1/19/2015

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Practice Paperless with

Dentrix and Integrated eServices

Presented by:

Dayna Johnson

Rae Dental Management

After 100 years of

paper…

Presentation Outline

Implementation

Timeline/Implementation HIPAA/Security

Infrastructure

Practice Management Software

Digital Imaging Hardware Office Design

Foundations

How did we get here Myths vs Fact Benefits

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Foundations of

Paperless

1996

Health Insurance

Portability and

Accountability Act

(HIPAA) passed

How Did We Get Here?

1965

National Library

of Medicine:

improve access

to biomedical

information

2001

HIPAA Privacy

Rule becomes

effective

Foundations5

2003

HIPAA Security

Rule Standards

Finalized –

enforced Feb

2005

2013

Omnibus Rule

Enforcement

2009

HITECH Act

Enforcement

2006

HIPAA

Enforcement

Rule

6

Change is now accelerating

Foundations

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Where Do These Charts Go?

Foundations7

Benefits of EHR for Patients?

• More secure

• Avoid duplicate testing

• Reduce costs

Foundations

• Reduce medical errors

• Easier sharing of

information between

health care providers

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Benefits for Dental Office?

• Easier, faster and more

consistent

• Information is safer and

more secure

• Meets requirements for

HIPAA, HITECH, PCI

Foundations

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Patient Perception Matters

Myths About EHR

You will save money Your charts will be

mistake-free

Foundations11

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The path to paperless requires:

• Planning

• Implementation

• Training

• On-going management

Federal guidelines are evolving, but your infrastructure and training can start NOW.

Foundations

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Practice Management

Software

A Critical Choice

Infrastructure14

Quality customer service and

support

Compatible with third party

companies (x-rays, cameras,

other eServices)

Supports apps like: MS Excel,

MS Word and QuickBooks

Dentrix upgrades their software

about every 4-6 months.

You can add more workstations

in the future as your practice

grows

Dentrix gives

you everything

you need to go

paperless . . .

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Down the Road…

Dentrix will keep up

with you.

Send automated

appointment reminders

Patient education

software

Store patient credit card

information . . . legally

Send automated billing

statements

Add a practice website

or integrate with your

existing one

Appointment Reminders

Down the Road…

Electronic

appointment

reminders reduce

no-shows and keep

your schedule full.

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Automated Reminders

Confirm Appointment Email a Calendar Entry Contact ProviderConfirm Appointment Email a Calendar Entry Contact ProviderConfirm Appointment Email a Calendar Entry Contact Provider

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Automated Reminders

Automated Reminders

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Automated Reminders

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Automated Reminders

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Automated Reminders

Digital Imaging Systems

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Infrastructure

The case of the missing x-rays

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Benefits of Digital Imaging

• No more lost x-rays!

• Improved treatment

planning

• Digital imaging is

“greener”

No chemicals

No lead to separate

Less exposure to toxins

for patients and the

environment

Infrastructure26

Three Options for Integration

1.

Seamless

Integration

2.

Bridge

3.

Third Party

(no integration)

Infrastructure27

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Sending Claims Electronically

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Screen Capture Tool

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Sending Claims Electronically

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Claim Tracking

Claim Tracking

Office Design

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Office Design

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• Reception

Room

• Front Desk

• Treatment

Room

• Consult Room

• Conference

Room or Staff

Lounge

Infrastructure

Reception Room

• Big screen for

looping:

patient education

video

before and after

photos

list of services

provided

• In-office wireless - do

you want to offer

internet services to

your patients?

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Reception Room

Infrastructure

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Front Desk

• Position the

monitors for

privacy

• Install printers

within arms

reach

• Dual monitors

increase

efficiency

Infrastructure

Front Desk

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Streamline Patient Check-in with Kiosk

39Infrastructure

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Streamline Patient Check-in with Kiosk

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Streamline Patient Check-in with Kiosk

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Treatment Rooms

• Flexible monitor

arms can be

positioned for

viewing by patients

and providers.

• Dual monitors in

treatment rooms is

optimal.

Infrastructure

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Treatment Rooms

Do not put the

computer in a closed

cabinet!

• Too hot

• Remember you need

room to plug

peripherals into the

computer (x-ray

sensors, wireless

devices, etc.)

Infrastructure

Treatment Rooms

Infrastructure44

Computers for Other Needs

• Consult room

for case

presentation

• Conference

room for team

meetings or CE

• Lab for ordering

• Morning Huddle

Infrastructure

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Dentrix Practice Advisor

Computer Hardware

Managing Your Computer Inventory

Infrastructure

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Don’t Forget Your Peripherals!

• Monitors

• Mice and keyboards

• Signature pads

Infrastructure49

Infrastructure

What’s that smell?

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Three Recommended Backup Systems

1. Online encrypted backup

system

2. In-office automated back

up to external hard drive

3. Off site backup

Infrastructure

1. Online Encrypted Backup System

• Usually billed by volume of data, so use for most critical information

• Make sure it has

encryption

• Typically user friendly and

can be automated

• Email confirmation of

backup status

Infrastructure

eBackUp

54Infrastructure

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eBackup

55 Infrastructure

2. In–Office Automated Backup

• External hard drives

store TONS of data so

backup your entire

computer system

• Run daily, weekly or

monthly

• Look for a format that

can be easily restored

after an emergency

• Do a ‘practice restore’at

least once a quarter.

Infrastructure56

3. Offsite Backup – encryption a must!

• Use a flash drive or

external hard drive to

backup patient data

• Someone takes the

external hard drive

off site daily

• Send a monthly copy of

the backup to a certified

accountant or attorney

Infrastructure57

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Who is Responsible for Backup?

• How often is it running?

• What is it backing up?

• When was the last time

you did a practice

recovery?

Infrastructure

Updates

• Designate someone in the

office to be the go-to person

for computer updates

• Don’t download everything

• Make sure the update only

downloads what you want

Infrastructure59

Action Steps

• Document backup policy

and procedure

– Know who, when, how

– Perform a practice restore

• Designate a “techie”

– Responsible for updates

• Hardware inventory

– Warranty periods

– Operating System version

60Infrastructure

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Implementation

Implementation: A Three-Phase Approach

Phase I

Assessment, Goal Setting

and Planning

Phase II

The Electronic Health

Record

Phase III

Going Paperless with

additional eServices

62Implementation

3-6 months

• Are your core systems

running well?

• Goal Setting and

Planning

• Paperless at the Front Desk

Phase I: Assessment, Goal

Setting and Planning

Implementation63

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Phase I: Assessment of Core Systems

1. Patient Retentiona. Continuing Care

b. Inactive Patient Tracking

2. Schedulinga. Four reports to keep schedule full

b. Scheduling for Production

3. Accountinga. Insurance Management

b. Patient Collections

4. Treatment Planninga. Managing patient treatment

5. Documentationa. Where to make notes - consistency

Implementation64

Phase I – Goal Setting and Planning

Implementation

• Pick a “Go Live” date

• Prepare for life without charts

• Order a paper scanner

• Order a stamp “See digital chart” with a date

• Order signature pads

• Expect some additional staffing for importing information

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Phase I – Paperless Front Desk

• Efficiency• Learn how to manage the Document Center

• Send to Dentrix Document Center

• Screen capture for attachments

• Use the Lab Case Manager

• Consistency• Document in the same places – where to make notes

• Decide how to implement forms

• Organize the Document Center

• Security• Setup passwords for all users

• Create HIPAA compliant views in the office

• Lock your computers at night

Implementation66

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Implementation

Phase II: The Clinical Record

3 – 6 months

• Electronic Health Record

– Medical Alerts

– Dentition

– Perio Charting

• Health History Update

• Clinical Notes and

Templates

• Managing treatment

• Prescriptions

Implementation68

Phase III: Paperless Office

3 – 6 months

• Electronic Patient Forms

– NP Forms

– Consent Forms

– Financial Arrangement Forms

• Using iPads, Touchscreens

or Tablets

• Electronic Signatures

Implementation69

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Practice Website

70Implementation

Practice Website

Create the Practice Website Your Patients Deserve

• Partner with Henry Schein and Jameson

• Make an impression and strengthen your brand

• Save time and improve the efficiency of your team

• Work with the social media sites and mobile devices your

patients depend on

Getting Started is Easy

• Exclusive websites for every practice

• Refresh your current site or update

• Contact your sales rep for more details

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Phase III – Paperless Office

• Eliminate the Paper

• Billing Statements

• Postcards

• ePrescribe

• eEOB

• Website Enhancements

• Bill Pay

• Patient Information Update

• Forms

Implementation72

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Streamline Patient Billing & Payment

Printing • Sorting • Stuffing • Sealing • Stamping • Mailing

QuickBill Address Verification

Credit Card Payments

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Credit Card Payments

Payment Agreements

Payment Agreements - PowerPay

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Online Patient Payments

1. Confidentiality

2. Integrity

3. Accessibility

HIPAA Security Rule

Dental offices are

responsible for

reasonable and

appropriate

safeguards

of the Electronic

Health Record

Implementation81

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HIPAA Security Manual

• Device and Medial

logs

• Data Backup Plan

• Response and

Reporting

• Disaster Recovery

Plan

• Emergency Mode

Operation

• Team Education

ADMINISTRATIVE

SAFEGUARDS (R)

Implementation82

HIPAA Security Manual

• Physical location of

paper based and

electronic PHI

• Posting of PHI in the

office

• Conversations

including PHI

• Access to PHI

PHYSICAL

SAFEGUARDS (A)

Implementation83

HIPAA Security Manual

• Computer

Workstation Use

– Identify all computers

with PHI

• Device and Media

Controls

– Disposal and re-use

PHYSICAL

SAFEGUARDS (R)

Implementation84

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• Unique User Login

• Emergency Access to

PHI

• Audit Controls

• Identity Confirmation

HIPAA Security Manual

TECHNICAL

SAFEGUARDS (R)

Implementation85

HIPAA Security Compliance

• Three Fundamental Steps (R)

– Risk Analysis

• Requirement for Meaningful Use

• Requirement for all covered entities

– Implement HIPAA Documentation

• Must provide policies, procedures and Business Associate

Agreements

• Must be updated to the 2013 Omnibus Rule

– Complete HIPAA Training

• Required for all team members with access to PHI

• Must designate a Security Officer

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On Your Path

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The path to paperless requires:

• Planning

• Implementation

• Training

• On-going management

Federal guidelines are evolving, but your infrastructure and training can start NOW.

Foundations

• Trust your computer system

• Trust your backup & recovery plan

• Trust your trainer

• Trust your hardware tech

• Most of all…

Trust

Your

Team

90

• Support the team, but

don’t overwhelm them

• Pay for training, not

toys

• Learn with the team

Be Involved

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Great patient experiences

Patients refer like crazy

Happy team91

Remember

Your

Ultimate

Goals

Resources

• Security and Data Protection

– Your malpractice company

– www.dentalpracticecompliance.com

– www.ada.org

– www.hhs.gov

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Dayna JohnsonRae Dental Management

Resources

• Team Training and HIPAA

– www.RaeDentalManagement.com Dentistry’s home page for

chartless and paperless resources, coaching and training needs and Dayna’s contact info.

– www.4MedApproved.com/education/raedental Your number

one resource for HIPAA team training and risk analysis.

– www.cms.org – The government entity for HIPAA documentation and rules.

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References

• Dental Products Report – September 2010 Clinical 360 “Tech

Experts Chart a Digital Path”

• ADA News – June 21, 2010 Electronic Health Record, Dr.

Faiella

• ADA News – August 16, 2010 ADA continues to work on HER

development, implementation, Dr. Faiella

• www.dentalpracticecompliane.com

• Minimizing Liability in the Dental Setting – Nordic pgs 39 – 44,

61-64

• ADA Dental Records – 2007 pgs 7-8,

• www.ada.org/prof/resources/topics/hipaa/index.asp

Dentrix Resources

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About Your Presenter

• Over 20 years in the dental

industry, including office manager

in two dental practices

• Member of Speaking and

Consulting Network

• Member of Academy of Dental

Management Consultants

• Author of The Dentrix Office

Manager blog

• Certified Dentrix Trainer since

2006