Health Care Providers and Managed IT Services: Why are They Inseparable?
In healthcare, there is absolutely no escape from the mandatory utilization of technology. From the simple task of setting an appointment to billing and procedure codes, everything requires an intensive use of protocols that can be implemented only through the use of technology. HHS mandates these processes across the board, from a doctor who is operating solo to the largest hospitals. All HIPAA covered entities must adhere to rules and standards set forth in ANSI 5010 starting Jan. 2012 and ICD-10 starting Oct. 2015. Needless to say, all providers need help using the technology that is designed to bring efficiency and accuracy to the health care system.
Let’s discuss why doctor’s offices and clinics need managed IT services.
You’re a Medical Professional: As a doctor you don’t have the knowledge to repair your own networks in case there is a failure. Your support staff is trained to make appointments and take blood pressure, draw blood along with several other medical-related responsibilities. They don’t fix computers for a living.
The prohibitive cost of an in-house IT team: Hiring an IT staff even as part-time employees can be very costly, and even full-time staff may not provide all your support needs. System failures can be very unpredictable and technology can be a 24/7 concern. IT support based solely on your own payroll is not typically a practical choice for doctors or clinics.
Data security: This is a very serious issue in health care. Medical records of patients must be protected according to HIPAA requirements. Laws governing health care provides stiff penalties and fines in the case of a breach in patient’s private information. You need to make sure that your networks are impenetrable. There are even requirements now to prove that you’ve had a qualified professional attempt to hack your systems on a routine basis. Managed Service Providers (MSPs) specialize in technologies that will safeguard your data. There are also software maintenance and upgrade issues to be addressed. Outdated software and hardware can expose your systems to hackers. An in-house IT team may be too busy to keep up with the changes, thus making your data vulnerable.
Monitoring: The best way to avoid critical breakdowns and security breaches is 24/7 monitoring. This is the surefire way to avoid and control security breaches, viruses and hacker attacks, but it isn’t something a small firm can do on its own. It requires the presence of 24/7 labor plus investment in exceptionally sophisticated software and hardware. This sort of investment is not practical for smaller firms.
Government regulations: Now there are new government regulations in place that all health care providers must comply with. The purpose is to speed up the billing process and promote more accurate diagnostic records, all while protecting patient privacy.
ICD-10 and ANSI 5010: The World Health Organization has updated the international system of coding diseases. It is called ICD-10, with implementation mandated by Oct. 1st 2015. Implementation of ICD-10 requires the use of the new billing system called ANSI 5010, which was to take effect on Jan. 1st 2012. These regulations are designed to improve the information flow between systems so the providers will get paid faster and the patient’s conditions will be diagnosed more precisely.
Electronic Health Records (EHR): The government now mandates that all the patient’s health records be maintained electronically. Also, this mandate provides for the patient’s right to know who has accessed their medical records and when. The patient portals that are gaining popularity will be another task to manage.
So what does all this mean for health care providers in terms of managing their networks? More data volumes, more software packages, and more privacy headaches.
At the end of the day, you have to decide what your priorities are as a health care provider. It should be to provide the best care to your patients without having to worry about your infrastructure. As a MSP, we can ensure your focus remains on healthcare.
Managed Service Providers – or MSPs – are often recommended as a cost effective IT solution for small businesses. For a minimal monthly fee, MSPs provide a reasonably priced solution to the complex technology pains of small businesses. Here’s a look at the various benefits an MSP can offer your business…
Freed-Up Resources and a Renewed Emphasis on Core Business – Both business owners and internal IT staff would much rather focus on revenue enhancing tasks like product development or the creation of cutting-edge applications/services. This is one reason routine monitoring and maintenance tasks are often neglected by an internal IT person or team, which always proves to be detrimental much later.
Often misportrayed as a “threat” to an internal IT person or staff, MSPs can instead relieve internal staff of mundane network operations maintenance, repetitious monitoring of server and storage infrastructure, and day-to-day operations and help desk duties.
A True Partner Sharing Risks And Responsibilities -The goal of an MSP is to deliver on contracted services, measure, report, analyze and optimize IT service operations, and truly become an irreplaceable catalyst for business growth. Managed Service Providers not only assume leadership roles, they enable risk reduction, enhance efficiency and change the culture by introducing internal IT operations to new technologies and processes.
Access to Expertise, Best Practices and World-Class Tools and Technologies – MSPs have experience with a variety of businesses and organizations. Managed Service Providers can keep your business relevant and on track with continually evolving technology, support, and productivity demands. Let’s face it, no small or medium sized business can afford to fall behind with technology trends in today’s business world.
The Benefit of a Full-Time Fully Staffed IT Department at a Fraction of the Cost – Most small business owners live and die by proactive management. They just haven’t had the budget, resources or access to on-demand expertise to be proactive with information technology management. A Managed Service Provider gives business owners and overwhelmed internal IT staff affordable computer and server support, remote monitoring of critical network components like servers and firewalls, data backup and disaster recovery, network security, custom software solutions, and technology evaluation and planning.
Managed Service Providers can decrease the overall IT support costs by as much as 30% to 50%. Rather than being stressed about technology, business owners can instead get back to focusing on growing their business. All while enjoying the benefits of highly-trained IT experts boosting their network’s reliability and performance.
Think Quicker Recovery Time, Not Quicker Backup - While incremental backups are much faster than executing a full-backup, they also prolong recovery time. In the event of data loss, a full restore will require loading the most recent full backup and then each incremental backup tape. Having too many incremental backup tapes not only adds time to this restoration process, but it also increases the probability of not recovering all of your data. A tape could be lost, unintentionally skipped over, or contain corrupted data. Be sure to focus on optimizing the restore time to ensure faster data recovery. A quicker recovery time should be the main objective, not the need for a quicker backup process.
Maintain Sufficient Backup History - Within the blink of an eye, current data files can become corrupted and inaccessible. This will necessitate the loading of an earlier data backup that is clean of corruption. Many smaller companies make the mistake of failing to keep a sufficient backup history.
Be Sure to Backup Essential Data AND Applications - Some businesses don’t feel the need to backup all data, but be sure essential databases, documents and records are backed up frequently. Don’t overlook applications that are critical to day-to-day business operations either. Many companies fail to backup applications, only to realize when it’s too late that they don’t have access to the original installation disks when they’re trying to recover from data loss or an outage.
Have Off-Site or Online Backup - Some businesses backup data simply by moving essential files to tapes or external hard drives that are then stored somewhere onsite. But if they’re kept onsite, what happens if a fire, flood or other natural disaster takes out not just your server but your backup tapes and drives? Onsite backups can also be susceptible to theft. Having secure off-site, or even online backup, is simply the smart thing to do to ensure quick recovery when trouble comes to town.
Fix Broken Access Controls on Your File Server - Many businesses have folders with confidential data residing on a file server with overly permissive access controls. Why take the risk of having a disgruntled – even former – employee access and misuse this data when access can be limited to only those in the company who need it?
Be Sure to Test Restores - It happens time and time again. Business owners think they have a data backup plan in place. Tapes are changed diligently each day and everything appears to be backed up and good to go. However, it turns out the backups haven’t been working for months, sometimes even years, right at the very moment they’re needed. Either the backups had become corrupt and useless or large segments of data were not being backed up. This happens often. Don’t let it happen to you.
Your website represents your business and so building and maintaining it need to be of primary concern to you as a business owner. We often find business owners struggling with their websites saying things like: “My website looks great, but I am not able to convert” or “I invested so much into creating my website, but I don’t get many hits.” These things are very common pains faced by businesses, especially small business. If you aren’t sure where to start your site improvement project, this post will get you rolling in the right direction with seven key areas you need to pay attention to when it comes to your website.
1. Content - Make sure your site has a significant amount of content and that the content is relevant and meaningful. Having the right amount of good content adds value and appeals to your target audience. Don’t fill the site with jargon and keywords just for the sake of it, lack of relevant content won’t help you improve your conversion rate.
2. Testimonials - Nothing has more impact on your prospects than them hearing about your product/service from their peers. So make sure your site showcases testimonials from your satisfied customers.
3. Social Media Icons - Social Media, when done correctly, it is a great medium to enhance your brand presence online. Get on popular social media networks and invite your website visitors to join you there – that way they will hear more about you from your fans at the social network.
4. Contact Information - Tell your web visitors how to get in touch with you. They shouldn’t have to search the entire site before knowing how to contact you. Provide your contact information/contact form very clearly for them to use.
5. Tracking - Incorporate a web-site tracker that helps you track the leads that come in from your website. You can use services such as Google Analytics that are free and provide you basic details such as number of hits, location, time spent on pages, etc.
6. Loading Time - Web visitors today have little patience and lots of choices. So, it is important that your site loads quickly, otherwise they move on to the next search result.
7. SEO - Search engine optimization is a key factor in determining the ROI of your website. Make sure your site is optimized for search engines so that it shows up when your prospects search for you.
Partnering with a managed service provider (MSP) is one new approach being used by many companies like yours. Experienced MSPs have access to newer tools that reduce costs by automating many routine in-house labor intensive processes. Break-fix is labor intensive, and labor is one of the most expensive operating costs within your IT infrastructure. The new innovative tools that can be provided by MSPs generate real productivity increases and mitigate the risk of network failure, downtime and data loss from human error.
MSPs deliver a trusted foundation for your team and your customers. Some of the services and tasks offered include:
Remote Desktop Management and Support
Predictable Management of Critical Patches and Software Updates
Fractional Resource Availability of Best-In-Class Expertise – scaled to your needs
Implementing and Testing Backup and Disaster Recovery Processes
Performance of Inventory and Audits of Computer/Network/Software
Enforcement of Network/Security Policy
Monitoring of Network/Operating System and Alerts
Updating Anti-Virus Software and Detecting Spyware
Erase any misconception that managed service providers are nothing more than “outsourced” tech help priced to displace your in-house IT technician or team. The new MSP has defined new methodologies and technology partnerships to offer valuable preventative services that proactively locate and eliminate threats before a bigger problem arises.
MSPs today put considerable effort into understanding the operational and business needs of SMBs to develop and deliver a set of specific services that align technology with the SMB’s business objectives. This is the reason you hear managed services often referred to as “partners.” A present day MSP offers quantifiable economic value, greater ROI and decreased total cost of operation by streamlining costs and eliminating unnecessary lost productivity, revenue, and avoidable on-site IT consultant fees, in addition to eliminating the need for costly hardware/software repairs or replacement.
Did you know that 50% of small business owners think their businesses are too small to be targeted by the thieves of the virtual world? Contrary to popular belief, 72% of hacker attacks often happen to smaller firms – firms with less than 100 employees! So how prepared is your SMB? Here’s a checklist to help you find out how vulnerable you are to these attacks.
1. Do you have Antivirus protection? - An antivirus software program can protect you from threats that originate from emails such as phishing and virus attacks. However, the most striking fact is that 61% of small businesses don’t install any antivirus software! If you are one of them, then it’s time to change!
2. How sturdy is your Firewall? - A good firewall system protects your computers from the variety of threats that exist in the virtual world. Examples include harmful cookies, viruses, worms and other such malicious programs used by hackers.
3. Do you use a Spam filter? - Using a simple spam filter for your emails keeps junk out of your inbox. The bonus to having a good spam filter is that your employees save time, as they are not distracted by irrelevant emails, but the major perk here is that the potential virus and phishing threats are lessened as spam emails are unlikely to be opened.
4. Do you do backup your data regularly? - Agreed – backups don’t really protect your data, but they are the only way to recover it if data loss does happen. So, be sure you have a regular and reliable backup plan in place – and it is actually being deployed.
Data loss can prove very costly—especially to SMBs, sometimes even resulting in them having to close down. Prevention is certainly better than a cure in such cases.
Research has revealed that over half of all users end up opening fraudulent emails and often even fall for them. Phishing is done with the aim of gathering personal information about you, generally related to your finances. The most common reason for the large number of people falling for fraudulent emails is that the phishing attempts are often so well-disguised that they escape the eyes of a busy email reader. Here are a few tips that help you identify whether that email really came from your bank or is another attempt at defrauding you…
1. They are asking for personal information – Remember, no bank or financial institution asks you to share your key personal information via email, or even phone. So, if you get an email where they ask for your ATM PIN or your e-banking password, something’s amiss.
2. The links seem to be fake – Phishing emails always contain links that you are asked to click on. You should verify if the links are genuine. Here are a few things to look for when doing that:
Disguised URLs – Sometimes, URLs can be disguised…meaning, while they look genuine, they ultimately redirect you to some fraudulent site. You can recognize the actual URL upon a mouseover, or by right clicking on the URL, and selecting the ‘copy hyperlink’ option and pasting the hyperlink on a notepad file. But, NEVER ever, paste the hyperlink directly into your web browser.
URLs with ‘@’ signs – If you find a URL that has an ‘@’ sign, steer clear of it even if it seems genuine. Browsers ignore URL information that precedes @ sign. That means, the URL email@example.com will take you to mysite.net and not to any Bank of America page.
3. Other tell-tale signs – Apart from identifying fake URLs, there are other tell-tale signs that help you identify fraudulent emails. Some of these include:
Emails where the main message is in the form of an image, which, upon opening, takes you to the malicious URL.
Another sign is an attachment. Never open attachments from unknown sources as they may contain viruses that can harm your computer and network.
The message seems to urge you to do something immediately. Scammers often induce a sense of urgency in their emails and threaten you with consequences if you don’t respond. For example, threat of bank account closure if you don’t verify your ATM PIN or e-banking password.
Finally, get a good anti virus/email protection program installed. It can help you by automatically directing spam and junk mail into spam folders and deactivating malicious attachments.
Many SMB owners think IT downtime only costs them a few productive hours, but there’s a lot more at stake when your systems go down. Customer satisfaction and loss of brand integrity are just two of the key losses apart from the more evident costs such as lost productivity and a temporary dip in sales.
Here’s a few other ways downtime can hurt your business:
1. Customer Loss - Today’s buyer lacks patience; They are used to getting everything at the click of a mouse, at the tap of a finger. Suppose they are looking for the kind of products/services that you offer and your site doesn’t load or is unavailable—even if temporarily– you are likely to lose them to a competitor—permanently.
2. Damage to Brand Reputation - Customers are now using Social media platforms like Facebook and Twitter and blogs to vent their bad brand experiences. Imagine an irate customer who doesn’t know if their card was charged on your site, or not, due to a server error. If it’s your bad day, they could probably be using Facebook or Twitter to share their bad experience, and it could be viewed by hundreds of people, causing irreparable harm to your brand image.
3. Loss of Productivity - When your systems don’t work, this can have a direct impact on your employees’ productivity. Consider a research firm of 200 employees where they primarily rely on internet connectivity to access the knowledge base. If the server hosting the knowledge base is down, there’s a total loss of at least 1600 work hours for one day.
4. Overtime, Repair and Recovery, Compensatory costs - In the above case, imagine the overtime wages the business would have to incur if they were to make up for the work loss they faced owing to downtime. In addition, there’s always the cost of repair—the money the business would have to shell out to fix the issue that caused the downtime and get the server up and running again.
In some cases, businesses would have to incur additional costs to make customers happy. These could include giving away the product for free or at a discount, or using priority shipping to make up for a delayed order.
5. Possible Lawsuits - Businesses could also be at the receiving end of lawsuits. For example, a downtime that has an impact on production, delivery or finances of the customer could invite litigation.
6. Marketing Efforts Rendered Useless - Consider a pay-per-click advertisement that shows up for the right keywords on Google, or an extensive e-mail campaign that your business engages in. However, when the prospect clicks on the link, all they see is an error message – Isn’t that a waste of your marketing budget?
The bottom line—one natural disaster, one technical snag or just one power outage has the power to put you out of business – both virtually and in reality. It’s probably time to think about how you can mitigate the threat of a possible downtime and whether your MSP can act as an effective and efficient ally in this battle for you.
Did you know that by 2014 there will be more mobile web surfers than stationary ones? That means more prospects are accessing your business website more through their smart phones, tablets or other mobile devices than with a laptop or PC. If you thought you had time to make the switch closer to 2014, you may want to reconsider in light of new research. A recent study revealed that around 40% of prospects move on to a competitor if they have a poor mobile experience. How prepared is your business for this change? Well, if you are just starting out, the following checklist will help…
1. Make sure your mobile site is different from your regular website - While you must stick to your branding standards, your mobile website should be simpler than your web version. The reason being is that complicated designs that load well and look good on computers are often distorted when accessed through a mobile device. Plus, mobile surfers don’t really have the time to sift through a lot of content. Bottom line: your website’s mobile friendly version should be short, simple and sweet…offering your viewers the most important and basic sections of your website.
2. Option to access the actual website - That said, do provide your viewers with the option to access your regular website through their mobile device, as some viewers will prefer to stick with what is familiar.
3. Sitemap - Whether it’s your actual website or the mobile version, make sure you have a sitemap in place. A sitemap just makes it easier for your viewers to navigate through the site.
4. Get rid of flash - Most mobile devices don’t support flash. Keep this in mind when optimizing your website for the mobile surfer. Simple images that load fast are your best bet.
5. Testing - Make sure you test your mobile website thoroughly on different operating systems, browsers and devices. What looks good on one device might be totally distorted on another.
You could also develop a mobile application instead of a website, but most SMBs find that option too expensive and complicated. So, for now, put the 5 tips mentioned above into use and get your mobile-friendly website into action…