This month we’ve been discussing the value of updating your current technology. We are using Medical Offices as our example, but in reality, this information is important to all small businesses. In this week’s blog, we will discuss the pitfalls of sticking your head in the sand by being resistant to change.
Let’s assume that everything we’ve said about upgrading your technology resonated with you, and you agree 100% — now what? Well, decisions have to be made. What kind of hardware will you be using? What about the software? When do you plan to make changes, and what’s your budget? Do you plan to hire new people for this undertaking or do you plan to use a vendor? But perhaps the most crucial question of all is, who will make the final decision?
While this might seem like an odd question, the truth is that many offices don’t have a go-to person for these types of decisions. Or maybe the person who is currently in charge of this may be too busy, too distracted, or not the best person to do so.
One of the biggest problems with a lot of medical practices is that they often don’t work like your typical business. While most traditional companies might have an owner, a president, or simply a manager, this isn’t always the case when it comes to doctors.
Medical practices, like attorney firms, typically use a partnership model where they may have more than five or six doctors who own the business and are in charge of making most of the larger decisions. While it’s true they often use office managers, these position holders usually handle the day-to-day operations and aren’t given the authority to make decisions for large purchases or contracts. But even if there’s only one person at the top, the decision may still not be an easy one to make.
There is no doubt that doctors are qualified to do their jobs. Few professions require as much education and experience before they can start their career path. Even so, that expertise does not extend to understanding technology in their offices. Why is it that someone with the skills to cut you apart then put you back together can look like a deer in headlights when confronted about server clients, cloud systems automation, and WANs? Probably because this was never a taught to them in their years of medical school.
But in defense of these physicians, there is a lot more to IT than simply understanding computers. For instance, understanding budgeting is an essential part of any IT desision. Even if you have the money, just buying everything there is does not a good IT system make. Having a thorough understanding of the specific needs — including future needs — of the office is crucial before spending a single penny.
In addition, healthcare systems are some of the most difficult to set up and manage because of strict government regulations regarding patient privacy. While there are plenty of great software programs that can help the office run smoothly, HIPPA compliance should be at the front of your mind before implementing anything. Sadly, it seems that many software programs (and even operating systems) don’t go out of their way to answer whether or not they are HIPPA compliant, so you need people who can find out that information to help you make the correct decision.
It’s no secret that technology is moving at breakneck speeds these days, so if you’re not making efforts to keep up, you can fall behind in a blink of an eye. New solutions for storage, operating systems, and security are being developed almost daily. Also, there may be a need to upgrade systems for other reasons, such as when it’s becoming clear that your needs are growing or evolving.
Again, this process is difficult for any business but much more so in a medical environment, mostly because of HIPPA compliance. This may either lead a practice to fall out of compliance or choose to forgo upgrading in general to avoid a situation like that, even at the expense of efficiency. A major reason for this is a lack of guidance, with people having a very specific specialty being unaware or unsure of what needs to be done to upgrade.
This can cause major problems down the line as the most common solution to this problem tends to be a piecemeal replacement process. A computer here or a printer there may seem like a reasonable way to get things done, but the fact is that it ends up costing a lot more than making regular replacement of all outdated equipment at once. Additionally, it can make migrating files and systems much more complicated in the future since all these different pieces of equipment will be running various operating systems or in other ways be non-uniform.
If you find yourself in this situation, it could lead to security breaches, lowered employee morale, and downtime that will lead to a loss of efficiency. If the problem started because there wasn’t a single person taking charge, it would be a lot more difficult to resolve these issues.
The best way to get your office on track is to make a formal decision as to who handles IT across the board. While you may want input from the various departments, a single, qualified person should be pulling the lever on these decisions.
Since medical facilities tend to be such busy places, many have chosen to go with an outside vendor to provide these IT services, such as us. From our experience, when having a single person or group meet with us to address the needs and current status of the office, we’re able to quickly work out a solution. Not only are we able to make sure that the needs of everyone in the office are met without all the hassle usually needed to maintain such a system, but that system ends up being well within their budget.
If you find yourself being the person responsible for making these decisions, contact us to see how we can be of service. You’ll be amazed by the positive atmosphere you can create with just a few changes to your IT. But don’t worry — we’ll let you take all the credit!