ImproMed Infinity s Mobile Edition

Transcription

1 Version ImproMed, LLC. All rights reserved. This document and the specifications for Infinity s Mobile may change at any time and without notice.

2 Contents What is Mobile? 3 Handling Information in the Mobile World 3 ImproMed Infinity Mobile Solution 4 Reduce Missed Charges 4 Improved Information Handling 4 Increased Perception of Value 5 Implementation 6 Hardware Recommendations 6 Education and Network Configuration 8 Synchronization Options 9 Cost 9 Summary 10 2

3 What is Mobile? The ImproMed Infinity Mobile has been created to provide a more versatile solution to the veterinary professional that works outside of the office. House call practitioners, large animal veterinarians, or any veterinarian on the go will benefit from the power provided by Infinity s Mobile. Mobile takes the power of Infinity from the office to wherever it is needed. All of your clients and patients information travels with you. The need to call the office to answer a billing question or check on medications dispensed is gone. The Mobile makes it possible to look up any piece of information about the client or the patient. In addition to client and patient information, the Mobile allows for the doctors to view and modify their appointment schedule, eliminating the need to constantly check in with the office for changes or updates. The full reporting capabilities of the Infinity program are also available, making audits and evaluating production possible for the veterinarian away from the office. Infinity Mobile is based on, and backed by, the power of Microsoft SQL Server to provide the transfer of information from the main practice to the mobile unit in a structured and controlled environment. There is no dependence on cellular or network coverages. The Mobile operates as a separate, stand-alone database that literally travels with the veterinary professional wherever he or she may go. At the end of the day, the mobile user simply needs to execute a synchronization of the data to upload any changes made out in the field and to download all of the changes that occurred in the practice during the day. This synchronization can be performed at the office or from any secure (VPN) internet connection. If it is not convenient to return to the office, it is possible to return home, hook up the mobile unit, click a button and synchronize with home base. Handling Information in the Mobile World One of the big challenges faced by the mobile veterinarian is access to information. From the simplest client contact information like phone numbers and addresses to detailed medical records, the onus of gathering this information and taking on the road is immense. A printout of farm or house calls can go only so far in helping organize a mobile vets day. From this list of obligations, records could be prepared and research could be done to prepare for the days visits. Physical records could be packaged and placed in the truck for reference while on the call as well. Hopefully, all the appropriate records have been compiled for the day. If the veterinarian spends time poring over paper records and cannot find a key item, the time and effort spent trying to gather information is wasted. Another key problem with physical records is they can be bulky, hard to manage, and can be damaged easily or be lost in the course of the day. On the other side of this equation is the ability to accurately record what was done during the visit and get the client billed for those products in a timely manner. Recording charges to physical charge sheets for reentry is the most commonly used approach and has its strengths and weaknesses. Charge or travel sheets provide a quick method for the mobile veterinarian to record charges and information for use in the medical records for the patient(s) or animal(s) in question. This method of tracking charges does possess some inherent inequities including a dependence on the veterinary provider to write instructions in a clear and legible manner as well as the timeliness of their return to the practice for entry into the practice s system for record keeping and billing. Another problem is the potential for records to be lost or misplaced which can result in missed charges or untimely delays in entry to the master system. 3

4 ImproMed Infinity Mobile Solution The Infinity Mobile provides a solution to the problems outlined above by bringing the practice s information out to where the practitioner needs it. In addition to providing the information, Infinity s Mobile provides a full-featured practice management solution to enter in medical records, enter charges, and review almost all of the practice s information. Three main areas that Infinity s Mobile is designed to address are reducing missed charges, improving information handling, and increasing the perception of value of services. Reduce Missed Charges Of all the benefits presented by Infinity s Mobile it is arguable the most significant is the reduction of missed charges. As outlined earlier, the traditional method for invoicing away from the office has been to record products and services on paper and enter them into the computer system upon returning to the main practice. The inherent problem with this is obvious. Lost, unreadable, or damaged pieces of paper floating around a truck or desk are not an ideal system for entering charges. Neither is calling or radioing charges into the home office. The ability to take the same invoicing program used by the office puts the right tools in the right place to properly capture fees. Infinity s Mobile takes advantage of a powerful Infinity feature, On-Screen Travel Sheets, to make recording and capturing charges fast and easy in the field. On-Screen Travel Sheets mimic the behavior of the traditional worksheet or routing sheet commonly used in the field and allows the mobile doctor the ability to click off items on a checklist to record what was performed and distributed on the call. The ability to record charges as they are being done is invaluable when one is trying to reduce missed charges. Entering charges at the time the services are performed greatly reduces the possibility of an item being missed or misunderstood when entered in at a later time. Likewise, by using the Mobile Unit, which is an extension of the computer system in the clinic, you can also eliminate messy handwriting or damaged call sheets and insure that you have current and accurate records. When all the items have been checked off, an invoice is quickly generated and payment can be made. Likewise, balances may also be placed on account if that action is more applicable. Ultimately, the transaction is handled at the time the services are performed and there is little question regarding what was done during the call or what the payment terms and conditions were. Additionally, by entering in charges as they are being performed, all the proper entries for date and time are accurate. Infinity records both the date and time performed as well as date and time entered. If charges are entered at the time they are done, there is less chance of error than if the items had to be dated when entered into the main system. Improved Information Handling Another key advantage Infinity s Mobile provides is centered on information handling. As discussed earlier, one of the biggest challenges faced by the veterinarian on the move is access to information in a timely fashion. Because the Mobile brings along nearly the entire Infinity database, most information is easily accessible. The database module, which contains all of the clients contact information and patient information makes it possible to look up phone numbers, stable locations, and any other information about the client. If the Mobile vet gets to the call and learns that an address change is coming up or there is a new phone number they can quickly update that information and the main practice will be updated when the database synchronization is performed. Likewise, if a client has a question on their account, Infinity s full Reports Module is available to generate detailed reports of 4

5 account activity, current to the last synchronization of the mobile unit. Any questions on past medications, lab work, medical notations, and appointment history can all be reviewed right from Infinity s Mobile. In fact, lab work can be imported right into the pet s medical record from the mobile unit. For those mobile practitioners that run lab equipment as part of their mobile business, there is no need to wait to return to the main office to import lab work. There is virtually no need for the mobile veterinarian to have to call in to the main office for standard pieces of information. The Mobile also includes powerful Infinity features like the InfoCenter, Documents, and Take Home Instructions modules. Each of these modules is geared towards making the distribution of information to both the mobile veterinarian and the client fast and easy. The InfoCenter Module, serving as the practices information warehouse, can be accessed from the Mobile. The InfoCenter can be used to store businesses procedures, protocols, vendor contact information, or any other number of documents that traditionally reside in a file cabinet back at the office. If the veterinarian is out in the field and needs access to any company document, these items can become part of Infinity s Mobile. The Documents and Take Home Instructions Modules are integral parts of Infinity s ability to promote client education. Both of these features are fully available in the Mobile and make it possible to generate aftercare and educational handouts automatically as select products are invoiced out. Handouts can also be generated on an as needed basis. Infinity s Mobile, combined with Infinity s ability to manage multiple practices or production centers, opens up some exciting avenues in terms of Inventory Management. The mobile veterinarian s truck can become a unique production center that maintains its own inventory, product pricing, and financial statements. In this situation, the mobile unit can act as a business that is somewhat independent from the main practice. Along these same lines, the truck could also be viewed as another location in which inventory is stored and consumed. In this venue, the mobile unit remains part of the main business and its inventory, pricing, and financials all are a portion of the main business. However, because the truck is designated as a unique location, inventory can be tracked by that location as part of the whole inventory for the main business. Additionally, these two methods could be combined to fit the needs of the larger businesses that may have multiple mobile veterinarians out in the field. Under these circumstances, all of the mobile vets could reside in a one production center and still be handled as a unique storage location for inventory control. The combination of Infinity s powerful multi-practice capabilities, inventory management tools, and the Mobile provide a solution to almost any conceivable business model. In the midst of all this information, let us be sure not to overlook the importance of having current prices, inventory, and all the other benefits a computerized system provides. The Mobile allows for estimates and invoices to be generated the same as if the veterinarian were in an exam room in the main practice. All pricing and product availability will be current with the latest synchronization of the mobile unit to the main hospital. Likewise, the Mobile can be a huge asset in inventory management by identifying the items sold from the mobile location and updating the inventory records for that location. In simple terms, the Mobile makes it possible to uniquely identify and quantify inventory at the vehicle level and manage those inventory items. 5

6 Increased Perception of Value Another key benefit of Infinity s Mobile centers around the relationships built with clients and how the mobile veterinarian is perceived in the field. Without a mobile solution, the veterinarian is saddled with a need for written records, charges entered from the home office days, or even weeks, later, and few options for providing clients with much needed information. With the Mobile and the full power of Infinity in their hand, the mobile veterinarian will be equipped to generate an accurate and readable invoice at the time of visit. Any questions on charges can be answered on the spot and the client will not need to call the practice and wait for an answer on what was done or why a charge was what it was. Again, this can all happen during the visit, when everything is fresh in the mind of the veterinarian and the client. This timeliness will trickle down through the entire billing process. Monthly billing statements will generate fewer questions as the client will have the detailed invoices already and will have less reason to question the completed statement. On a similar note, estimates for future work can be generated and printed, eliminating much of the waiting a client traditionally expects in this environment. Future appointments can be created right on the spot and neither the veterinarian nor the client needs to call the home office to setup additional visits. Educational materials can be printed out and given to the client on the spot with no need to search through piles of pre-printed materials or mail them out to the client after the visit has been completed. For these, and most other items printed in the field, ImproMed recommends the use of the Infinity Pocket Jet Printer. The Infinity Pocket Jet Printer is the perfect companion for Infinity Mobile because it is lightweight and compact enough to take almost anywhere and it takes advantage of thermal printing technology. This eliminates the need for any ink or toner cartridges and allows the printer to stand up to most weather conditions. All of these items, combined with the ease of access to the information, come together to present an image of the mobile veterinarian as an informed and quality provider of care. A client cannot help but be impressed with the tools used to deliver the necessary information in a timely manner. Implementation Implementation of the Infinity Mobile is simply an extension of Infinity Practice Management Software and ImproMed sales, training and support staff will be with you through the entire process. Implementing a technical solution like the Mobile does require some conscious planning beforehand. Questions like What type of device (TabletPC or laptop) do I want to use in the field? and How am I going to keep the practice and the mobile unit in sync? need to be asked. In this section we will discuss how a practice goes about adding the Mobile to meet their practice management needs. Included in this discussion will be a look at equipment recommendations, education, licensing, and the options available for synchronizing the mobile unit with the main practice. 6

7 Hardware Recommendations What follows is a listing of the hardware ImproMed recommends for use with Infinity s Mobile. Please note that these are recommendations geared towards providing optimal performance for the Mobile. Older laptops and TabletPCs may provide a satisfactory mobile experience for you. One area where you will notice a slight difference between recommended hardware for Mobile vs. recommended hardware for Infinity is in the memory requirements. The Mobile does have some extra needs that can easily be addressed through an increase in RAM. Tablet PC / Laptop / Notebook Processor: Intel Core i5 2.5 GHz or higher Memory: 4-8 GB RAM Drives: 250 GB Hard Drive Tablet PC Display: 12.1 Screen Laptop Display 15.4 TFT XGA Display Wide Screen Adapters: Built-in Video and Gigabit Network Cards Wireless N Adapter Input Devices: Keyboard & Mouse (Built-in) Operating System: Windows XP, 7, 8 Professional, Windows Vista Business (all with the latest service pack installed) Docking Station: Docking Station, USB Keyboard & Mouse Docking Station may be optional depending on the brand of TabletPC. ImproMed recommends these components as a minimum specification. Adding additional memory can prepare the business for future releases. Any questions on these hardware recommendations can be directed to sales@impromed.com or you can call and a member of our sales force will be more than happy to help you with any questions you may have. 7

8 Education and Network Configuration Learning how to take advantage of the power of Infinity s Mobile is no different than learning the Infinity Practice Management Software. As stated earlier, the Mobile makes it possible to take nearly the full power of the Infinity Practice Management Software anywhere the mobile veterinarian goes. The mobile unit is really an extension of your practice s computer system and has some unique setup needs and network functions. For practices implementing the Mobile in conjunction with a migration to Infinity, your entire educational and computer network needs will be taken care of during the initial installation. For those businesses that are already running the Infinity program and are looking to add Mobile, there are two different approaches that can be taken to get Mobile set up and running. The first of these would be an over-the-phone implementation where an ImproMed technician would work with the practice utilizing remote control tools and coordinated actions over the telephone. The second scenario centers around an ImproMed educator coming on site and taking care of the set up and training live. Each of these implementation plans has their pluses and minuses. Over-the-phone/internet installation s biggest plus is a significant reduction in cost to the practice, as there are no specific educator or travel related expenses. The only fees associated to an over-the-phone installation are the hourly rate for the installation. Over-the-phone installations do have a couple of key downsides. The first centers on timeliness and the hours of operations of ImproMed s Support department. ImproMed s support hours of operation are 7AM to 8PM Monday through Friday and Saturday 8AM to 12PM. All times listed are Central Time. The second potential problem faced with an over-the-phone/internet installation is the ability to quickly assess and correct any alterations from a typical installation of the mobile unit with the supporting computer network components that facilitate the performance of Infinity s Mobile. The second option for implementing the Mobile centers around an ImproMed Educator coming on-site to install the mobile unit, supporting computer and network components, and being available to educate the staff on the use of the mobile edition. The pros to this method are obvious. Hands on setup, instruction, and attention provide immediate response to any adversity and all questions can be handled on the spot. The only down-side to on-site installation is an increase in the expense of the implementation. Again, for those clinics that are new to Infinity, the configuration of the mobile unit and education is part of the initial Infinity rollout. These implementation options apply only to those clinics that are running Infinity and adding the Mobile to an existing installation. Regardless of the implementation model that is employed at your practice, ImproMed s Technical Support and Continuing Education departments are available to assist you in getting the most out of the Mobile. Contact ImproMed Technical Support with any questions or problems and they will be happy to assist. To learn more about the use and function of the Mobile, visit and view the Webinar schedule for on-line learning opportunities on the Mobile and many other Infinity topics. In the event the live webinars do not fit into your busy schedule, feel free to download recordings of earlier webinars to learn more about the uses of the Mobile. 8

9 Synchronization Options As discussed earlier, the mobile unit is an extension of the main practice s computer system and needs to be synchronized on a regular basis to keep both the main system and the mobile unit current. With this in mind, there are two distinct methods for synchronizing the mobile unit to the main practice. The first centers around taking the mobile unit back to the main practice and the second allows for a remote synchronization from the veterinarian s home. To synchronize from within the main practice only involves the mobile unit being hooked up to the home network and logged in. In this scenario, the mobile unit functions just like any other workstation in the practice. The mobile user will begin the synchronization and all the information will be updated in both the main practice database as well as the mobile database. The second option, to synchronize from a remote location, requires the addition of a Virtual Private Network (VPN) connection in order to synchronize. In simple terms, a VPN is a secure tunnel into the network in the main practice. This tunnel uses the internet to act as the network cable that connects the mobile unit to the main hospital and allows for the synchronization to occur. It is recommended that mobile users looking to take advantage of the remote location synchronization have broadband internet access at both the home and office locations and have the ability to hard wire the mobile unit into the home network. These recommendations are the results of in-depth and exhaustive testing performed on the mobile synchronization over a VPN. Performance over a VPN in a wireless environment is not satisfactory for remote synchronization. ImproMed support and education staff are available to help with the setup and configuration of VPN connections from the home of the mobile veterinarian to the main practice if needed. Cost Pricing for Infinity s Mobile consists of three components: The Mobile, licensing, and supporting program features. The Mobile is an add-on feature to the base ImproMed Infinity Practice Management Software and requires your business to be running the Infinity programs in order to take advantage of the powerful Mobile. The Mobile itself is moderately priced at $795. Purchase of the Mobile provides all of the underlying technology to allow an unlimited number of mobile units to synchronize with the main hospital. In addition to the Mobile, it is strongly recommended that the On-Screen Travel Sheets Module is purchased by the practice. For a modest $250.00, On-Screen Travel Sheets make it possible to create customized check-off sheets to greatly speed up the entering of charges on the mobile units or any other computer in the practice. Each mobile unit also will require a license (mcal). The mcal s are priced at $225 each and are needed to uniquely identify each mobile unit. The mcals also allow for a mobile unit to be used as an additional workstation in the main facility when they are not being used in their mobile capacity. It is possible there are other costs that may be incurred when adding to an existing Microsoft Windows network. Please contact your ImproMed Sales Representative for a complete analysis of your needs. ImproMed sales can be reached by at sales@impromed.com or by calling

10 Summary Infinity s Mobile provides a comprehensive solution to the veterinarian that works out of the normal practice setting. By taking nearly the complete Infinity program in the field, the mobile practitioner will never be without the critical information a computerized practice management system is meant to keep. Likewise, the mobile veterinarian will be able to quickly and easily generate invoices, estimates, and future appointments without having to rely on external sources to record and enter that information. Client education and aftercare instructions can also be distributed in the field. The ability to quickly provide information on a medication, procedure, or ailment is bound to improve the perception of care provided. Infinity s Mobile makes all of this, and more, a reality. Additionally, Infinity s Mobile eliminates the need for a mobile veterinarian to have to return to the office on a daily basis. Remote synchronization options add a large amount of flexibility to the mobile veterinarian s life and make it possible to keep their appointment book, fee schedules, and all of the other items current and with them as they travel over the road. Infinity s Mobile takes the power of Infinity with you, wherever you go. 10