dentistry’s path to paperless - · pdf filedentistry’s path to paperless...

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…



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



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



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



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


15

A critical choice

2. software



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



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


3. imaging



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



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




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



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



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



Management 13

Computers for other needs

• Consult room

• Conference

room for team

meetings or CE

• Lab for ordering

4. Office design

5.Computer

Hardware


Managing your computer inventory

5. hardware



Management 14

Don’t forget your peripherals!

• Monitors

• Mice and keyboards

• Signature pads

5. hardware

415. hardware



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

• Make sure it has

encryption

• Typically user friendly and

can be automated

5. hardware

2. In–office automated backup

• External hard drives

store TONS of data so

backup your entire

computer system

• Run daily, weekly or

monthly

• Look for a format that

can be easily restored

after an emergency

• Do a ‘practice restore’

at least once a quarter.

5. hardware



Management 16

3. Offsite backup

• Use a flash drive to

backup patient data

• Someone takes the

external hard drive off site

daily

• Send a monthly copy of

the backup tape to a

certified accountant or

attorney

5. hardware

Who is responsible for backup?

• How often is it running?

• What is it backing up?

• When was the last time

you did a practice

recovery?

5. hardware

Updates

• Designate someone in the

office to be the go-to person

for computer updates

• Don’t download everything

• Make sure the update only

downloads what you want

5. hardware



Management 17

6.implementation


Implementation: A Three-Phase Approach

Phase I

Assessment, Goal Setting

and Planning

Phase II

The Electronic Health

Record

Phase III

Going Paperless with

additional eServices

506. IMPLEMENTATION

3-6 months

• Are your core systems running

well?

• Goal Setting and Planning

51

Phase I:

Assessment of

Core Systems

6. IMPLEMENTATION



Management 18

6. IMPLEMENTATION

Phase II: Implementing the Basics

3 – 6 months

• Electronic Health

Record

• Forms and Signatures

536. IMPLEMENTATION

Phase III: Adding Bells and Whistles

3 – 6 months

• Electronic appointment

reminders

• Website enhancements

54

• Using iPads,

touchscreens

or notebooks

6. IMPLEMENTATION



Management 19

1. Confidentiality

2. Integrity

3. Accessibility

HIPAA Security Rule

Dental offices are

responsible for

reasonable and

appropriate

safeguards

of the Electronic

Health Record

6. IMPLEMENTATION

HIPAA Security Manual

• Device and Medial

logs

• Data Backup Plan

• Testing Restoration

• Disaster Recovery

Plan

• Emergency Mode

Operation

• Education

57

ADMINISTRATIVE

SAFEGUARDS

6. IMPLEMENTATION



Management 20


• Physical location of

paper based and

electronic PHI

• Posting of PHI in the

office

• Conversations

including PHI

• Access to PHI

58

PHYSICAL

SAFEGUARDS

6. IMPLEMENTATION


• Computer

Workstation Use

• Device and Media

Controls

59

PHYSICAL

SAFEGUARDS

6. IMPLEMENTATION


• Access Control

– Receiving

– Sending

– Disposing

60

PHYSICAL

SAFEGUARDS

6. IMPLEMENTATION



Management 21

• Security

Configuration

– Testing

– Inventory

– Virus Detection

– Updates


61

TECHNICAL

SAFEGUARDS

6. IMPLEMENTATION


7.on your path

• Trust your computer system

• Trust your backup & recovery plan

• Trust your trainer

• Trust your hardware tech

• Most of all…

63

Trust

Your

Team



Management 22

64

• Support the team, but

don’t overwhelm them

• Pay for training, not

toys

• Learn with the team

Be Involved

Great patient experiences

Patients refer like crazy

Happy team65

Remember

Your

Ultimate

Goals

Resources

• Security and Data Protection

– Your malpractice company

– www.dentalpracticecompliance.com

– www.ada.org

– www.hhs.gov

66


http://www.dentalpracticecompliance.com/

http://www.ada.org/

http://www.hhs.gov/



Management 23

Resources

• Team Training and HIPAA

– www.RaeDentalManagement.com Dentistry’s home page for

chartless and paperless resources, coaching and training needs and Dayna’s contact info.

– www.4MedApproved.com/education/raedental Your number

one resource for HIPAA team training and risk analysis.

– www.cms.org – The government entity for HIPAA documentation and rules.

67


References

• Dental Products Report – September 2010 Clinical 360 “Tech

Experts Chart a Digital Path”

• ADA News – June 21, 2010 Electronic Health Record, Dr.

Faiella

• ADA News – August 16, 2010 ADA continues to work on HER

development, implementation, Dr. Faiella

• Minimizing Liability in the Dental Setting – Nordic pgs 39 – 44,

61-64

• ADA Dental Records – 2007 pgs 7-8,

• www.ada.org/prof/resources/topics/hipaa/index.asp

68


69

About Your Presenter

• Over 20 years in the dental

industry, including office manager

in two dental practices

• Member of Speaking and

Consulting Network

• Member of Academy of Dental

Management Consultants

• Author of The Dentrix Office

Manager blog

• Certified Dentrix Trainer since

2006

http://www.raedentalmanagement.com/

http://www.raedentalmanagement.com/

http://www.4medapproved.com/education/raedental

http://www.cms.org/

http://www.ada.org/prof/resources/topics/hipaa/index.asp

dentistry’s path to paperless - · pdf filedentistry’s path to paperless...

Documents