WELCOME! “ Improving Office Efficiency Using Low Cost Technology” NJ MGMA PMC 2010
HOUSEKEEPING <ul><li>PLEASE: </li></ul><ul><li>Silence your phone </li></ul><ul><li>Ask questions </li></ul><ul><li>Intera...
ABOUT EXIGENT TECHNOLOGIES <ul><li>Founded in 1997 </li></ul><ul><li>Microsoft Gold Partner </li></ul><ul><li>13 years of ...
ABOUT THE SPEAKER <ul><li>Dan Haurey, President, Founder </li></ul><ul><li>Long Valley, New Jersey </li></ul><ul><li>20 ye...
LEARNING ABOUT YOU <ul><li>I have some questions… </li></ul>
ABOUT TODAY’S TOPIC (and a little background) “ Improving Office Efficiency Using Low Cost Technology”
Three Presentation Goals <ul><li>Specific Low Cost Solutions </li></ul><ul><li>How To Know If An IT Investment is Too Expe...
LOW COST TECH TIP #1 <ul><li>Also known as an “all-in-one’s” (AIO) </li></ul><ul><li>Print, Copy, Fax and Scan </li></ul><...
LOW COST TECH TIP #1 <ul><li>BENEFITS: </li></ul><ul><li>Less toner to order, keep track of </li></ul><ul><li>Scanner comp...
LOW COST TECH TIP #1 <ul><li>POSSIBLE DOWNSIDES:   </li></ul><ul><li>Several poor devices.  Select wisely.  </li></ul><ul>...
LOW COST TECH TIP #1 <ul><li>Do's – Don'ts (and a dirty little secret) </li></ul><ul><li>Do purchase an extended warranty ...
LOW COST TECH TIP #1 USE MULTIFUNCTION DEVICES <ul><li>Brother MFC-8480DN </li></ul><ul><li>(Printer, Copier, Scanner, Fax...
LOW COST TECH TIP #2 LABEL PRINTERS <ul><li>Makes mailing fast and easy </li></ul><ul><li>Enter data once </li></ul><ul><l...
LOW COST TECH TIP #2 LABEL PRINTERS <ul><li>BENEFITS: </li></ul><ul><li>Print 1-50 labels in a minute </li></ul><ul><li>Ve...
LOW COST TECH TIP #3 PATIENT SELF-SERVICE FORMS <ul><li>BENEFIT: </li></ul><ul><li>Speeds the check in process* </li></ul>...
LOW COST TECH TIP #3 <ul><li>Create PDF files from any document, instantly </li></ul><ul><li>Anything that you can print, ...
LOW COST TECH TIP #4 <ul><li>  </li></ul><ul><li>Virtually all practices are using it  </li></ul><ul><li>Many practices ar...
LOW COST TECH TIP #4 <ul><li>  What does your e-mail address and domain name say about your practice? </li></ul><ul><li>WH...
<ul><li>E-mail is virtually free </li></ul><ul><li>Some e-mail platforms are absolutely FREE </li></ul><ul><li>FREE e-mail...
Differences in various e-mail platforms
<ul><li>MICROSOFT EXCHANGE SERVER </li></ul><ul><li>The e-mail server standard </li></ul><ul><li>Flexible </li></ul><ul><l...
LOW COST TECH TIP #5 <ul><li>Reduce No-Shows </li></ul><ul><li>Save labor costs </li></ul><ul><li>Utilize those human reso...
QUESTIONS?
How To Know If An IT Investment  is Too Expensive <ul><li>FOUR KEY QUESTIONS: </li></ul><ul><li>What is the cost of not do...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 1:  What is the cost of not doing it? </li></ul><ul><li...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 1:  What is the cost of not doing it? </li></ul><ul><li...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 1:  What is the cost of not doing it? </li></ul><ul><li...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 1:  What is the cost of not doing it? </li></ul><ul><li...
QUESTIONS?
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 2:  Do I REALLY know what I need </li></ul><ul><li>Two ...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 2:  Do I REALLY know what I need </li></ul><ul><li>Make...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 3:  </li></ul><ul><li>Are we making an apples to apples...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 3:  </li></ul><ul><li>Are we making an apples to apples...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 3: </li></ul><ul><li>Are we making an apples to apples ...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 4: </li></ul><ul><li>How soon can I get the money back?...
How To Know If An IT Investment  is Too Expensive <ul><li>QUESTION 4: </li></ul><ul><li>How soon can I get the money back?...
QUESTIONS?
Case Study #1 Thoracic Surgical Practice 3 Doctors <ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>KEY ARE...
Case Study #1  Thoracic Surgical Practice  3 Doctors <ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>Key R...
Case Study #2  General Surgical Practice  3 Doctors <ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>Key RO...
<ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>Key ROI Area #2: </li></ul><ul><li>Decreased consult time,...
QUESTIONS?
What makes your office inefficient? <ul><li>SHARE AN EFFICIENCY </li></ul><ul><li>Or </li></ul><ul><li>SHARE AN INEFFICIEN...
Thank You! [email_address]
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Exigent 2010 NJ MGMA Presentation

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Exigent Technologies 2010 NJ MGMA Breakout Session Presentation "Improving Office Efficiency Using Low Cost Technology" by Daniel J. Haurey

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Exigent 2010 NJ MGMA Presentation

  1. 1. WELCOME! “ Improving Office Efficiency Using Low Cost Technology” NJ MGMA PMC 2010
  2. 2. HOUSEKEEPING <ul><li>PLEASE: </li></ul><ul><li>Silence your phone </li></ul><ul><li>Ask questions </li></ul><ul><li>Interact! </li></ul><ul><li>E-mail me: dan.haurey@exigent.net </li></ul>
  3. 3. ABOUT EXIGENT TECHNOLOGIES <ul><li>Founded in 1997 </li></ul><ul><li>Microsoft Gold Partner </li></ul><ul><li>13 years of experience in healthcare IT </li></ul><ul><li>Offices, New Jersey and Manhattan </li></ul><ul><li>18 Employees </li></ul>
  4. 4. ABOUT THE SPEAKER <ul><li>Dan Haurey, President, Founder </li></ul><ul><li>Long Valley, New Jersey </li></ul><ul><li>20 years of IT experience </li></ul><ul><li>Degree, Business Administration </li></ul>
  5. 5. LEARNING ABOUT YOU <ul><li>I have some questions… </li></ul>
  6. 6. ABOUT TODAY’S TOPIC (and a little background) “ Improving Office Efficiency Using Low Cost Technology”
  7. 7. Three Presentation Goals <ul><li>Specific Low Cost Solutions </li></ul><ul><li>How To Know If An IT Investment is Too Expensive </li></ul><ul><li>Address your current inefficiencies </li></ul>
  8. 8. LOW COST TECH TIP #1 <ul><li>Also known as an “all-in-one’s” (AIO) </li></ul><ul><li>Print, Copy, Fax and Scan </li></ul><ul><li>Fast, networkable devices for under $500 </li></ul>MULTIFUNCTION DEVICES
  9. 9. LOW COST TECH TIP #1 <ul><li>BENEFITS: </li></ul><ul><li>Less toner to order, keep track of </li></ul><ul><li>Scanner compliments EMR </li></ul><ul><li>Network scanning directs documents to server(s) </li></ul><ul><li>Takes up less space </li></ul><ul><li>Low replacement cost </li></ul>USE MULTIFUNCTION DEVICES
  10. 10. LOW COST TECH TIP #1 <ul><li>POSSIBLE DOWNSIDES: </li></ul><ul><li>Several poor devices. Select wisely. </li></ul><ul><li>May not be appropriate for very large practices </li></ul><ul><li>Single point of failure* </li></ul>USE MULTIFUNCTION DEVICES
  11. 11. LOW COST TECH TIP #1 <ul><li>Do's – Don'ts (and a dirty little secret) </li></ul><ul><li>Do purchase an extended warranty </li></ul><ul><li>Do choose a network device </li></ul><ul><li>Do choose LASER technology </li></ul><ul><li>(secret) Your copier salesperson might not like this idea! </li></ul>USE MULTIFUNCTION DEVICES
  12. 12. LOW COST TECH TIP #1 USE MULTIFUNCTION DEVICES <ul><li>Brother MFC-8480DN </li></ul><ul><li>(Printer, Copier, Scanner, Fax) </li></ul><ul><li>32 pages per minute (copy/print) </li></ul><ul><li>Network ready </li></ul><ul><li>Excellent scanning capability/flexibility </li></ul><ul><li>Small software “footprint” </li></ul><ul><li>Microsoft Windows 7 </li></ul><ul><li>PC Magazine “Editor’s Choice” </li></ul><ul><li>$330 </li></ul>
  13. 13. LOW COST TECH TIP #2 LABEL PRINTERS <ul><li>Makes mailing fast and easy </li></ul><ul><li>Enter data once </li></ul><ul><li>Avoid errors </li></ul><ul><li>About $100 </li></ul>
  14. 14. LOW COST TECH TIP #2 LABEL PRINTERS <ul><li>BENEFITS: </li></ul><ul><li>Print 1-50 labels in a minute </li></ul><ul><li>Very professional looking </li></ul><ul><li>Comes with useful, easy software </li></ul><ul><li>Error checks addresses </li></ul><ul><li>No toner or ink ever needed </li></ul><ul><li>Compatible with major software </li></ul><ul><li>About $100 </li></ul>
  15. 15. LOW COST TECH TIP #3 PATIENT SELF-SERVICE FORMS <ul><li>BENEFIT: </li></ul><ul><li>Speeds the check in process* </li></ul><ul><li>Good, Better, BEST approach </li></ul><ul><li>Good: Post Forms Online on Website </li></ul><ul><li>Better: PDF Forms with Fields </li></ul><ul><li>Best: Secure Patient Portal </li></ul><ul><li>*(“Better” and “Best” yield more benefits) </li></ul>
  16. 16. LOW COST TECH TIP #3 <ul><li>Create PDF files from any document, instantly </li></ul><ul><li>Anything that you can print, you can PDF </li></ul><ul><li>Easy to install </li></ul><ul><li>Easy to use </li></ul><ul><li>Absolutely Free </li></ul><ul><li>Download: </li></ul><ul><li>http://www.cutepdf.com/Products/CutePDF/writer.asp </li></ul>PDF GENERATION SOFTWARE
  17. 17. LOW COST TECH TIP #4 <ul><li>  </li></ul><ul><li>Virtually all practices are using it  </li></ul><ul><li>Many practices are misusing it </li></ul><ul><li>Most practices are not realizing the true potential of it </li></ul>E-MAIL
  18. 18. LOW COST TECH TIP #4 <ul><li>  What does your e-mail address and domain name say about your practice? </li></ul><ul><li>WHICH COLUMN ARE YOU IN? </li></ul>E-MAIL [email_address] [email_address] [email_address] [email_address] [email_address] [email_address] [email_address] [email_address]
  19. 19. <ul><li>E-mail is virtually free </li></ul><ul><li>Some e-mail platforms are absolutely FREE </li></ul><ul><li>FREE e-mail platforms are limited and insecure </li></ul><ul><li>The “BEST” e-mail platform is NOT FREE </li></ul>LOW COST TECH TIP #4 E-MAIL
  20. 20. Differences in various e-mail platforms
  21. 21. <ul><li>MICROSOFT EXCHANGE SERVER </li></ul><ul><li>The e-mail server standard </li></ul><ul><li>Flexible </li></ul><ul><li>Powerful Features </li></ul><ul><li>Shared Resources </li></ul><ul><li>Secure Intra-practice Messaging </li></ul><ul><li>Complete, Secure BlackBerry and iPhone Integration </li></ul><ul><li>Suitable for practices of all sizes* </li></ul><ul><li>BlackBerry Server is now FREE </li></ul><ul><li>*hosted option for smaller groups </li></ul>LOW COST TECH TIP #4 E-MAIL
  22. 22. LOW COST TECH TIP #5 <ul><li>Reduce No-Shows </li></ul><ul><li>Save labor costs </li></ul><ul><li>Utilize those human resources on higher level work </li></ul><ul><li>Can also send text messages </li></ul><ul><li>Can also send e-mail </li></ul>AUTOMATED APPOINTMENT REMINDERS
  23. 23. QUESTIONS?
  24. 24. How To Know If An IT Investment is Too Expensive <ul><li>FOUR KEY QUESTIONS: </li></ul><ul><li>What is the cost of not doing it? </li></ul><ul><li>Do we really know what we need? </li></ul><ul><li>Are we making apples to apples comparison? </li></ul><ul><li>How soon can I get the money back? (ROI) </li></ul>
  25. 25. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 1: What is the cost of not doing it? </li></ul><ul><li>Expensive as compared to what? </li></ul><ul><li>Is it fair to compare the against zero? </li></ul><ul><li>$0.00 </li></ul>
  26. 26. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 1: What is the cost of not doing it? </li></ul><ul><li>Opportunity Cost: The cost of an alternative that must be forgone in order to pursue a certain action. </li></ul>
  27. 27. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 1: What is the cost of not doing it? </li></ul><ul><li>There are costs for NOT executing: </li></ul>HARD COSTS SOFT COSTS LABOR FORGOING A HIGHER VALUE ACTIVITIES (GROWING THE PRACTICE) TELEPHONE EXPENSES CUSTOMER SERVICE
  28. 28. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 1: What is the cost of not doing it? </li></ul><ul><li>BOTTOM LINE: </li></ul><ul><li>More often than not, there is a cost of NOT doing something </li></ul><ul><li>Find out what that cost is (hard and soft costs) </li></ul><ul><li>It may not be sound to compare against $0.00 </li></ul>
  29. 29. QUESTIONS?
  30. 30. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 2: Do I REALLY know what I need </li></ul><ul><li>Two layers of need determination </li></ul><ul><li>What you think you need </li></ul><ul><li>What you actually need </li></ul>
  31. 31. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 2: Do I REALLY know what I need </li></ul><ul><li>Make a list of your particular needs </li></ul><ul><li>Put needs in priority order </li></ul><ul><li>Discover what options exist </li></ul><ul><li>Stay open-minded – but disciplined </li></ul><ul><li>Be aware of distracting sales tactics </li></ul>
  32. 32. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 3: </li></ul><ul><li>Are we making an apples to apples comparison? </li></ul>
  33. 33. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 3: </li></ul><ul><li>Are we making an apples to apples comparison? </li></ul><ul><li>When do you get a professional RFP? (Large practices?) </li></ul><ul><li>There is no silver bullet “guarantee” </li></ul><ul><li>The technical buyer is nervous and “suspect” AND THEY SHOULD BE! </li></ul><ul><li>When making a “technical” purchasing decision, the most you can hope for is “RISK MITIGATION” </li></ul>
  34. 34. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 3: </li></ul><ul><li>Are we making an apples to apples comparison? </li></ul><ul><li>Strategies: </li></ul><ul><li>Talk to people, colleagues, friends, family </li></ul><ul><li>Focus in on the known trouble areas </li></ul><ul><li>Don’t be afraid to admit that you don’t know. </li></ul><ul><li>Don’t be afraid to sound stupid </li></ul>
  35. 35. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 4: </li></ul><ul><li>How soon can I get the money back? (ROI) </li></ul>
  36. 36. How To Know If An IT Investment is Too Expensive <ul><li>QUESTION 4: </li></ul><ul><li>How soon can I get the money back? (ROI) </li></ul><ul><li>Set an ROI target – and be flexible with it </li></ul><ul><li>Not an exact science </li></ul><ul><li>Don’t underestimate productivity impact to practice during training and ramp up” </li></ul>
  37. 37. QUESTIONS?
  38. 38. Case Study #1 Thoracic Surgical Practice 3 Doctors <ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>KEY AREA OF ROI </li></ul><ul><li>Chart pulls estimated at $2.00 each </li></ul><ul><li>Pulled about 50 charts per day </li></ul><ul><li>Office open approximately 260 days per year </li></ul><ul><li>260 Work Days X 50 Chart Pulls per day = 13,000 pulls </li></ul><ul><li>13,00 pulls X $2.00 = $26,000 </li></ul>
  39. 39. Case Study #1 Thoracic Surgical Practice 3 Doctors <ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>Key ROI Area #1: </li></ul><ul><li>Hard Savings of about $26,000 per year on chart pulls </li></ul><ul><li>ADDED BENEFITS: </li></ul><ul><li>Fast, efficient customer service </li></ul><ul><li>Happy patients (referrals)? </li></ul>
  40. 40. Case Study #2 General Surgical Practice 3 Doctors <ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>Key ROI Area #2: </li></ul><ul><li>Decreased consult time, leading to two additional per day </li></ul>
  41. 41. <ul><li>EMR Deployment | Completely Paperless </li></ul><ul><li>Key ROI Area #2: </li></ul><ul><li>Decreased consult time, leading to two additional per day </li></ul><ul><li>2 Additional Consults per Day X Avg. Consult Revenue of$396.50 = $793.00 per day, new revenue </li></ul>Case Study #2 Thoracic Surgical Practice 3 Doctors
  42. 42. QUESTIONS?
  43. 43. What makes your office inefficient? <ul><li>SHARE AN EFFICIENCY </li></ul><ul><li>Or </li></ul><ul><li>SHARE AN INEFFICIENCY </li></ul>OPEN FORUM
  44. 44. Thank You! [email_address]

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