As you may have read in the mainstream media, the NHS has spent billions of pounds trying to develop a centralised computer system; a campaign which is still underway. However, for a private practice the process should be much simpler and far less expensive. Here Tom Hunt, managing director of PPM Software, the provider of the software suite ‘PPM’ - Private Practice Manager, presents his step by step guide to embarking on this journey.
Although an individual private practice operates on a much smaller scale than the NHS, you still don’t want to waste a single penny investing in the wrong computer and associated applications.
The first step is to establish what level of computerisation you need. In order to do this, you should answer the following questions:
What do you want to do with the computer? Is it just for Microsoft Office? Do you want to implement a Practice Management System? Do you want to store images? Do you want to run other applications and if so which ones? Do you need a high resolution display? Do you want the ability to expand in the future?
You then have to ask the following:
Do you require more than one person to work simultaneously? Is a peer to peer network sufficient or do I need a server? (A peer to peer network just means you connect two or more PCs together without a server.)
Next - How much printing is required? Do you want to be able to scan in documents? Do you need to send faxes?
With regard to these needs, a key question is, ‘how much physical space do you have at your rooms?’ If space is limited, it may be better to buy an ‘all in one’ machine that does all of the above without the need for any peripherals.
Next you should ask, ‘do I, my colleagues (if applicable) and my secretary require access to the computer from a remote location, such as home, hospital or other location via the internet?’
If the answer is yes, can you connect to the internet at all of these locations and is the speed adequate?
When all of these questions are answered you are in a position to decide exactly what you need to implement to meet your needs now and in the future.
Some theoretical examples
A single consultant with simple needs: All that is required is a basic PC with whatever applications are required.
Multiple consultants with one secretary and simple needs: As above, a simple low cost system would be sufficient.
Single or multiple consultants with two secretaries and no remote access needs: A peer to peer network would be required, with as many PCs as are needed, probably one for each consultant and one for each secretary.
Single or multiple consultants with two or more secretaries and remote access needs: from at least three locations by at least three people simultaneously: Install a server connected to two or more PCs.
The above are just three of the possible permutations but they do act as a good basic guide to what may be required.
However, if you don’t want the expense of purchasing, setting up and maintaining the server and ensuring the security of your data then there are companies who will host your applications on their servers.
In any event, you should engage the services of someone you trust to discuss your needs and provide an objective opinion.
When it comes to the actual purchase, whoever you choose must be able to support your system. If you buy via mail order or the Internet, then take out a next day service contract to meet this need.
Some example IT support models
Single PC running Microsoft Office only: As PCs are very reliable these days you may well get away with using a local company on an ad-hoc basis.
Single PC running Microsoft Office and Practice Management Software: The provider of the practice management software will provide the support for their own system and hardware support can be procured on an ad-hoc basis.
Peer to Peer Networks or server: You should source the hardware and necessary software from a local supplier who can provide a next day, on site ‘fix’ for any IT problems you encounter. You are running a business and can’t afford for the system to be down for more than a few hours.
If you have Practice Management Software you need to ensure that the provider can work smoothly with your IT consultant in the event of a problem. You must not get into the situation where the hardware supplier says it is the Practice Management Software and vice-versa.
You should also bear in mind that a PC is now considered a commodity item that is replaced regularly.
Two final tips
Tip one: Never upgrade a Microsoft product for at least nine months after the upgrade is released. This will coincide with the second service release which should have fixed most of the bugs!
Tip two: If you are buying a new PC just after the launch of a new Microsoft product it may come pre-installed so you will be stuck with it. In this event, ensure you regularly check for updates and when available download them.
I believe that if you stick to these simple steps you can avoid the problems the NHS have encountered. However, if you have any questions, please call me on 01992 655940. Furthermore, readers of Independent Practitioner Today can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘IPT Offer’ when you call.
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Thursday 8 December 2011
Tuesday 29 November 2011
A simple set of guidelines for avoiding NHS style data-loss blunders
Part two of two: Protecting your private practice against data security threats
Most of the data losses the NHS has suffered were created internally by staff making simple mistakes. To avoid these mistakes in private practice, you should remove the risks of employees copying, corrupting or abusing your practice information. For instance, fully integrated private practice management software can save a great deal of administration time and effort and help keep data manageable and in an easily secured, central location.
Another way of ensuring staff don’t make silly mistakes, like keeping a file of passwords on their PC or taping them to the side of a monitor, is to find a user friendly package which allows easy retrieval of information. This will also massively improve time management, both for the medical secretary running the practice and the other staff.
However, when you purchase any kind of private practice management software, you should ensure that the provider can work smoothly with your IT consultant in the event of a problem. You must not get into the situation where the hardware supplier says it is the practice management software company’s responsibility and vice-versa. Practice managers should expect technical support to be delivered in easily understood terms. Furthermore, there’s no reason not to expect your software provider to be able to give you advice on data security.
In summary then, here are some simple steps that you should take to protect your data:
Installing an industry recognized firewall will significantly reduce the possibility of an external attack on your PC or network
Install anti-virus software and keep it updated
Back up your data every working day and keep a copy off site in a safe and secure location. There are also plenty of affordable online and cloud backup systems available now, including ones provided by huge global corporations such as Amazon and Google.
Create a password to get into your computer
Create a password to get into your practice management application
Keep all of your passwords safe and change them regularly. It is advisable to use a password generator to reduce the possibility of someone guessing your password based on information about you that is shared publically. Most hackers have ways of working out your passwords using stolen information of information about you that is available online. Using a password generator makes it much more difficult for them to do this.
Only allow key tried and trusted staff access to critical data – For example within ‘PPM’ – Private Practice Manager there are four levels of access to the data. Each level is password protected so you can allocate the appropriate one to each member of staff.
Ensure the data is encrypted using the latest methods available
Having said all of the above, there is no absolute solution to this problem. If professional hackers want to get at your data they will, irrespective of the steps you take. After all they’ve proved in recent times that they can hack everyone from Sony Playstation to NASA!
However, you can at least make it difficult for them. I believe that if you stick to these steps you can minimise the problems the NHS have encountered. If you have any questions, please call me on 01992 655940. Furthermore, readers of our blog can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘Blog Offer’ when you call.
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| Keeping your data safe and secure |
As you may recall we recently published a post assessing the data loss risks to your system, including those posed by staff blunders. In this follow up post, Tom Hunt, managing director of PPM Software, the provider of the software suite ‘PPM’ - Private Practice Manager, presents some guidelines on how to manage and keep your practice data safe.
Most of the data losses the NHS has suffered were created internally by staff making simple mistakes. To avoid these mistakes in private practice, you should remove the risks of employees copying, corrupting or abusing your practice information. For instance, fully integrated private practice management software can save a great deal of administration time and effort and help keep data manageable and in an easily secured, central location.
Another way of ensuring staff don’t make silly mistakes, like keeping a file of passwords on their PC or taping them to the side of a monitor, is to find a user friendly package which allows easy retrieval of information. This will also massively improve time management, both for the medical secretary running the practice and the other staff.
However, when you purchase any kind of private practice management software, you should ensure that the provider can work smoothly with your IT consultant in the event of a problem. You must not get into the situation where the hardware supplier says it is the practice management software company’s responsibility and vice-versa. Practice managers should expect technical support to be delivered in easily understood terms. Furthermore, there’s no reason not to expect your software provider to be able to give you advice on data security.
In summary then, here are some simple steps that you should take to protect your data:
Installing an industry recognized firewall will significantly reduce the possibility of an external attack on your PC or network
Install anti-virus software and keep it updated
Back up your data every working day and keep a copy off site in a safe and secure location. There are also plenty of affordable online and cloud backup systems available now, including ones provided by huge global corporations such as Amazon and Google.
Create a password to get into your computer
Create a password to get into your practice management application
Keep all of your passwords safe and change them regularly. It is advisable to use a password generator to reduce the possibility of someone guessing your password based on information about you that is shared publically. Most hackers have ways of working out your passwords using stolen information of information about you that is available online. Using a password generator makes it much more difficult for them to do this.
Only allow key tried and trusted staff access to critical data – For example within ‘PPM’ – Private Practice Manager there are four levels of access to the data. Each level is password protected so you can allocate the appropriate one to each member of staff.
Ensure the data is encrypted using the latest methods available
Having said all of the above, there is no absolute solution to this problem. If professional hackers want to get at your data they will, irrespective of the steps you take. After all they’ve proved in recent times that they can hack everyone from Sony Playstation to NASA!
However, you can at least make it difficult for them. I believe that if you stick to these steps you can minimise the problems the NHS have encountered. If you have any questions, please call me on 01992 655940. Furthermore, readers of our blog can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘Blog Offer’ when you call.
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Monday 21 November 2011
Data-loss blunders are a real threat for private practice
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| How much security does your password proivde? |
The most valuable thing on your private practice computers or network is the data you store there. After all, that information is the reason for having the computer and network in the first instance. Software applications and operating systems can always be reinstalled, but user-created records are unique and, if lost, may be irreplaceable. This is the first of two posts that will assess the data loss risks to your system - including those posed by staff blunders.
In recent years we seem to have witnessed an increase in the number of news stories about laptops containing sensitive patient data which have gone missing. The same is true of files containing medical details, which have been lost or forgotten on public transport.
In 2010, computers containing the names, addresses and medical notes of 2,500 Camden Primary Care Trust patients were left beside a skip at St Pancreas hospital in London. The PCs, which were not encrypted, were stolen and never recovered.
In January 2009, a health worker in Lancashire lost a memory stick containing the medical details of more than 6,000 prisoners and ex-prisoners from HMP Preston, a category B local prison. The data was encrypted, but the password had been written on a note which was attached to the stick when it was misplaced.
Later that year, a report from the Information Commissioner told the NHS to improve its data security, after the watchdog took action against 14 NHS organisations in six months prior.
In addition to these security issues, attacks on computer networks from the Internet have dramatically increased in sophistication and frequency. These attacks are affecting all types of networks, from home users up to large corporations. Viruses, junk email, spyware and other security risks are now commonplace and a security breach can paralyze an entire practice in a matter of minutes.
New viruses compromise passwords and pass confidential data to unscrupulous third parties.
Not only are external risks like those mentioned above expensive to correct, but the damage to patient confidence and the risk to operations from an internal threat, such as a disgruntled employee stealing data, can cripple an organisation.
However, you can at least make it difficult for them. I believe that if you stick to these steps you can minimise the problems the NHS have encountered. If you have any questions, please call me on 01992 655940. Furthermore, readers of our blog can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘Blog Offer’ when you call.
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Thursday 27 October 2011
PPM software remedies system disorders
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| PPM Sofware-saving you money |
In this, the concluding part of the 78 Harley Street clinic case study; Tony Bernstein, the practice manager, explains how ‘PPM’ – Private Practice Manager has enabled improved administration and financial efficiency. If you missed it, you can read the first part here.
“I could say that I grew up with PPM Software,” Bernstein explained. “I had previously seen other systems and dreaded using them in this practice. What’s more, the great thing about PPM Software is that the team conducts an annual review and always takes into consideration the observations we make. Then it applies those considerations to the software and makes changes without further charges. With each year that’s passed we’ve seen more and more improvements, mirroring our facility’s changing needs.”
“The software is incredibly easy and it evolves all the time, to cope with changes in practice, technology and insurance requirements. “We experienced no problems after the installation... Well maybe just one, but it was my fault! Even then, I spoke to the team at PPM Software on the telephone and they guided me through the process correctly, showing me where I went wrong.”
“PPM is basically as good as it gets in terms of private practice administrative activities. We are looking at going paperless within the next few years and we believe that this software is the best method of achieving that. I recommend it wholeheartedly and wouldn’t want to work with anything else. Also, the customer service is great value,” said Bernstein.
Bernstein also added, “The biggest threat for any practice is when a computer goes down. If the screen goes blue, the support team at PPM Software first tries to “talk the panic down” and then takes you through the various recovery steps. No matter how complicated the issue, they have always had a solution to the problem for us.”
The fear that integration will be complicated is one of the biggest reasons that private medical practices don’t introduce this kind of management software. The customer service standards at PPM Software are intended to help take away some of that nervousness. For instance the company has a help desk that is open from nine to five on every working day. The bottom line is making the software as easy to use and simple to learn as possible. By achieving this, PPM Software can help take the panic out of private practice management.
Enquire before Christmas 2011 and receive a free subscription to Independent Practitioner Today.
Photo courtesy of Ambro / FreeDigitalPhotos.net
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Tuesday 4 October 2011
Practice made perfect with PPM
Management software provider’s customer support alleviates panic in private practice – Part one
One of the greatest threats for any private practice is an IT system meltdown. The associated downtime and data retrieval costs are enough to give serious headaches to any practice manager. The biggest threat is that the practice manager can panic when something goes wrong with their administrative, financial or management systems. Here, in the first part of a two part series, Tom Hunt, managing director of private practice management software provider PPM Software, explains how the company’s approach to customer support has helped the 78 Harley Street clinic avoid this kind of problem.
The 78 Harley Street Clinic in London is a multidisciplinary practice offering world-class healthcare services for cardiology, ophthalmology and general surgery patients. Tony Bernstein, the practice manager has been looking after the clinic for more than seven years.
In order to make administrative work more efficient and straightforward, he needed a system that would incorporate all of the back office functions necessary to perform at the highest level. As a result, when Bernstein first joined the practice he decided to implement ‘PPM’ - Private Practice Manager and hasn’t looked back since.
‘PPM’ - Private Practice Manager provides a complete solution for the administration and financial control of a private practice. The software offers immediate access to the practice’s aged-debtors position and meets the specification required for sending claims via the Internet (EDI). Moreover, the system can significantly reduce the time it takes to produce invoices, statements and reminders. Full integration with Word and the facility to scan in documents and digital photographs are other key benefits. It also features calendar management functionality and can be used to communicate with patients via e-mail, text message or letter.
“Seven years ago I was asked to set up a cardiology practice and after some research I discovered PPM Software,” recalls Bernstein. “We quickly realised that everyone associated with the practice was already familiar with the system. This was of great help, as it saved a lot of training time, which would otherwise have been required. The software is really easy to manoeuvre and highly intuitive. Plus, it looks good, and who doesn’t like to use a system with an attractive and user-friendly interface?” continued Bernstein.
Thanks for reading the first part of the Harley Street clinic case study series. Don’t forget to log on next week to read the conclusion, where Tony Bernstein offers more insight into the benefits of switching to ‘PPM’ – Private Practice Manager software. Enquire before Christmas 2011 and receive a free subscription to Independent Practitioner Today.
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 |
| PPM Sofware -the epitome of flexibility |
One of the greatest threats for any private practice is an IT system meltdown. The associated downtime and data retrieval costs are enough to give serious headaches to any practice manager. The biggest threat is that the practice manager can panic when something goes wrong with their administrative, financial or management systems. Here, in the first part of a two part series, Tom Hunt, managing director of private practice management software provider PPM Software, explains how the company’s approach to customer support has helped the 78 Harley Street clinic avoid this kind of problem.
The 78 Harley Street Clinic in London is a multidisciplinary practice offering world-class healthcare services for cardiology, ophthalmology and general surgery patients. Tony Bernstein, the practice manager has been looking after the clinic for more than seven years.
In order to make administrative work more efficient and straightforward, he needed a system that would incorporate all of the back office functions necessary to perform at the highest level. As a result, when Bernstein first joined the practice he decided to implement ‘PPM’ - Private Practice Manager and hasn’t looked back since.
‘PPM’ - Private Practice Manager provides a complete solution for the administration and financial control of a private practice. The software offers immediate access to the practice’s aged-debtors position and meets the specification required for sending claims via the Internet (EDI). Moreover, the system can significantly reduce the time it takes to produce invoices, statements and reminders. Full integration with Word and the facility to scan in documents and digital photographs are other key benefits. It also features calendar management functionality and can be used to communicate with patients via e-mail, text message or letter.
“Seven years ago I was asked to set up a cardiology practice and after some research I discovered PPM Software,” recalls Bernstein. “We quickly realised that everyone associated with the practice was already familiar with the system. This was of great help, as it saved a lot of training time, which would otherwise have been required. The software is really easy to manoeuvre and highly intuitive. Plus, it looks good, and who doesn’t like to use a system with an attractive and user-friendly interface?” continued Bernstein.
Thanks for reading the first part of the Harley Street clinic case study series. Don’t forget to log on next week to read the conclusion, where Tony Bernstein offers more insight into the benefits of switching to ‘PPM’ – Private Practice Manager software. Enquire before Christmas 2011 and receive a free subscription to Independent Practitioner Today.
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Wednesday 31 August 2011
What should I get to keep toddlers amused?
Here, 'PPM' - Private Practice Manager offers support for the
backbone of your practice with this essential advice lifeline for you,
your secretary or admin professional. The advice is from our experienced
management team and the question comes from one of our clients in
private practice. This is the third in a series of blog posts aiming to
help improve the relationship between consultants and their admin teams.
Q: I work for a private GP practice and sometimes sit on reception during busy periods. One thing I have noticed is that the toy box needs updating. What sort of thing should I buy?
A: This is again a fun task.One would naturally think that the toys have to reflect a wide age-range. But, in actual fact, if you watch the visiting children, they are strangely drawn to toys designed for the younger child. This is probably because it provides an excuse to play with things normally no longer available to them, which makes it a bit easier for you. I would concentrate on toddlers,pre-school and children up to aged six years old.
Anyone older than this usually has a hand-held electronic game of some description with which to annoy one and all. Go for one central large toy, such as a small table with attached game. I mean one of those tubular sorters made of durable wood that not even the most determined young darling can destroy. Get a couple of wooden chairs to go with it. Then I would choose durable, traditional, parent-pleasing toys like a brio-style train set, for instance, just a few pieces, maybe a teddy or two, indestructible tea set, building blocks and shape-sorters. Books are always a hit with parents, so get a good selection of these, but don’t get anything that takes too long to read, as when it comes time to go and see the doctor, the story will be half-finished and the child will kick up a fuss.
There is one thing all children are good at and that is ‘posting’ toys and books into mummy’s bag while she is not looking. Therefore, try to keep everything fairly big or at least not small enough to disappear into the average designer handbag. Do not buy things with anything that can be chewed or pulled off. This could cause problems for small, exploring mouths.
Storage is your next stop. Get a really nice stand-alone shelf unit, but not too high, so that little hands can reach for themselves. Get a couple of storage baskets to go on the shelves, so that the children can spend time emptying and filling these.
Finally, if you have the space, try a wooden dolls house with large pieces to sit on the floor, which should go own well with anyone named Lilly or Zara. Ensure there is someone tasked with tidying and maintaining the toy corner.
Keeping them clean is a must. If there is one thing a parent hates about waiting rooms, it is when the toys provided are dirty or broken. My last piece of advice is to get as big a budget out of the boss as possible, as a happy child is a happy parent, who turns into a happy bill-payer. The alternative is constantly dealing with bored toddlers and grumpy mums.
Photo courtesy of photostock / FreeDigitalPhotos.net
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| Entertaining toddlers in a private practice |
A: This is again a fun task.One would naturally think that the toys have to reflect a wide age-range. But, in actual fact, if you watch the visiting children, they are strangely drawn to toys designed for the younger child. This is probably because it provides an excuse to play with things normally no longer available to them, which makes it a bit easier for you. I would concentrate on toddlers,pre-school and children up to aged six years old.
Anyone older than this usually has a hand-held electronic game of some description with which to annoy one and all. Go for one central large toy, such as a small table with attached game. I mean one of those tubular sorters made of durable wood that not even the most determined young darling can destroy. Get a couple of wooden chairs to go with it. Then I would choose durable, traditional, parent-pleasing toys like a brio-style train set, for instance, just a few pieces, maybe a teddy or two, indestructible tea set, building blocks and shape-sorters. Books are always a hit with parents, so get a good selection of these, but don’t get anything that takes too long to read, as when it comes time to go and see the doctor, the story will be half-finished and the child will kick up a fuss.
There is one thing all children are good at and that is ‘posting’ toys and books into mummy’s bag while she is not looking. Therefore, try to keep everything fairly big or at least not small enough to disappear into the average designer handbag. Do not buy things with anything that can be chewed or pulled off. This could cause problems for small, exploring mouths.
Storage is your next stop. Get a really nice stand-alone shelf unit, but not too high, so that little hands can reach for themselves. Get a couple of storage baskets to go on the shelves, so that the children can spend time emptying and filling these.
Finally, if you have the space, try a wooden dolls house with large pieces to sit on the floor, which should go own well with anyone named Lilly or Zara. Ensure there is someone tasked with tidying and maintaining the toy corner.
Keeping them clean is a must. If there is one thing a parent hates about waiting rooms, it is when the toys provided are dirty or broken. My last piece of advice is to get as big a budget out of the boss as possible, as a happy child is a happy parent, who turns into a happy bill-payer. The alternative is constantly dealing with bored toddlers and grumpy mums.
Photo courtesy of photostock / FreeDigitalPhotos.net
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Friday 29 July 2011
Software for managing private medical practices now includes new suite of integration services
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| PPM Software's new release could help |
PPM Software, provider of the software suite ‘PPM’ - Private Practice Manager, has launched a set of services that help new users integrate the software into their practices. PPM Software will now prepare standard letter templates to the client’s specification, integrate quotes for surgery and services and add custom fees, independent of those recommended by insurance companies.
‘PPM’ - Private Practice Manager makes the process of managing a private practice far simpler and more profitable. Fully integrated private practice management software saves a great deal of administration time and effort and helps keep data manageable and in an easily secured, central and easy to access location.
PPM Software’s new set of integration services includes full installation and set-up of standard letter templates, in accordance with its client’s specifications, as well as full training and installation. Equally, CCSD procedure codes and descriptions as well as BUPA procedure categories and fees also come pre-loaded.
In addition, if a modification, additional report or analysis is required to meet the needs of the sector as a whole, this will be included in a later version of the software at no additional cost to the practice.
‘PPM’ - Private Practice Manager has always offered immediate access to the practice’s aged-debtors position and meets the specification required for sending claims via the Internet (EDI). Moreover, the system can significantly reduce the time it takes to produce invoices, statements and reminders. Full integration with Word and the facility to scan in documents and digital photographs are other key benefits.
“The fear that integration will be complicated is one of the biggest reasons that private medical practices don’t introduce this kind of software,” explained Tom Hunt, PPM Software’s managing director. “We hope that this service will help take away some of that nervousness. Similarly, we have a help desk that is open from nine to five on every working day. For us, the bottom line is making the software as easy to use and simple to learn as possible.”
Wednesday 9 March 2011
You’ve passed the test
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| Confused? Just ask for clarification! |
Q: I am new to being a medical secretary but have many years’ experience in the commercial world. I am learning something new every day but feel a bit out of my depth, because I have been getting all the test results together, pinning them to the notes and giving them all to the consultant, but she wants me to only pin them to the notes if there is anything wrong with the results. Frankly, I don’t know the difference. How do I tell?
A: I would say the fact she has asked you to distinguish between them means she has every confidence in your ability to pick it up, so take heart. The safety net for you is that you must still give her all of the results, regardless of what they show, as it will always be the doctor’s responsibility to view and interpret the test results.
Most pathology labs lay out their test results very clearly these days and they often include a thing called normal range. If something is outside of the normal range, they will usually denote this using a different colour or an asterisk or other such mark. This is an indicator that a result might be abnormal. The second thing to look out for is the word ‘positive’. This can be misleading because, normally, the word ‘positive’ means good or bright, but in pathological terms, it means something significant has been found.To give an example, if the consultant
sends a swab off to the laboratory for testing and it comes back ‘positive’, this means it has grown something which is either bacterial or viral. In genetics, a positive result can mean someone is carrying a faulty gene. In gynaecology, a positive smear test indicates abnormal cells in the cervix.
So, in the first instance, any results with the word ‘positive’ should go to the top of the pile with the notes. Anything outside of normal range or with an asterisk,should go after these. When you get a chance, sit down with your consultant and ask her for examples of what results she wants to see urgently. She clearly has faith in you, so take courage.
Photo courtesy of photostock / FreeDigitalPhotos.net
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Friday 7 January 2011
Could private practice management software help save you time and money?
Private practice management software can be one of the most sensible investments a consultant can make. It can save time and money and offers the potential to improve patient care, practice branding and the consultant’s relationship with his or her secretary. Here Tom Hunt, managing director of PPM Software, the provider of the software suite ‘PPM’ - Private Practice Manager, answers the most frequently asked questions about choosing a system.
What are the key ways in which private practice management software can help improve productivity?
It can be hugely beneficial in improving the productivity of the practice as well as the efficiency of core administrative functions such as billing, sending out reminders to patients and helping process insurance claims.
The bottom line for me is always the bottom line; better software will help you make more money by increasing the percentage of fees that actually get paid and reducing the frequency of unreasonably aged debts. Only instant access to your financial position, which goes hand in hand with easy year-end reporting, can help you achieve this.
How does this kind of software help your practice communicate with patients?
The key to communication is information. Once you know who your patients are and have their records, treatment history and contact details to hand you have taken the first big step. If you can tie this in with billing data, invoicing and statement production then you have at your fingertips everything you need for good communication of the administrative and financial side of your practice.
This level of organisation is one of the key ways that practice management software can help a consultant and his secretary bring in fees more effectively, whilst at the same time improving service delivery.
However, another benefit is the ability to draft letters, send secure e-mails and send text messages directly from the software itself. The result can help reduce the level of missed appointments as well as improving customer retention and helping solidify the brand of the practice in the mind of the patient.
How does practice management software impact on the consultant/secretary relationship?
Private practice management software is a productivity tool that will benefit both sides of this relationship and not only in the obvious ways. One evident advantage is that the smooth running of the practice will reduce the levels of stress experienced by both parties, but the benefits do run more deeply than this.
For instance, there will be a couple of occasions every year when the secretary and the consultant want to go on holiday. Hopefully these occasions will not be concurrent! When this occurs, its good practice to prepare a handover document, detailing things like invoicing practice, the location of important patient files and other key administrative details. Naturally, a well equipped practice management suite makes this process an easy hour’s work instead of a laborious late night before the holiday season.
What are the key patient care factors to look for in a software suite?
I think that one of the essentials is pre loaded CCSD and Bupa codes and fees. This will save a lot of time for the practice manager or secretary and make things faster from the patient’s point of view.
The software should also be EDI compliant, to allow the user to send claims via the Internet and should easily produce medico-legal reports.
Another nice option to have is the facility to integrate with TDL (The Doctor’s Laboratory). This allows electronic requests for any TDL pathology tests to be sent ahead of sample receipt. In turn, the results are imported directly into the patient record. This enables you to receive results as soon as they have been processed, without waiting for the fax machine or the post. This can be done on screen in the clinical setting, again improving the patient’s perception of care.
Of course, I think it goes without saying that you should be able to easily analyse records of procedures carried out and diagnoses made within the software as a core function of the package.
What questions should a practice manager, consultant or secretary ask a software provider before signing up to the service?
One of the key things to consider is technical support and how it is provided. In an ideal world your supplier should have a ‘no query too small’ approach and offer an installation and set up package as standard. It might seem tempting to opt for a vanilla box solution offering a ‘do it yourself’ ethos but ultimately this will cost substantially more in terms of practice time spent on integration.
The basic functions you should be looking for include Microsoft integration, a diary capability and the ability to scan in documents and catalogue digital photographs and so on.
Finally, one last question to ask is whether you are buying software that is hosted on your own servers or whether the software is hosted elsewhere. There are advantages and disadvantages to both so in an ideal world the vendor should be able to give you the choice between the two.
What are the key ways in which private practice management software can help improve productivity?
It can be hugely beneficial in improving the productivity of the practice as well as the efficiency of core administrative functions such as billing, sending out reminders to patients and helping process insurance claims. The bottom line for me is always the bottom line; better software will help you make more money by increasing the percentage of fees that actually get paid and reducing the frequency of unreasonably aged debts. Only instant access to your financial position, which goes hand in hand with easy year-end reporting, can help you achieve this.
How does this kind of software help your practice communicate with patients?
The key to communication is information. Once you know who your patients are and have their records, treatment history and contact details to hand you have taken the first big step. If you can tie this in with billing data, invoicing and statement production then you have at your fingertips everything you need for good communication of the administrative and financial side of your practice.
This level of organisation is one of the key ways that practice management software can help a consultant and his secretary bring in fees more effectively, whilst at the same time improving service delivery.
However, another benefit is the ability to draft letters, send secure e-mails and send text messages directly from the software itself. The result can help reduce the level of missed appointments as well as improving customer retention and helping solidify the brand of the practice in the mind of the patient.
Private practice management software is a productivity tool that will benefit both sides of this relationship and not only in the obvious ways. One evident advantage is that the smooth running of the practice will reduce the levels of stress experienced by both parties, but the benefits do run more deeply than this.
For instance, there will be a couple of occasions every year when the secretary and the consultant want to go on holiday. Hopefully these occasions will not be concurrent! When this occurs, its good practice to prepare a handover document, detailing things like invoicing practice, the location of important patient files and other key administrative details. Naturally, a well equipped practice management suite makes this process an easy hour’s work instead of a laborious late night before the holiday season.
What are the key patient care factors to look for in a software suite?
I think that one of the essentials is pre loaded CCSD and Bupa codes and fees. This will save a lot of time for the practice manager or secretary and make things faster from the patient’s point of view.
The software should also be EDI compliant, to allow the user to send claims via the Internet and should easily produce medico-legal reports.
Another nice option to have is the facility to integrate with TDL (The Doctor’s Laboratory). This allows electronic requests for any TDL pathology tests to be sent ahead of sample receipt. In turn, the results are imported directly into the patient record. This enables you to receive results as soon as they have been processed, without waiting for the fax machine or the post. This can be done on screen in the clinical setting, again improving the patient’s perception of care.
Of course, I think it goes without saying that you should be able to easily analyse records of procedures carried out and diagnoses made within the software as a core function of the package.
What questions should a practice manager, consultant or secretary ask a software provider before signing up to the service?
One of the key things to consider is technical support and how it is provided. In an ideal world your supplier should have a ‘no query too small’ approach and offer an installation and set up package as standard. It might seem tempting to opt for a vanilla box solution offering a ‘do it yourself’ ethos but ultimately this will cost substantially more in terms of practice time spent on integration.
The basic functions you should be looking for include Microsoft integration, a diary capability and the ability to scan in documents and catalogue digital photographs and so on.
Finally, one last question to ask is whether you are buying software that is hosted on your own servers or whether the software is hosted elsewhere. There are advantages and disadvantages to both so in an ideal world the vendor should be able to give you the choice between the two.
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For further information contact:
Tom Hunt, PPM Software Ltd
The Business Centre, 100 Honey Lane,
Waltham Abbey, Essex, EN9 3BG
Telephone: +44 (0) 1992 655940
Twitter: https://twitter.com/PPMsoftware
Press enquiries: Richard Stone
Stone Junction Ltd, No. 2 the Garthlands,
Stafford, Staffordshire, ST17 9ZP
Telephone: +44 (0) 1785 225416
About PPM Software: PPM Software designs, develops and distributes Private Practice Manager, software that provides a complete solution for the administration and financial control of a private medical practice. The business was founded in 1992, when the first ever DOS version of Private Practice Manager was developed and the inaugural copy was installed in March 1994. There are now well over 1800 licences in use across the UK and clients include the Spire (previously BUPA) hospitals and the Nuffield Group, as well as countless individual practices.
Ref: PPM010/11/10
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