Kim Castleberry, OD
Here is the how-to for storing electronic records, conducting billing and claims filing, and managing your practice with a platform that can be accessed anywhere, anytime.
Successful ODs have a lot on their plates, from the care of their patients to administrative tasks associated with leading a practice. With so much to accomplish, practices are looking to technology to help them function more efficiently. With that in mind, it is no surprise that technology that requires no in-house upkeep and can be accessed anytime and from any location is appealing. That is what cloud-based electronic record, practice management and billing systems offer. I am in the process of migrating my files from land-based software and hardware to cloud-based systems, so I am now seeing for myself all of these advantages. For those who still are confused when they hear the expression “in the cloud,” I offer a primer. Here are key points about cloud technology and how it can be used to aid your growing practice.
Cloud Technology: Key Advantages
Anywhere, anytime access: The technology is based online so it doesn’t matter what time or from what location you log on. As long as you are a registered user with an authorized username and password, you and your staff can access the files.
Data storage: Most cloud service providers utilize a pay-per-use price model for storage space, so you only pay for what you use. That’s great in terms of initial pricing, but it also helps because it’s scalable.
Management and quality control: Cloud computing reduces your overall physical hardware and maintenance expense because the providers do all the work for you.
Updates: Updates and new features are installed automatically in most cloud applications, so not only is there is no need to pay for the newest version, there’s no extra work needed to get the latest version. It’s just “there” once it’s available to you.
What Does it Mean to Be “In the Cloud”?
“In the cloud” simply means housed online instead of on a piece of software or hardware in your office. The online platform means that you and your staff can access the system’s database and perform work functions on it whenever and wherever you are located as long as you are a registered user with an authorized username and password. Since the technology is housed online instead of within the confines of your office, you are not responsible for the system’s upkeep. Typically updates to the technology are taken care of by the vendor and does not require any effort on your part or interruption to your work flow.
In the Cloud = In the Budget
Cloud-based platforms can make software much more attractive from a pricing standpoint because cloud-based technology doesn’t have the hardware requirements that come with software you have to download and install yourself. The implications are especially relevant in the business setting, where entire IT departments are often needed for maintaining hardware, handling installations, and dealing with upgrades and technical support. The ability to avoid hiring IT personnel and purchasing hardware and software can mean at least a $10,000 difference in pricing between traditional software and cloud-based platforms.
I expect to cut my IT costs in half when I move our practice management and EHR technology to the cloud, and at the same time, expand services. My current vendors nickel and dime me for every technology maintenance service and that’s before I spend money on hardware that has to be replaced every time I upgrade to the newest version. We still use offsite IT consultants for my land-based systems at a cost of several thousand dollars a year. To be clear, it is money well spent while I’m using the legacy system, but it will turn into money well saved once I migrate to the cloud for practice management. I’m looking forward to that.
Look for HIPAA-Compliant, Secure Cloud-Based Technology
Before signing a contract with a cloud technology vendor, ask for details on their security guarantees including whether their system is HIPAA-compliant.
Like land-based technology, security must be considered when investing in cloud-based technology. Most of us already have experience using secure online systems such as those operated by the financial institutions we bank with. Much like your bank, a legitimate cloud technology vendor should be able to guarantee the security of your practice’s private information, as well as the private information of your patients. In fact, cloud-based technology that is designed for use by medical professionals should be HIPAA-compliant, meaning it should be secure enough to ensure that your patient’s private records are at least, if not much more, secure housed in the cloud-based system than it would be in a filing cabinet in your office.
Cloud-Based Technology Offers Automatic Information Back-Up
Not only should information be much more secure in the cloud than in your office’s filing cabinet; it also should be automatically backed-up. Unlike your land-based technology, which usually needs to be manually saved over and over again, and can be entirely wiped out if your computer crashes, cloud technology automatically backs up all files.
The beauty of going into the cloud with a reliable vendor is that you can trust the automation and redundancies they’ve built in for backups. While nothing is perfect in the cloud, it is surely more perfect than my data on the ground. Think about secure Web-based e-mail–it’s backed up in the cloud so that if I lose the laptop or iPhone that I use to access my e-mail account, I can still get it by accessing the account through an internet browser. I am far more protected by letting my cloud technology vendors manage backups than I was when I stored this data in filing cabinets.
Backing up data associated with a cloud-based service is the responsibility of the service provider. Legitimate cloud solution providers will have several redundancies and encrypted backups in place to manage the back-ups of their clients’ information. And they can usually handle information recovery quickly in the event of an issue. Most systems automatically back up in a minimum of three different places, but you can usually request an additional back up if you want extra security.
Automatic Updates to Cloud Technology
Most cloud-based solutions have preferences for auto-updates. I turn the preference on and they update automatically. I don’t need IT personnel for my cloud-based system.
When you access a service in the cloud, the service provider has control over the version of the application that you access. If they roll out an update, you’ll see it when you log in to use the solution. The provider will notify you that a new feature or updated version of the software is coming so that you can expect it and make sure you take any necessary steps to be ready to use the updated version, but beyond that, you don’t need to do anything. And, when you don’t need an expert to install and test the new update, you save time and money for other resources. It’s a beautiful thing!
Cloud-Based Technology: Action Plan
Get your head in the cloud, so to speak. Start migrating parts of your personal and practice life in the cloud. Start easy and work your way up. Here are some places to get started:
Personal
Send your photos to the cloud (Apple iPhoto to Photo Stream)
Utilize online banking solutions and turn on e-statements and turn off paper statements. Do the same for all bills.
Scan and shred personal and business documents to the cloud. Get rid of all filing cabinets.
Professional
Stop and do research about cloud technology options. Cloud-based solutions are becoming more prevalent with many different options available. You’ll want to pause and evaluate them before making any changes.
Look for online ECP solutions that are comprehensive, affordable, and most important, easy-to-use. Remember, you are looking for a professional and personal lifestyle solution, not software and hardware. That means choosing a system with automatic updates and maintenance that is as intuitive as possible for you and your staff to use.
Migrate all medical images, in addition to written files, to the cloud-based platform you choose.
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Kim Castleberry, OD, is CEO and president of Plano Eye Associates in Plano, Texas. To contact him: kim@planoeye.com.
