Previous to the mid 1980's, practices were paper friendly and there was no real need for new technology. Doctors that graduated before 1985 could monitor their practices simply by turning a page on a scheduling book and using some color pens to differentiate the type of patients.
I am one of those doctors from that dinosaur era. My team would cringe at the thought of me coming behind the front desk to watch them work on the computer. The fears of the computers in my office were an indication of me not knowing enough about how to use them. Somehow the term "computer friendly" did not compute.
After the chiropractic Stone Age there was a new generation of chiropractors who understood the importance of getting information and knowledge out to their patients and colleagues at a faster pace by utilizing this new technology called the computer. Since this new creation, we have become more and more dependent on its use in practice. What has happened with many of the dinosaurs is they refused to change with the technology. The most important thing that a chiropractor needs to do in the office is to adjust and provide services to patients, but also understand the use of the computer system to manage the business side of the practice.
There are, however, parts to the puzzle that may be overlooked in the overall management of the business side of your practice. The good and bad side of the new technology is that the computer is an important communication tool to monitor, market and analyze specific parts to your practice. But on the other hand for those doctors who are on the Internet exploring or e-mailing during office hours, it can be a time waster and a hindrance to the practice. So let’s look at what is important and what is not.
A few of the benefits of this magnificent technology:
1) Being able to use current software to statistically monitor the practice. At the touch of a button you can have the five most important practice statistics at your fingertips.
2) With the proper software, you can schedule patients, keep accurate billing information, set up patient calendars, use mailing lists to send information out to the patients, and generate practice accountability.
3) Speed. The faster the computer, the more time it allows the CA to complete high priority duties.
4) Accuracy. When the data is input properly the first time, there is no need to go back to check and recheck what has already been done.
5) Efficiency puts all the components together that continue to keep an office running smoothly.
Now that we have seen the up side to computer utilization, let’s look at some of the pitfalls:
1) Make sure that everyone who uses the computer has been trained and understands the procedures and systems. Cross training and having more than one person trained on the computer is vital for growth. Annual training sessions with the software company should be negotiated into the package when buying a software package.
2) Crashes. If a computer crash occurs, in the blink of an eye, essential data is lost. This can take time and money to retrieve; or worse yet, your program and all related data may be permanently lost if you don’t have a properly maintained backup system.
3) Learning the basic fundamentals of what the program is capable of will minimize the effectiveness of what it is capable of doing. Scratching the surface or just getting by will help somewhat, but that should not be the purpose behind having a computer in the office.
4) Eliminating at least one person in the office because of the efficiency of the computer is a myth. Even though the capability is high on formulas and statistical analysis, it still takes a trained individual to train and constantly be updated on advancements in software and technology.
The computer may have its ups and downs, but in our current practice environment, it is a must. There are doctors across the country who have absolutely no idea as to how to run the computer systems in their offices or how to use the information they provide.
If you want to be a dinosaur it is OK, but at the very least, know the right questions to ask to get the information on how your practice is functioning. You should have an understanding as to how much is being billed out, how much is collected and how much is outstanding in a weekly aging analysis. Your system should give you an accurate accounting of what patients have dropped out of care and who needs to be recalled.
These are just some of the basics, and dinosaur or not, the most important thing is to have people who know how to use the computer and understand what you need to be in the loop because it is your practice. Computers and new technology are here to stay; and unfortunately, with this great communication highway, only 26% of chiropractors have an e-mail address. The use of websites is also underused as a tool to get our message to the public.
It is up to us as a profession to provide not only the best chiropractic care but the highest level of service and information to our patients so they can help us spread the word of chiropractic to the world. The dinosaurs need to educate themselves on the value of this technology and start using it to a higher degree in practice and patient education. If this dinosaur can do it, so can you.
