09 Jan Eye Care EHR Checklist: 5 Critical Steps to Consider Before Go-Live
Investing in ophthalmology and optometry EHR and practice management software is one of the most significant business decisions you’ll make for your office. Before you sign on the dotted line, looking for a system that focuses on your future goals, not immediate needs, is critical.
The right eye care software can determine how smoothly and efficiently your practice will function. This blog will look at key areas that can make or break a successful Go-Live for your office.
1. Select the Best Hardware, Software, and Business Equipment.
- Always refer to your EHR vendor’s hardware and software system requirements. Only use the equipment and operating systems that your EHR vendor supports and tests.
- Use high-quality hardware and exceed minimum hardware requirements (processor speed, hard drive space, RAM, etc.) to stay ahead of advancing technology. Focus on your future needs, not just immediate ones.
- Discuss other ophthalmic and business equipment with your EHR partner before purchasing new equipment, such as high-output laser and label printers, barcode, insurance cards, and document scanners.
- Hire a certified IT technician to assist you with all installations, networking, and upgrades, and always follow up with references.
- Ask your EHR vendor if your diagnostic equipment is compatible with your EHR system and can easily transfer readings to a patient record.
- Perform ongoing (at least bi-annual) hardware audits (workstations, laptops, tablets, routers, modems) to ensure your equipment is compliant and meets the latest requirements. Audits help you identify if the equipment is outdated and reveals potential compliance and security vulnerability issues.
2. Ensure Your EHR Vendor Protects and Backs Up Your Data.
MaximEyes.com eye care software protects your cloud data with the Microsoft® Azure Advanced Threat Protection (ATP) cloud-based security solution, which backs up the last 30 days of your data. Data is typically recovered within 2–8 hours if a disaster should occur. Ensure your EHR vendor is doing the following to protect your data:
- Autosaves data and backs it up in real-time, so you have peace of mind and no need to press the save button constantly.
- Encrypts data backups and data in transit (data moving within your network or across the internet) and at rest (inactive data stored physically in any digital format).
- Includes built-in functionality that adheres to HIPAA regulations for user access controls, privacy, and security.
- Provides two-factor (multi-factor) and module-level authentication. Did you know that according to a 2022 Data Breach Investigations Report, 82% of data breaches happen because of stolen or weak passwords?
- The system runs on any computer or laptop connected to the internet in a secure browser.
“Protecting our patient data is critical due to potential cyberattacks and ransomware. MaximEyes.com always emphasizes secure data protection and disaster recovery and pays close attention to staying on top of security and privacy issues.” –Brad Bodkin, OD (read success story)
3. Create a Secure Data Backup and Recovery Plan.
Computer failures can happen for several reasons. User error is the number one reason for data damage, loss, or corruption. Hard drives are mechanical devices, like automobiles, and they will eventually fail.
Disastrous and catastrophic events can be a nightmare, such as fire, flood, or any naturally occurring storm. Failures can also happen through an electrical outage, a virus, or deliberate data hacking. That’s why having a secure backup and recovery plan is critical. For instance:
- Before selecting your data backup devices, consult a certified hardware and networking technician about the backup data size you need and how to arrange backup and disaster recovery.
- Use a HIPAA-compliant online data backup, storage, and recovery provider. Data is highly secure, stored off-site, kept current, and easily accessible to restore. The automated process will reduce the need for additional hardware, software, and staff to perform the backup process, which is critical to running a successful business without costly interruptions.
- Back up all your data—not just patient files—it’s the least expensive insurance policy you will ever have. Have at least one local backup and arrange for offsite storage of your backup media files. Without data backup, recovery is impossible.
4. Plan for Software Setup and Ongoing Technical Support.
When you invest in MaximEyes.com, your relationship with us is just the beginning. We’ll get your practice up and running quickly, and ensure you have the technical support and training needed for long-term success. Rapid response time and long-term solutions are the foundations of our service model.
Want to feel confident using your software system from day one? Here are a few pro tips.
- Reduce (book lightly) your patient load the first week of go-live.
- Allow each employee (user) to practice modules and common scenarios in the EHR and practice management system weekly during the onboarding process before go-live.
- Avoid a long delay between training sessions and the go-live date.
- Select an eye care software company with a complete ongoing training package and customer support, including early morning and Saturday support.
- Give staff time to become comfortable with the new software. Don’t learn too much too quickly while juggling a full patient schedule.
- Implement modules gradually, starting with the basics, such as scheduling and billing.
- Designate a power user within your office.
- Ensure staff knows where to get answers to questions through an office power user or vendor customer support (telephone, online chat, email, recorded webinars, or integrated software learning center).
- Put a label on each workstation with your software vendor’s “help desk” phone numbers, emails, or online support contact information.
“I enjoy using MaximEyes.com—the eye care cloud EHR system is impressive in so many ways! MaximEyes.com is much more user-friendly than our previous optometry EHR.” –Peter Falk, OD (read success story)
5. Focus on Ongoing Training and Learning the Software.
Training is the final phase and is the one that requires the most patience. Learning a new EHR and practice management system is never easy; it could take several weeks for you and your staff to become fully efficient again. The best way to learn a new system is to practice.
Use the system from check-in to check-out based on your existing workflows, noting any questions you have along the way. Insufficient training can lead to unsatisfied employees, high turnover rates, mistakes, and lost revenue.
MaximEyes.com’s self-guided integrated Learning Center makes learning easy with how-to documents, guides, video overviews, and online courses you can complete at your own pace 24/7. Each course helps you and your staff know each module in the system using walkthroughs, videos, and documents. We have even included a course assessment that you can take to test your knowledge. You only need to complete the courses that pertain to your job duties in the office.
“The Learning Center within MaximEyes.com gives our staff the freedom to download how-to documents and guides, view product videos, and complete courses without leaving MaximEyes.com.” –Chet Myers, OD (read success story)