Considerations for Web-based Case Management Software with HCAI and EHR
If you are investing in a Case Management Software for your practice, consider investing in web-based technology as this solution should serve you efficiently (or not) for the next 10-15 years. Here are four considerations:
A server requires an up-front investment to purchase and setup. In addition, there is an ongoing cost to maintain its firewall, antivirus, routine folder and file and system maintenance. There are also daily and periodic backup routines. These costs could range from 250-1000 per month for a small to mid-size practice.
A Skedulex Case Management Solution does not require a server, nor worry about daily backups or disaster recovery. Skedulex takes care of these tasks automatically. This savings from not having to invest in a server goes to pay for your monthly license cost.
Some companies with in-house servers use a log-me-on program to login to their server from remote locations. These programs cost extra, can be troublesome, and have vulnerabilities and expose your data. I must confess that log-me-on programs are routinely used to access on-site servers. But these programs were meant more for the occasional access and not for routine, everyday program use.
Skedulex has a secure login for all users. User-access is restricted to what they are allowed to work on. An audit trail feature tracks all edits to clients’ files for strict accountability.
Data stored on most servers are stored in folders with no encryption. This exposes your data should an unauthorized person or should a hacker accesses your server. It is likely that your backup is stored in the same office as the server. Skedulex encrypts all data, in transit and in storage, for security and compliance. An automatic backup is taken every day. A disaster recovery copy is kept offsite (in a different location). Data stored on most servers are stored in folders with no encryption. This exposes your data should an unauthorized person or should a hacker accesses your server. It is likely that your backup is stored in the same office as the server.
Work from Anywhere
Server-based programs are built on older technology, some as old as 25 years. Localized servers will disappear in a few years (similar to localized generators when centralized electric power plants were introduced). The entire healthcare industry is going web-based or cloud-based. HCAI and eHealth, CCAC and Telus Health are all supportive of web-based programs.
Having the ability to access your client files securely from any location with internet access is a huge competitive advantage. Anytime access to client files allows your organization to be more responsive, accessing timely information to secure better treatment outcomes, providing the technology and information tools to your therapists, to name a few.
Get a Proper License’ Agreement
Whether you choose an on-premise or web-based solution, securing a proper license agreement is just good business practice. From time to time, you may need your vendor’s assistance to make changes to your system or assist you with resolving an issue that requires you to delegate access to your computer and clients’ files. A good agreement does not tie your hands but protects your rights and your clients’ files.
Do your homework. Look at all the considerations and decide on a platform. I encourage you to consider all the costs: Equipment, implementation, training, support, Licensing and invisible costs. For larger companies that are guided by Return on Investment (ROI) or Internal Rate of Return (IRR) in assessing its software investments, the TOC concept is equally applicable.
Technology is an enabling tool that supports your critical business needs. It helps with your compliance and management of your clients, in a big way. Investing in the right technology gives your business a comparative advantage. Alternatively, Investing in people to compensate for an inefficient software or manual system is a poor business decision that costs you money, loads of it every month. The longer you hold on to your old technology or manual system, the more it costs you in labour charges and lost advantages. Don’t put off the inevitable!
Skedulex uses web-based technology. Baylaan is a Microsoft Certified Partner. SkeduleX is a Microsoft Certified product. Should you be considering a web-based program?
If you have a question or comment on this article, please email Danny Doobay at firstname.lastname@example.org/.