Office equipment to handle non-medical tasks isn't a high
priority item in most medical practices except, perhaps,
when you're first setting up your practice. Once the stuff
is in place and has proven it can do the job most physicians
choose to focus on the far more important business of
the health of their patients. That said, the office equipment
industry marches apace and it's worthwhile reviewing what's
out there from time to time.
Computers The major innovation
in office systems has of course been the computer. For
most medical offices it's been a pretty rough ride.
Finally costs of operating systems have settled down.
You can get a speedy serviceable desktop PC from a reputable
firm including screen, keyboard, mouse and a reliable
Windows operating system for as little as $1,000. If
you or your staff are working with machines that are
four or five years old and you can afford it, upgrade
now. The extra speed alone will pay for itself in increased
efficiency.
Software Medical software
has been another money pit for many practices. That's
changing, but more slowly. A customized system that
handles patient records, a health plan and third party
billings requires complex software and reliable service
and updates. These can be costly and time consuming
to set up and keep operating. A future column will consider
some of the systems that are out there. It's nothing
to jump into blind. Vendor promises are notoriously
suspect.
High speed internet Here's
a computer innovation worth considering. If you've yet
to join the rapidly growing ranks of your colleagues
who have come to rely on the internet to provide them
with fast, reliable and up to the minute medical information,
now's the time to do it. Says a Winnipeg internist who
made the move 18 months ago: "If I need something quick
and fast, the web is the only tool I need. Couldn't
practise without it."
A dial up connection simply doesn't
give you the speed you need to handle today's increasingly
useful but complex medical sites. All major journals
are online and many are free. The National Review of
Medicine's website (www.nationalreviewofmedicine.com),
for example, allows you to do a keyword search of all
back issues. Tip: If you're going high speed and have
more than one computer, consider a wireless hub to accommodate
several users.
Networking This isn't a
step to be taken lightly. In theory, having all the
computers linked together sounds like a great idea,
even in a small office. In practice, it can be quirky
and Information Technology (IT) service-reliant. If
you're tempted, first try using email and a high speed
internet connection to keep in touch within the office
and for sending files back and forth. This will give
you some idea of whether to take the big (and often
disruptive) step.
Paper shredders At the less
technical end of the scale, consider a paper shredder
if you don't already have one. All too often you read
news reports of patient records being found in the alley
behind a hospital or medical practice — shredders
prevent that. They come in two basic models, strip-cut
(strips) and crosscut (confetti). You can pay as little
as $30 for a unit that fits on top of a wastepaper basket
to over $1,000 for a stand alone unit. Consider spending
around $400 for a heavy-duty model on wheels that will
handle the needs of most practices. Best place to look:
www.staples.ca. Shred everything you no longer need
from old patient records to lab reports.
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