What software are you using and why?

[Bev Heishman]

I am researching optical software systems with my prime objective to take the dispensary at my office into a POS situation and maybe e-commerce for the cl end.

Tell me your thoughts, why you use it and are you completely paperless including medical records if you have them?

Are you one site or multi-site and the FAB's and downfalls if any?

Do you tie into surfacing/finishing/remote tracing?

Your thoughts are appreciated.

[Zyro]

:) When choosing Point of sale and practice management software you have to ask yourself some questions first.
It seems you have only one location, not a multi-site requirement.

The first question is maintenance. There will be overhead as someone has to keep an eye on it and follow through from installation. Is the training free? How much is charged for support and maintenance annually? What is the vendor's process for support and maintenance?

Are they friendly and do the have a comprehensive Service Level Agreement? Do you get source code with your purchase?

The platform is important too. For the small independent, you will find a system that runs on WIndows easier and less expensive than one that runs on a Unix platform. Linux is becoming a factor as a operating system and is attractively priced, but it can be complex for the novice user.

Next is how it handles electronic functions such as eligibility and claims, patient recalls, and manages your inventory. If these are all automated in the sopftware it will make oyur life much easier.

Pricing is a factor, and you should look to between 1 and 4 thousand dollars for the complete package. The usual cycle is that the software system should last you for at least 5 years.

In regards to edging, etc. This is more a function of Lab software than POS. If it has capabilities to eelctronically transmit orders to a Lab or interfacew with your in-store Lab is an important factor.
So is how this is done. Some of the methods are email or email to fax.

With a wide variety of productivity and collaboration software available, a compact system that interfaces and has modules for printing invoices/receipts, bar code capabilities, and card reading are factors.

E-commerce capabilities should mean that it can integrate to your Web site and automatically handle inquiries, and sales.

Last, I would mention that you should try different systems, and choose one you are comfortable operating. It will have a bit of a learning curve for you at first but should be second nature in a couple of weeks. It i simportant that you are concentrating on the sale and oyur cofre business without spending too much thought on running the sale through. This goes by the name of ease of use.

I hope this helps in your search for automation.

[Alan W]

I believe you are in a medical office. If so, how you want the optical to interface with the rest of the office is important. You mentioned MaximEYES. Nitton Rai wrote that program for a medical environment on a Windows platform for ophthalmology and the optical department was full integrated through the inventory control module. It's very strong. You are using the practice management side of the software to access medical, patient info, insurance, so on and so forth. The screens are cutomizeable so depending on the station its at, you can have a very simple data entry screen or one as complex as it can get. The station is important. Will the computer be at the dispensing table, or will the data be handwritten and then transferred by a clerk?

Reality check. Don't get too hung up in looks if its Windows. People who transfer from jobs using POS Systems learn that its easy to learn the next one. So, what it does is more important than how it appears. You learn that.

Does the doctor put the rx in from the examining room?
If the patient information is entered by the receptionist, do you see everything you need? Meaning: Is there automatic carry through of information for insurance? All you do is optical data for insurance? If patient is NOT transferred from doctor side can optical originate a record completely? Is the Rx screen written once and copied for future use or do you have to re-enter it for aftersale? Will you have an internal lens and frame lookup with pricing automatically (important). Does the insurance automatically adjust the pricing and show copays? Can you transmit an order to the lab and simultaneously transmit a frame order to a distributor (replace off the board or order from stock)? Can you see an older order at the same time you are entering a new one (comparing older data for consistency in BC/PD, etc.)
Can you auto-generate reminders for recall or special services and email them or print out cards, letters?

For me reporting is critical. One of the great dangers and blessings of computer operated departments is how much of the computer you actually use. Its easy to not use the computer for certain things. Example: A "No charge" frame replacement in some offices is not entered on the computer. I've seen this happen time and time again. In a dispensary doing #0,000/m every three days about $100,00 is lost in cannibalizing and no charging off the board. If the computer is used to record every little screw used (just kidding) you will see $12,000/year slip through your fingers (shrinkage). So, the system should generate reports that tell you where there is potential shrinkage. Outdated jobs in trays, etc, can come up on these reports before most of us see them. That's another few bucks a year. Work IN Progress reports are critical. They tell whats late, whats lost, what needs follow up. They prevent screeming customers. Daily departmental cash reports for closing are important.

There's really good programs out there and theres programs no better than an eletronic cash register with a lot of window pizzaz. It is NOT above serious logic to call a user of a product before buying it. Most important is who sells it to you. If the people have no foggy idea what it takes for a software system to make things happen and have no experince in the same environment you are in, pass. But, be careful. You are not in an optical store. And, there is a need for integration and flow down of data across the office. Let me know if I can help some more.

specsupport@ev1.net

[Rick-Strong]

Not sure if this is allowed but check out:
http://www.genie96.com
Its the software we use.

We have 2 offices.

[Mike Fretto]

Bev; Weve been using CCSystems software in our lab for about three years with no problems. Our dispensary recently installed three POS systems on COS by CCSystems, they have had some bugs but I believe they are self inflicted.They offer remote tracing, online ordering as well as online updates. I recently attended a users group meeting where CCSystems introduced there updated package which was impressive. They have totally rewritten in Linux rather than Unix which made a huge difference in useability and maintenance. When I first started watching the Optiboard there was some negative posts directed at CCSytems but my experience has been nothing but positive, I think they have worked hard to improve there product. Anyway thats my two cents worth I hope it helps, give them a look.

[Wes Trayner]

Zyro,

Please note that very few software companies are going to give you their source code. This is their "stock in trade", their copyrighted material, their trade secrets so as to speak. Any software company that is giving out their source code is not a serious software company and may not be there next year.

[Steve Machol]

Hey Wes!

With all due respect to a fellow Arizonan, I have to disagree with your comment, "Any software company that is giving out their source code is not a serious software company and may not be there next year." You ever hear of this thing called Linux! :D

In fact the commercial software I bought that runs OptiBoard comes with the complete source code. This allows me to easily modify the OptiBoard with customized features.

Nonetheless you're correct that source code is generally not supplied with most commercial applications.

[kjw1231]

Wes,

I think you are mistaken. Any comapny who does not want to give out source code, is after one thing...MONEY!!! You are correct on one point, if they give you the source code, that is their baby. The reason that they DO NOT give out source code is because most of the money on their software comes from costly annual maintenance, support and updates. If you buy an "off-the shelf" package, you will have to conform your business to the software. I have sold the shrunk-wrapped stuff, and speak from experience. we knew that it had bugs, but we did little to fix them...why, because programmers are exepensive. We would never customize anything, unless you were a "Top 100", or paid us thousands to re-write our code. We sold it for $4K, plus $100.00 per month, $1200 training, and a per machine fee. office Mate charges $2300-$4000 (paid by machine), plus $700-1500 per year for maintenance. If you refuse to pay the annual fees, the program ceases to work.

I used to wonder why anyone would want to use a custom package, and now being on that side of the fence, I know why, overall cost. I cannot speak for other companies, but we have 20 programmers on staff with multiple disciplines. In a nutshell, we will write a program spefic to your needs, that way the learning curve is easier. We also give the source code. This done so you can link it to other packages with ease. for example: Accounting (Quicken, Quick Books), Practice Management (Millbrook, Med-Inforamtics) Billing systems, and others. You can even hire a college kid to manipulate and re-design your system very easily. Entire cost is $3000-$4500 depending on needs. No fees or hidden charges.

[Rick-Strong]

I have written software and cannot understand why a company would ever want to distribute the source code.
By distributing the code, what would prevent me from simply modifying the appearance and re-selling it under a different name.

Another 2 cents worth

[Alan W]

Having been involved in the sorce code controversy a little , I can tell you that including the source code is not giving a way the farm completely. There are plenty of intellectual law stipultions which can make the source code issue pretty ugly to an apprehended thief.
I have some serious doubts too many big companies will be all that blatant about plagerizing. It will happen. But, hey, s - - - happens for everything sometime somewhere. If its a small company that couldn't affort to develop the product themselves, probably can't support what they're selling very long, and thats worse.
I think.

[Zyro]

Alan, you are right about source code being controversial, however the important issue is being missed. For the smaller operation exorbiant support and maintenance costs have been an issue.

As we move forward new companies are beginning to find ways to lower costs of systems and support/maintenance to these providers. Including source code for lower cost maintenance and customization is one such solution.

Overall, some software companies have charged an arm and a leg to providers where the return on investment is dubious. This is why I mentioned it in the first place. The smaller operator has different needs than a chain. We are also in the midst of a shift in technology offerings wherby many applications are moving off the PC to managed and hosted services. This holds promise if a provider can find a suitable company.

This offers a monthy cost that is manageable and allows independents to outsource much IT functions and concentrate on the important issues such as surviving in a very competitive and unforgiving climate. Throw in the surge with managed care and its impact on administration costs and new innovations are worth looking at to gain an advantage. It also removes large expenditures up front to upgarde this business to a better solution.

We intend to offer source code to independents, but not larger organizations. In doing so we are saying that we understand the cost issues you are facing, and we are striving to introduce new ideas to make it easier for you to compete. Th eopen source movement has introduced a new way of doing business that I think is worth a look by the smaller vision care operation.

[Steve Machol]

Originally posted by Rick-Strong
I have written software and cannot understand why a company would ever want to distribute the source code.

Their a whole industory of software being developed and sold along with the source code. As I mentioned, vBulletin - the software powering OptiBoard - is just such a program. And yet the company providing it is successful and profitable,

By distributing the code, what would prevent me from simply modifying the appearance and re-selling it under a different name.

There's no doubt that software piracy is a big problem. However I really don't think providing the source code makes the problem worse. I'm not aware of any instance in which a company gained significant sales by providing software with stolen source code. The marketplace has too many checks and balances that discourage this.

Most piracy comes in the form of directly copying and reselling specific programs. Yet as bad as this problem is, I don't believe it significantly hampers software sales. Most people buying a pirated program are not going to pay full price for it anyway. And in many cases, some of these people end up paying for a legitimate copy because they like the program and want access to continuing support and upgrades.

While I understand the concerns people have about providing the source code with the optical programs they sell, I honestly think the net result would be a gain in sales rather than lost sales through piracy. In an industry this small and insular, it wouldn't take long to find and prosecute anyone selling pirated software!

[Rick-Strong]

If I purchase a POS application from a company to run my business, the last thing I want to do is play with the code, mess things up, and then have the company I purchased it from say too bad, your on your own.

If I sell my software, I am responsible for its performance. If a customer calls and says this or that happened, I wanna be able to fix the problem. If the code has been changed, I cannot offer support.

Chances are even if my customer knows he/she caused the problem, I will be the one working for nothing to correct it.

[shanbaum]

There is a difference between the provision of source code with a software product, and "open source", the latter being a movement devoted to the cooperative, non-proprietary development of software, the participants in which tend to be highly competent, professional developers and academics, focused on complex, system-level software (Linux being exemplary), which must have a very broad application potential in order to attract a large number of contributors.

It would be interesting to ponder what an open-source optical software effort might produce, but I'm not sure how many potential participants there are... not many, I think. Take the number of people capable of participating; subtract those who wouldn't be interested in, or wouldn't have time for, a non-proprietary effort (as in, "those who have to work for a living"); the number gets small, fast...

The provision of source code with a product is more frequently done to afford the purchaser some comfort level that in the event the producer goes out of business, there will be at least the possibility of procuring some level of support - many (if not most) source code licenses actually provide for the code to be held in escrow (there are companies that do this), to be released to the purchaser only under certain conditions.

I think that even that (the possibility of procuring some level of support in the absence of the vendor) is more often than not, wishful thinking. We've sold source code licenses for our products on occasion (the license being the principal means of protecting our intellectual property interest; it's the reason why the purchaser can't just turn around and go into the business of selling our product; he agrees not to) and no-one has yet made the first modification. The vast majority of customers wouldn't know where to begin, and prudently, wouldn't want to try. For them, source code is just not relevant.

To suggest that companies that do not provide source code do so solely out of avarice is preposterous; that assertion depends on the customer being able to provide his own maintenance, support and enhancement by virtue of possessing the source code. While he certainly couldn't do that without it, in all but a very few instances, he couldn't do it with it, either.

[Steve Machol]

Robert makes a very good point. If you provide source code, then you open up a lot of potential support conflicts.

For instance, the software that runs OptiBoard - vBulletin - is provided with the source code. Consequently many people 'hack' the code to provide customized features. When a problem arises, the fact that the software was modified makes it very difficult to find and resolve the problem. For this reason, the vBulletin developers stress that any problems you have with 'hacked' software cannot be supported.

Of course this doesn't stop people from trying to get support anyway, and they sometimes get very upset over the issue.

[JRS]

Just thought I'd post some info I picked up on while working in the software side of the industry. I found these to be rather good.


Ten Pitfalls to Avoid When Installing a New System

Why companies fail when implementing new information technology has little to do with the technology and much to do with project management. Here are 10 things NOT to do when embarking on such a project:

1. Don’t proceed unless you know how the system will help you meet your business objectives. If you can’t see how the system will impact your costs, revenues or quality, you risk making a bad technology investment, and you will lack the drive to get you through the project.

2. Don’t bite off more than you can chew. Break large projects into smaller phases that can be completed in weeks or months. Clearly define the beginning and end points of each phase.

3. Do not proceed unless the whole management group supports the initiative. Few systems impact only one segment of the business. Incidentally, the best indication of a manager’s support is who they assign to the project.

4. Don’t proceed without a plan. A plan never is 100 percent right, but it keeps everyone focused on the project. It helps with coordinating tasks and provides a means of communicating progress.

5. Don’t put the cart before the horse. It is tempting to rush the early phases in hopes of shortening the overall implementation time. The best shortcut is to follow a proven methodology.

6. Don’t minimize the importance of detail requirements, testing, documentation, overall coordination and user training. These aspects are critical to success. They will pay off in the long run when they are done well.

7. Don’t proceed without the right talent and resources. If you don’t have the internal skills to do the job, seek outside help. This includes project management, systems integration, programming, training development, network development and support. Almost anything can be outsourced these days.

8. Don’t assign project work to people who already have a full-time job. Put the best people on the job, but reassign responsibilities so they have time to do the work. Dedicated, full-time project teams are ideal.

9. Don’t abdicate ownership, responsibility and accountability of the overall success of the project to anyone outside business line management. In large companies it can be difficult to identify a single “owner”, but figure out who it is and make sure everyone involved knows it.

10. If you are the “owner”, your involvement doesn’t end once the place and resources are in place. You need to monitor progress, review and approve intermediate results, and demonstrate your interest throughout the project. Stay involved.

[ taken from “Working Smarter” by: Michael Ryan, Perkins Consulting LLC - Portland ]

[zooman]

I have just spent about 6 months shopping software systems. It came down to Delta and CC Systems. The main deciding factor was the data entry. Most non-computer users like the window format better. We went the CC Systems.:D