April 2008

 

Software as a Service

SaaS Model - High-Tech vs. Low-Tech

By David J. Stott

 

Introduction

 

Clinics and Hospitals across the country are increasingly coming under pressure to go to electronic medical records. There are many options out there and the solution right for one clinic may not be right for another. However, integration between systems and a seamless flow of information is paramount. The transcription industry is still trying to provide low-tech solutions to high-tech problems. A model for success during this transition is the Software as a Service model. It can provide High-Tech solutions and integration service models to ensure the success of the institution and there transition to Electronic Health Records.

 

High-Tech verses Low-Tech

 

Whether you are a large hospital system or a single provider practice, in-house transcription positions verses out-sourced transcription services are always a consideration. The larger the practice, the more it makes sense to outsource. Every square foot of office space should be used for generating revenue. Transcription is the first spot where a clinic can recoup an instant ROI (return on investment) by switching to outsourced transcription services. (See Transcription Do's and Don'ts: The Outsource Q&A)

 

Low-Tech

Many out-source MTSO's (medical transcription service organizations) use the Internet to speed up the return of documents. Many of these use HIPAA compliant SSL 128 bit encryption to return the clinics dictation. Some use ASP sites that are little more than glorified FTP sites. Most use Secure FTP sites and a small majority of small or independent MT's use mail or E-mail. Both are a very risky prospect! These MTSO's like to advertise themselves as pioneers in the world of outsource transcription. Many can be a front for Indian or Philippine companies. While this provides a very low cost option, the consideration of a fines and imprisonment per infraction, suddenly the savings are quickly negated by unsafe PHI (Patient Health Information) handling practices.

 

Navigating this level of out-source service is very difficult and daunting to say the least. How does a clinic see a ROI by out sourcing but avoid the trap of low cost transcription services or overseas services. There are better choices with a high-tech solution.

 

High-Tech

How does a clinic or hospital determine if they have a high-tech solution? Here are some questions every institution should ask:

• Are you web or PC based?
• Do you provide a user interface that allows the clinic to:
1. Search by Patient demographics.
2. Search by audio file or job number.
3. Search by Provider.
4. Search by Provider and Department.
5. Fax on Demand.
6. Batch Print.
7. Auto Upload Audio Files.
8. Auto Print to various printers by Document type or Provider.
9. Provide a HIPAA Compliant Audit trail.
10.  Provider HIPAA Compliant electronic signature.

 

• HL7 compatible - this is extremely important for future integration into systems.
• Are you employees and contractors U.S. based?
• Do you sub-contract to contractors outside the U.S.?
• Who owns the records in the event of contract termination?
• Are you able to integrate to our existing and future applications?
• What are your licensing fees and per user fees?
• Do you charge for application modules or an all included business model? What are the fees for each?

 

Simply put, today's clinics have many options for in-house or out-sourced transcriptions solutions. High-tech companies have the edge in there ability to offer solutions tailored to the institutions needs and various requirements. The ability to integrate many systems into a functional process is something that not all companies have experience in. A low line price is usually indicative to low-tech and offshore MTSO's. The best way to categorize these services is "buyer beware".

 

Integration

 

"Integrate or perish!" is a motto I have stated before. Integration is paramount in today's Electronic Medical Record environment. New systems and requirements present themselves on the horizon everyday. Without experience in HL7 and systems integration, many MTSO's and Institutions will find themselves behind the times and collection of revenue will plummet. One of today's best uses of technology to bridge these gaps is the Software as a Service model. This allows MTSO's and medical software integrators to use the SaaS model with excellent results. Changes and customization is easily and quickly accomplished without costly upgrades and hardware upgrades. SaaS model allows the service provider to evaluate the needs of the institution or MTSO and tailor their software to the needs. No more "canned" or "off the shelf" software making the user change their business model. Instead, the software accommodates the business model of the client.

 

Bottom Line

 

Today's electronic health record environment is rapidly growing. Less than 30 percent of medical institutions have a form of EMR and less that 5 percent of MTSO's have a true high-tech solution for them. Institutions are turning to the Electronic Medical Record software providers thinking this will solve all their problems. They quickly realize they still need to type the reports. You need to select a MTSO that is HL7 compatible, experienced in integration and utilizes SaaS to best serve you needs. Companies like MediGrafix continue to blaze the trail integrating systems and providing transcription solutions.