customer service &
support?
Is it compatible with 3rd party
companies (x-rays, cameras,
other eServices)?
Does it support apps like: MS
Excel, MS Word, Quickbooks?
Data conversion process?
How often do they upgrade?
Can we add more users in the
future?
Checklist of
Things to Ask:
17
Down the Road…
Will it keep up with
you? E-mail appointment
reminders
Patient education
software
Store patient credit card
info legally
Send office newsletter
Add an office website or
integrate with existing
one
18
You’ve made your decision - now what?
The Data Conversion
• How long will you be down?
• What info will be converted?
• Do you get any say in it?
• Who does the conversion?
2. software
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 7
19
Training needs?
• How much training
will you need?
• Look for a trainer
with experience in
paperless offices
2. software
3.Digital
Imaging
Systems
Dayna JohnsonRae Dental Management
3. imaging
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 8
22
Benefits of Digital Imaging
• No more lost x-rays!
• Improved treatment
planning
• Digital imaging is
“greener”
No chemicals
No lead to separate
Less exposure to toxins
for patients and the
environment
3. imaging
23
Choosing a digital x-ray program
SENSORS PHOSPOR PLATE
Instant Requires development time
Infrequent replacementRequires replacement after X
uses
Requires new placement
techniquesVery similar to film
Larger initial investment Lower start up costs
3. imaging
24
Three options for integration
1.
Seamless
Integration
2.
Bridge
3.
Third Party
(no integration)
3. imaging
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Management 9
25
Does it have the tools you need?
Questions to ask
ALL:
can you easily send x-rays to your
referring doctors?
ENDO:
does it measure
the length of the
canal?
PERIO AND ORAL SURGERY:
can you measure for
implant placement?
PEDO:
will your patients be
compliant with the size
of the sensor or
phosphor plate?
ORTHODONTIST:
can you get
cephs & pano’s?
3. imaging
Research the software company
Training?
Service?
Upgradability?
3. imaging
4.office design
Dayna JohnsonRae Dental Management
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 10
Office Design
28
• Reception
Room
• Front Desk
• Treatment
Room
• Consult Room
• Conference
Room or Staff
Lounge
4. Office design
Reception Room
• Big screen for
looping:
patient education
video
before and after
photos
list of services
provided
• In-office wireless - do
you want to offer
internet services to
your patients?4. Office design
Reception Room
304. Office design
Path to Paperless 1/19/2015
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Management 11
Front Desk
• Position the
monitors for
privacy
• Install printers
within arms
reach
4. Office design
Front Desk
324. Office design
Treatment rooms
• Flexible monitor
arms can be
positioned for
viewing by patients
and providers.
• Dual monitors in
treatment rooms is
optimal.
4. Office design
Path to Paperless 1/19/2015
Dayna Johnson - Rae Dental
Management 12
Treatment Rooms
Do not put the
computer in a closed
cabinet!
• Too hot
• Remember you need
room to plug
peripherals into the
computer (x-ray
sensors, wireless
devices, etc)
344. Office design
Treatment Rooms
354. Office design
Treatment Rooms
364. Office design
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Management 13
Computers for other needs
• Consult room
• Conference
room for team
meetings or CE
• Lab for ordering
4. Office design
5.Computer
Hardware
Dayna JohnsonRae Dental Management
Managing your computer inventory
5. hardware
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Management 14
Don’t forget your peripherals!
• Monitors
• Mice and keyboards
• Signature pads
5. hardware
415. hardware
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Management 15
Three recommended backup systems
1. Online encrypted backup
system
2. In-office automated back
up to external hard drive
3. Off site backup
5. hardware
1. Online encrypted backup system
• Usually billed by volume of data, so use for most critical information