Riding the Technology Wave

When talking about software, the conversation usually turns to what is on the horizon. As today’s computer users, we have become feature-seekers who expect the applications we use to do wonderful things, because if we can dream it, it can happen.

In health care, medical-management software has evolved from simple billing programs to complex data-management applications for a variety of operating platforms, such as Windows, and devices, such as PDAs (personal digital assistants). Barriers to the flow of electronic information between trading partners are coming down, and new uses for information and methods of distribution are being explored.

So what’s next for in health care information management technology? It may include making better use of something you’re already familiar with: the Internet.

Playing Catch-Up

The health care industry is notorious for lagging behind other industries in the adoption of technology. Patient privacy concerns, tight operating budgets and a general lack of interest or support from various levels of management delay technology deployment in health care organizations. However, the situation is changing. The Health Insurance Portability and Accountability Act (HIPAA) has forced many health care providers to initiate technology-related spending that they had put off.

In addition, the features and functionality of today’s business-management software are expanding into areas — such as electronic medical records for physician offices and operations management for home medical equipment companies — that previously saw little benefit from technology spending. As the benefits permeate into new departments, interest in the new technology grows, and the rate of adoption is increasing.

Anytime, Anywhere

With more people using computers for business-management tasks than they did 10 years ago, many say the move to online applications will be greater than the shift from DOS-based to Windows-based programs. Online business-management applications for HME providers are part of this expansion.

The concept of online medical management is simple enough: anytime, anywhere. From a centralized location, providers can share and use data concurrently from a number of remote sites. These applications require only the use of a Web browser and online connectivity to operate. “Online” is the operative word, since providers can use both the Internet and corporate intranets to access information. The functionality is the same as having management software installed on every computer in the business, with data that is immediately and seamlessly accessible to all others within the organization.

Info 24/7

Combining the benefits of today’s information management software with the online world has a number of advantages, the most obvious of which is the ability to share data 24/7 from any location.

Businesses with multiple sites or warehouses can share sales, inventory and accounts receivable data securely — and in real-time. Staff members working outside the office can gain access to, and update, data, without having to travel back to a central site. Sharing information with trading partners is more effective and efficient.

Because an online system requires only a Web browser to manage an organization’s information, any authorized person, regardless of the type of computer or operating system he or she uses, can access and deploy these applications. The system displays data in Web pages that are readable by a browser.

In addition, users can share data with other software packages and, with system security, prevent unauthorized access to critical information, just as is the case with computer-based software.

Finally, online medical-management systems are cost-effective to maintain and require minimal training to operate. By centralizing its data, an organization can manage its operations more accurately and efficiently. For example, providers can more easily deploy new software updates, and system back-ups and trouble-shooting can occur in one place. And, because the applications are browser-based, they use functions that are familiar to even occasional Internet users or Web “surfers.”

Two Paths to the Same End

HME providers can implement online medical-management systems in two ways: as an “in-house” system or by accessing them in an application service provider (ASP) environment.

An in-house system requires that a provider create and maintain its own information technology infrastructure, including a server and reliable access to the server. Many available online medical-management solutions are extensions of a core Windows- or Unix-based application, to which online functionality is added as a new feature or module. Most of these applications can be installed on a company’s exisiting computers and managed internally, with help from the supplier when it comes to software maintenance.

In an ASP environment, a provider shares space with other companies on the ASP vendor’s network, which means the software runs on the vendor’s servers. This minimizes the up-front investment required for a dependable solution complete with the comfort of automatic system back-ups and redundancy.

Addressing the Key Issues

Having watched the mistakes made during the days of the Internet boom, developers of online medical management systems know what the key issues are and how to address them effectively.

For instance, maintaining data accessibility and system security is the highest priority for HME providers. After all, their businesses depend on satisfying customers and remaining compliant with state and federal laws. Therefore, online medical-management systems are usually supported by redundancies in network servers, continuous data back-ups, data encryption and firewalls.

What about the security aspects of HIPAA? Data encryption, restricting user access to data and tracking activity are important issues. Luckily, medical software developers have already been addressing the HIPAA standards in their office-based systems.

The only real differences between an installed software package and an online application are where the data are stored and where a user is located. Beyond that, both systems are virtually identical, which means that claims will still be processed in ANSI format, and security features will be able to restrict access to and track usage of patient information.

Online medical management systems represent the next stage in the rapid evolution of medical software and could signify a fundamental paradigm shift in how home care providers manage medical information.

Jim Clark is vice president of SoftAid, a Miami medical management systems developer. For information, contact the company by phone at 877/SOFT-AID (763-8243) or via e-mail at [email protected].