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Thread: Starting a New Office

  1. #1
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    Idea Starting a New Office

    If you or someone you know is thinking about starting a new optometric office make sure you click this link. Starting a New Office Guide

    This guide was comprised by several Optometrists that have built thier own office as well as several new office specialist from a former wire installer, computer sales representative, and computer technicians. This guide is provided free of charge by Crystal Practice Management. Please send this on to anyone you feel could benefit from it.

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    Lightbulb HIPAA Checklist

    I recieved two requests for the complete HIPAA checklist referred to in the New Office Guide. In case anyone elese would like to use the checklist, click here for the link on our webpage. It is available in both Adobe Acrobat (.PDF) and Microsoft Word (.DOC) format.

    This checklist is also provided free of charge by Crystal Practice Management. Please send this on to anyone you feel could benefit from it.

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    Question about backups

    The office computer guide seemed rather knowledgable. Could have used it years ago when I moved offices.

    I wonder what you or anyone else thinks about backups. My office has used a tape drive for years and it might be time to update it. A patient of mine works for an internet backup company and has given me some ideas. Before I make a move I would appreciate to hear any thoughts. Has anyone tried backing up online? Does it work?

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    OptiBoard Professional Lewy's Avatar
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    I ahve been using online backup for a while now and it seems to work quite well. I use a company named Streamload and have had no problems so far. To ensure data protection I encrypt all files before uploading them.


    Lewy

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    Master OptiBoarder snowmonster's Avatar
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    I use iBackup.com for online backup, works every day at the time I set it up for. 4 GB of space for about $12/month and you don't have to worry about burning a CD-R every day and taking it home with you.

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    Backup Ideas

    First off let me say that I would strongly suggest upgrading your tape drive backup. Tapes are recomended to be replaced every year and the tape drive you should be cleaned using a tape drive cleaner periodically.

    As far as backups go you have several options.
    1) Local Backup - Make a backup copy and put them into another folder on the computer

    2) Network Backup - Backup your data to another computer in your office

    3) Media Backup - Files are backed up to removable media (CD, USB hard drive, Zip Disk, Floppy, Dvd)

    4) Remote Backup - Send file across the internet to a secure offsite location

    Generally I recommend performing a network backup and media backup to a USB hard drive (taken off site) everyday.

    If you have a stable high speed internet connection then online backups in most cases work well. The main problem with remote backups are that offices either have an unstable internet connection and depending on the size of the data may take a long time to restore/recover in case of data corruption.

    If you decide to use a remote backup, make sure that your files are encrypted and you use a secure connection to your remote storage site. They vary in price based on size of data backed up.

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    Master OptiBoarder snowmonster's Avatar
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    The iBackup.com thing is cool because you can do an incremental backup, so it only updates the files or part of the files that have changed since the previous backup. I think a 50 megabyte backup took about 30 minutes the first time we did the whole thing through a DSL connection and the daily backup now takes no more than about 90 seconds.

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    Thoughts on data you should backup?

    Does anyone have any thoughts on what data I should be backing up. With the tape drive system we backed up the entire computer. Is that a bit of over kill? If we go through with the online backup I will be charged more based on the data size. What do most offices backup?

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    Master OptiBoarder snowmonster's Avatar
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    I just backup the My Documents folder as well as the entire directory for our office management program and database files.

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    Ophthalmic Optician
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    I back up everything onto my laptop and take it home with me, that way, I've got all the info I need w/ me all the time, and a fire/crash/etc... at the office won't lose our data.

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    What to backup

    Quote Originally Posted by PSmith
    Does anyone have any thoughts on what data I should be backing up.
    Even with a secure computer setup you never can tell when a disaster will occur. From lightning striking to receiving a malicious virus on an email your patient data is always at risk.

    That being said you need to backup all vital information. I reccomend backing up all documents, practice management software data, and any general office files. Backing up your entire computer is a bit of an overkill. In most cases, when you need to restore, you will be forced to reload your software from CD.



    Last edited by crystalpm; 08-29-2005 at 10:58 AM.

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    Finally Got My Backup Setup

    Thanks for everyone who helped with suggestions and ideas on backing up my data. I finally opted for an online backup of my patient data and an additional backup of a usb drive that my business manager does and takes home.

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    Great to hear

    Hopefully you will never have to use your backup. If you have any additional questions feel free to ask.

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    Big Smile Sending Data via the internet

    I recently have been asked on several occasions the proper format for sending patient information - either to another office or to a company like Crystal Practice Management. To follow the HIPAA rules you need to send your data encrypted. A common email does not quite cut it. You have a couple different options - the most common are:

    1) Get a digital signature and send the email with a password

    2) Compress/Encrypt the email with a 3rd party product and email

    3) Use a secure FTP site to send the data and have the other party download from there

    4) Setup a secure connection between the 2 parties - Remote Desktop



    There are several ways to go about using the internet to send the information. Also make sure that you have a signed agreeement acknowledging the access to patient information. We at Crystal have signed business associate agreement with every office that does a data transfer.



    Just remember you can never be to safe with your patient information.


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    Bad address email on file QDO1's Avatar
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    Quote Originally Posted by crystalpm
    I recently have been asked on several occasions the proper format for sending patient information - either to another office or to a company like Crystal Practice Management. To follow the HIPAA rules you need to send your data encrypted. A common email does not quite cut it. You have a couple different options - the most common are:

    1) Get a digital signature and send the email with a password

    2) Compress/Encrypt the email with a 3rd party product and email

    3) Use a secure FTP site to send the data and have the other party download from there

    4) Setup a secure connection between the 2 parties - Remote Desktop



    There are several ways to go about using the internet to send the information. Also make sure that you have a signed agreeement acknowledging the access to patient information. We at Crystal have signed business associate agreement with every office that does a data transfer.



    Just remember you can never be to safe with your patient information.
    How about a simple fax

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    Redhot Jumper Latest Features

    Crystal Practice Management has just released its latest features:
    Integrated Phone Dialer - Have you computer call your patients to confirm appointments, reminder for recall, or to notify of contact lens/frame order. Never have to have employees call your patients again.
    VisionWeb - We have a direct integration with VisionWeb. Send lens/frame orders directly to the lab from Crystal PM.
    Alpha Numeric Billing codes- never has billing been so simple.
    Coming Soon: Tablet PC version

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