Practice Excellence in Two Clicks of a Mouse

Optometric Management, Dec 2004 by Morris, Scot

Experts estimate that an EPMS can shave two minutes from each exam and an additional five minutes in chart search. This represents about $12 per exam including personnel costs. The increased efficiency in workflow is immeasurable.

Each doctor may see two to three more patients each day or perform the same tasks with one less employee. (Decreasing staff shouldn't be a principle goal - you may be able to reallocate personnel resources rather than hire another person.)

As I mentioned earlier, many insurance companies provide incentives to file electronically.

Caveat: Integrating an EPMS isn't cheap on the front side. It is an investment that will pay for itself over time both economically and in terms of work flow efficiency. The biggest land mine to avoid is the hardware and training costs associated with the transition. Get detailed quotes from vendors and from information technology (IT) people on these items. Also plan to replace equipment and update hardware/software every few years, which, keep in mind, is still less expensive than hiring more staff.

Also consider how many reams of paper you bought last year (the average practice spends $.04 for each page of paper used in the office). Include the cost of those pricey printer cartridges.

Moving ahead with an EPMS

Once you finally decide to implement an EPMS system into your own practice, know that you'll have to understand the following.

* Hardware. Computer systems have improved tremendously in terms of power, processor speed, storage capacity and memory. Place a workstation in every area of your practice where you'll look at a patient record. Doing so may give you more workstations than you currently have, but it's well worth the relatively minor expense.

In addition, plan for a dedicated office server to store, process and distribute data to the various workstations. Ideally, use a dual-server configuration with redundant back-up systems and a tape back up. One server will work for the EPMS while the other acts as a back up and houses other software that integrates with your EPMS software. Plan to either store the tape back up off site on a weekly basis, store it electronically off site or write to a nonrewritable CD or DVD. Get a professional analysis of your current system and potential needs to determine your server and workstation recommendations.

* Software. Search for a platform that allows flexibility for each doctor in the practice to adapt the EPMS to their preferences. The platform should also integrate both administrative and clinical features for the practice. I've provided a comprehensive vendor list in "EPMS Vendors" on page 29.

Each EPMS program is slightly different, so compile a list of your practice needs. Access this article online and refer to the "Practice Management Software Selection Checklist" as you review the attributes of the various programs. Also included are a few helpful ideas in planning for the EPMS transition. After you've narrowed your list, contact the various vendors for a live demonstration.