Healthcare IT: Medical Office Technology for Small Practices

Summary: Increasingly, small practices are using the services of healthcare IT professionals to ensure that all their connected medical office tech is locked down and protected from cyberattacks. Outsourcing to healthcare IT experts is a comprehensive and cost-effective solution for small medical practices.

Healthcare Entities are “Target Rich and Cyber Poor”

Medical office technology is continuously evolving. New devices and security protocols are constantly being incorporated into the existing networks of healthcare providers. However, as medical software and devices advance, new interoperability and security challenges are presented. The U.S. Cybersecurity & Infrastructure Agency recently referred to healthcare entities as “target rich, cyber poor.” That is, “target rich,” because healthcare practices use and store some of the most detailed and private information about their patients, including names, addresses, birthdates, Social Security and driver’s license numbers, medical records and payment information – and “cyber poor” because many medical practices have insufficient cyber security in place and might be at serious risk of a data breach. This amount of private data is enough to steal identities. Without the attention of professional medical IT experts, most small practices lack the in-house expertise to correctly configure network security and sufficient data protection. Data breaches are expensive and devastating events for medical practices and can put a practice at risk of bankruptcy.

Healthcare IT Companies

Healthcare IT outsourcing services for medical offices is a comprehensive and cost-effective way for small medical practices to ensure their computer systems and networks run efficiently and securely. All medical practices must comply with HIPAA laws and protect their patients’ private data. The cost of contracting healthcare IT companies is far less than the potentially devastating time, reputational and financial consequences of falling victim to a cyberattack. In addition to providing updated cyber security functions, healthcare IT firms can help integrate new technologies into your system that can streamline many administrative and productivity functions and increase revenue and patient satisfaction by accelerating the flow of patients. Some of these functions include:

• EHRs – At a basic level, electronic health records (EHRs) help small medical practices transition from paper to digital medical records. In addition, digital patient health information (PHI) can be safely stored in the cloud. Patients can access their own records, prescriptions, lab results, medical forms, provider communications and appointments through a robust online patient portal. Patients may also access medical education information related to their health status.
• Practice Management Software – Practice management software has revolutionized administrative tasks related to medical practice operations. Most practice management software integrates seamlessly with EHRs to streamline prescriptions, appointment scheduling, patient billing and many other functions. It also offers the option for patient-initiated tasks such as online appointment scheduling and appointment reminders. Practice management software frees up significant office staff time and enhances patient satisfaction.
• Remote Monitoring – Remote monitoring devices are wearable remote monitoring tools that can collect and transmit real-time patient data to clinicians and automatically add it to the patient EHR database. Remote monitoring is a life-saving innovation for cardiac and diabetes patients.
• Televisits – Secure telemedicine solutions allow medical practices the option of conducting HIPAA-compliant virtual office visits. Virtual medical visits became essential during the pandemic and remain an efficient option for practices and patients. These are not Zoom-type conferencing calls but a highly secure connection to ensure patient privacy. Therefore, like most other medical office tech, it is not a DIY project. The role of healthcare IT consulting services in enhancing operational efficiency is significant for ensuring all necessary cyber security protections are in place. Healthcare IT companies have the experience and expertise to ensure compliance for small medical practices.
• Data Analytics – Data analytics related to medical practice administrative functions can help track patient trends, uncover administrative areas needing improvement and give insights into revenue performance. These analytic functions are built in to many practice software products.
• Robust Cybersecurity – Beyond the legal requirements for maintaining patient data privacy, the threat of cyberattacks, especially ransomware attacks, can have potentially devastating consequences. If a ransomware attack freezes medical records and devices, patient care and operational efficiency will suffer. In a worst-case scenario, lack of access could lead to patient death. Other consequences include loss of patient trust, lost revenue, legal fees and lawsuit settlements. A serious breach could bankrupt a small practice. Once healthcare IT experts lock down your system and all its endpoints, risk assessments should be performed at least twice yearly to catch any changes to your practice’s threat level. Also, your medical IT professionals should train your staff on security awareness and best practices. This helps support the practice’s cyber security plan and keeps everyone on the same page (including doctors and practice owners). Ongoing training must be performed as new medical office technology is added to your network and new cyber security threats arise. Healthcare IT experts can also be available for support calls with your staff.
• Enhanced Collaboration – Secure communication among medical professionals is paramount. Protecting patient privacy includes conversations about their medical conditions between authorized healthcare parties. Healthcare IT experts can secure all healthcare communication methods, including email, video conferencing, virtual meetings, phone calls, etc. Professional medical IT firms can monitor the communication platforms to keep them secure.
• Medical Decision Support Technology – Cutting-edge medical support software is available to help support up-to-the-minute, evidenced-based medical decisions. This advanced medical office technology product can automatically suggest treatment options, alert doctors and nurses to potential drug contraindications and supply additional medical diagnostic tools.

Keeping Up With Medical IT

Medical professionals should not be expected to keep abreast of healthcare IT solutions and trends for small practices. Their focus must be on treating patients. However, healthcare IT firms stay on top of new advances in medical office tech, new IT solutions and medical IT trends. A reputable healthcare IT company will remain armed with the latest cyber security tools to ensure compliance, new administrative and diagnostic tools and awareness of emerging threats to patient privacy.

Healthcare IT Firms

There are many benefits to outsourcing your medical office technology. One of the best features of outsourcing your practice’s healthcare IT is that healthcare IT experts can customize the services to your practice’s needs, such as setting up secure remote work connections. Also, outsourced medical office tech is entirely scalable to match your practice’s growth. Fees are typically based on the number of computer “seats” in the practice.

Great healthcare IT is much more than computer repair. It requires an arsenal of tools and protocols as well as proactive attention to your network health and cyber security. The maintenance and monitoring must be consistent to ensure compliance. Some essential benefits of outsourced medical IT include:

• 24/7/365 Remote Support – To keep your medical practice running smoothly, IT support must always be available to answer questions, diagnose problems and act quickly to resolve any issues remotely using secure software.
• On-Site IT Support – When medical office technology issues cannot be fixed remotely, experienced healthcare IT experts are mobilized to diagnose and repair issues on-site. They have the knowledge and tools to test and resolve hardware, software and network issues.
• Proactive IT Maintenance – Few things are as unsettling as discovering that your computer systems are down or your network has been breached by a cyberattack. Outsourced healthcare IT experts can proactively monitor your medical office tech, set up automatic alerts and ideally resolve the issue before your practice is aware of the problem. Medical IT services and practice support are not a DIY or part-time endeavor. Your medical practice is important to patients, employees and owners and they will all suffer if patient records are inaccessible. Proactive maintenance reduces network downtime events. Healthcare IT companies can keep your system running smoothly and securely.
• Practice Management and Electronic Health Records – Some practices make the mistake of hiring someone for in-house IT and omit medical IT experience as a job qualification. With no experience in HIPAA compliance and patient data privacy requirements, a general IT employee is unlikely to fully understand your needs and could inadvertently leave the practice open to regulatory fines, sanctions and additional scrutiny by regulators. Patient electronic health records, patient portals and practice management services must be supported by an IT team that understands in-depth network security and has experience with medical IT.
• The Specificity of Medical Office Technology – A great baker can bake beautiful and creative cakes but might not know anything about overhauling the transmission on the bakery delivery van. And they should not be expected to. Nor should trained medical personnel be expected to divert their attention from treating patients to diagnosing and resolving medical IT issues. They do not have the training or time to take the lead on practice IT.
• Medical Cyber Security – Cybercriminals love to attack medical practices because they are “one-stop-shopping” for them. If they breach a system, they can steal a plethora of private patient data and employee data to sell repeatedly on the dark web to other criminals or use for identity theft. If cybercriminals cannot access your data files, they can still wreak havoc with your connected medical and smart devices or inject spyware into the system. Practices attacked by ransomware can be faced with the inability to treat patients and fines and lawsuits for non-compliance. Hackers now going directly to patients and demand a ransom to not release their private medical information publicly. They may also go through your network to access connected networks for cyberattacks.
• Hardware and Software Purchase and Installation – Computer and medical hardware are not “one size fits all.” Healthcare IT firms can help you select the right components for your practice and ensure they are compatible, correctly installed, running smoothly and secured. Selecting the best software for your practice is vital, and medical IT professionals can help you make informed decisions on your software purchases and see products through to installation and employee access.
• Data Backup – Medical IT services and practice support have many moving parts. The secure backup of EHRs and other practice data (financial, employment ad tax records) is critical to compliance and surviving a cyberattack. Your outsourced medical IT experts can help you create the best secure backup plan for your practice’s unique data. In the event of a cyberattack, the most crucial factor that can get your practice up and running is clean, secure backups performed on a regular basis. Reloading data that still contains malware is a common mistake made by technicians that lack cyber security qualifications.
• Remote Patient Monitoring – Many new devices have been created to allow 24/7 monitoring of serious medical conditions, and they all require maintenance and technical oversight. For example, cardiologists can remotely get real-time reporting telemetry about a patient’s heart, with built-in alerts to both the patient and the cardiologist. More miraculously, if a patient’s heart stops, the device can initiate defibrillation on the spot to restart it. During that process, alerts go to the medical office and ambulances may be ordered to the scene of the patient who suffered the cardiac event. However, remote monitoring software and physical devices requires maintenance, adjustments, updates and cyber security. Health IT firms can ensure that remote medical devices run smoothly and connect safely to your network.
• Network Design and Security – A secure network is vital to medical practice cyber security and regulatory compliance. Hackers are constantly finding new ways to breach medical networks. Therefore, your network and all its connected devices must be locked down by medical IT professionals. Constant monitoring, maintenance and vulnerability assessments are required. Whenever practical, small medical practices should enlist the help of healthcare IT professionals to help design and maintain a secure network to serve your practice’s needs. Proper configuration and security patching is essential for continued network security.
• Ongoing Staff Security Awareness Training – Humans are both the greatest risk to network security and best defense against cyberattacks. Every doctor, nurse, assistant and administrative staff with access to your medical network and private patient data must be trained in best practices and security protocols. A cyberattack can disrupt your practice for weeks or months and devastate practice finances. Updated training and phishing simulations at regular intervals are vital to keeping everyone on the same cyber security page. With healthcare IT experts leading the training process for existing and new employees, you can feel confident that your staff will be a strong frontline cyber defense. IT security in healthcare requires relentless attention to cyber security by all users who have access to your computer system.
• Assistive Medical Technology – Worldwide, it is estimated that 2.5 billion people use some assistive technology. The term assistive medical technology refers to a wide variety of devices: everything from electric wheelchairs to pacemakers. All these devices may be connected to the practice network and require interoperability ad security. Here are some examples of assistive medical IT:
  • Screen Readers – Screen readers assist users who have vision problems. Important personal medical information can be read aloud using text-to-speech to assist the patient. In addition, screen magnifying is an enhancement for sight-impaired patients.
  • Customizable Content Tools – Patient users may adjust text size, spacing and colors to accommodate patient needs and preferences.
  • Voice-Assistance and Recognition – Voice-assisted devices can open many new paths to independence for patients with physical restrictions. Many smart devices today can be controlled entirely by voice commands. Someday, all devices might be controlled by vocal commands. Speech recognition is a developing trend for medical office software, such as practice management and electronic health record platforms.
  • Smart Prosthetics – Amputations and loss of limbs are now supported by new, electronic, connected artificial limbs that allow seamless mobility for many amputees.

The U.S. Chamber of Commerce reported that small practices continue to gain improved interoperability and API (Application Programming Interface) standardization, which supports better communication between medical professionals, patients, and doctors. The more standardization, the more medical consultation and assistance can be shared worldwide. Many surgeries are now performed with surgeons from different countries participating and contributing their knowledge and expertise. Medical IT experts can help your practice integrate new technologies securely.

The Growing Value of Medical IT Outsourcing

Medical office tech has emerged as an essential component for efficient and effective medical practice management in the rapidly evolving healthcare landscape. Healthcare IT solutions and trends for small practices must stay in step with each other. For small medical practices, adopting advanced medical office technology is not merely a matter of staying current; it is a strategic imperative that enhances patient care, streamlines operations, and ensures long-term sustainability, providing:

• Operational Efficiency – One of the most significant advantages of medical office technology is the improvement in operational efficiency. Small practices often operate with limited staff and resources, making it crucial to maximize productivity. Technologies such as EHRs, practice management software, and automated scheduling systems enable small practices to streamline their workflows and compete with other practices. For example, EHRs provides quick access to patient records from any location, reducing the time spent on manual documentation and retrieval. This also minimizes errors associated with paper-based systems. Automated scheduling systems help manage appointments efficiently, reducing no-shows and optimizing the use of all your practice’s available slots. Integrated practice management software consolidates billing, patient records, and scheduling into a single platform, reducing administrative burdens and freeing staff to focus on patient care.
• Increased Patient Satisfaction – Patient satisfaction plays a critical role in the success of any medical practice. Small practices can leverage technology to improve the overall patient experience. Tools such as patient portals, telehealth platforms, and automated reminders foster better communication and engagement and nurture patient loyalty. Patient portals provide individuals with direct access to their medical records, lab test results, and appointment schedules, empowering them to take an active role in their healthcare. Telehealth platforms for virtual visits, which gained prominence during the COVID-19 pandemic, enable small practices to offer online consultations, providing convenience for patients who may have difficulty traveling to the office. Automated reminders for appointments, medications, and follow-ups help patients stay on track with their care plans, improving adherence to treatment plans and outcomes. By adopting these kinds of technologies, small practices can enhance patient satisfaction and attract new clients, as individuals increasingly prefer providers who offer modern and accessible healthcare solutions. The role of healthcare IT consulting services in enhancing operational efficiency is clear.
• Medical Practice Financial Management – Financial sustainability is a critical concern for small medical practices, and technology offers powerful tools to manage their finances effectively. Billing software, revenue cycle management systems, and specialized analytics tools help streamline financial operations, reduce errors, and improve revenue collection. Medical billing software automates and streamlines the claims submission process, reducing the likelihood of mistakes that can lead to denials or payment delays.
  • Revenue Cycle Management (RCM) Systems – RCM software provides insights into your practice’s financial health, helping to identify inefficiencies and vulnerabilities and implement corrective measures. Additionally, analytics tools enable small practices to track key performance indicators (KPIs), such as patient volume, revenue per visit, and collection rates, allowing for data-driven decision-making. The integration of these technologies not only improves cash flow but also ensures that small practices can maintain their financial viability in an increasingly competitive healthcare market.
• Regulatory Compliance Tools – Navigating the complex landscape of healthcare regulations is a daunting task for small medical practices. Medical office technology can play a pivotal role in ensuring compliance with federal and state laws regarding the protection of patient privacy. EHR systems equipped with built-in compliance features help practices adhere to documentation requirements, maintain accurate records, and meet reporting standards. Cybersecurity tools safeguard sensitive patient information, reducing the risk of data breaches and potential legal consequences. Additionally, automated reporting systems enable small practices to submit quality metrics and other required data seamlessly, avoiding penalties and qualifying for incentive payments. By leveraging these technologies, small practices can navigate regulatory requirements more efficiently, reducing stress and allowing providers to focus on delivering high-quality care.

The Future of Medical Office Technology for Small Practices

The future holds even more significant potential for medical office technology, with innovations such as artificial intelligence (AI), machine learning, and advanced analytics poised to transform small practices. AI-powered tools can assist in diagnostic decision-making, identify patient risks, and automate routine administrative tasks. Predictive analytics can help practices anticipate patient needs and optimize resource allocation, while wearable devices and remote monitoring systems enable continuous care beyond the office 24/7/365.

By embracing these advancements, small practices can position themselves at the forefront of healthcare innovation, ensuring they remain competitive and capable of meeting evolving patient expectations.

Conclusion

Medical office technology for small practices is a game-changer, offering a wide array of benefits that extend beyond operational efficiency to encompass patient satisfaction, financial management, and regulatory compliance. However, medical staff are not trained to install, monitor, or maintain medical IT. The sooner you hire healthcare IT experts, the sooner you can stop worrying about your operational efficiency and compliance and concentrate on your patients. With outsourced medical IT support your small medical practice will continue to thrive and grow.