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Before You BeginGoing paperless is a process, and it will take time and preparation. Before you begin the process of going paperless, make sure you have adequate equipment, create new office policies, and ensure that your team members have the necessary skills required to work in a paperless office.

Equipment

You need to have computers in every operatory, the doctor’s office, the front desk, consultation room, etc. You should also have one or more computers in the lobby for patients to use to fill out forms. It is also best if your computers have a high-speed Internet connection. Because you will still have paper in your office (EOBs from insurance companies, receipts, written letters, etc.), you’ll need a multi-page scanner. You’ll also need a digital camera, digital X-ray devices, and one or more electronic signature devices.

Policies

You need to perform a daily, offsite backup to ensure that your data is secure and easily accessible in the event of a disaster. You should also be familiar with HIPAA compliance and other federal regulations related to computers in the dental office. You should have documented computer and Internet usage policies so your staff is aware of what is acceptable in your practice.

Team Skills

The biggest change you and your staff will have to make is the way you work, which is why it is necessary to make sure you and your staff get training to ensure a smooth transition. The better your skills, the easier the transition will be.

Where To Get HelpLook at the recommendations inside this guide and evaluate your staff ’s proficiency with your Vision software and eServices. If you need training on any of these tools, visit the training section on your Vision product website, where you will find information about in-office training, on-demand resources in the Resource Center, and other training events like Expert Series seminars, phone trainings and webinars.

To purchase the eServices tools you need to go paperless, such as EHR, eClaims, PBHS tools, or ExpressBill, contact Specialty Software Sales at 800.680.6902 Opt.1.

CASE STUDY

GUIDE TO GOING PAPERLESS

Going paperless means replacing paper records and paper forms with digital records and electronic communication. Going paperless is about reducing office costs and clutter and improving efficiency.

Going paperless is one of the most talked-about topics in dental offices today. Many practices are trying to find ways to streamline workflow, reduce waste, increase efficiency and improve profitability by going paperless.

Dental practices want to go paperless for many different reasons. Some are looking to become chartless and begin storing patient treatment information electronically. Some want to reduce office costs and clutter and use as little paper as possible. And some want to find new ways to keep patient information and data secure.

Henry Schein Practice Solutions knows this is an important topic, and we want to help you reach this goal, which is why we have created this framework to guide your practice through the process of going paperless.

This guide lists the tasks an average dental practice performs with paper and compares them to the way you can perform them with less paper using your Vision software eServices. It also lists suggestions about preparing to go paperless.

What You Can DoEach day there are specific tasks you must perform for your practice to operate smoothly. You can do several, if not all, of these tasks with less paper. The most important thing to remember about going paperless is to digitize when and where you can.

The following table lists the tasks an average dental practice performs with paper and compares them to the way you can perform them with less paper using your Vision practice management software and eServices.

With Paper With Less Paper

Patient Check-InPrint out or photocopy patient forms and have patients fill them out with a pen and a clipboard.

Create forms in the Questionnaires module and allow patients to fill them out electronically on a Vision kiosk in your office or online using PBHS truForms.

Make a photocopy of patient information (driver’s license, insurance card, etc.) and store it in patient files.

Scan patient information (driver’s license, insurance card, etc.) and store it digitally in each patient’s file in the Document Center using a multi-page scanner.

Take pictures of patients, print the photos, and clip them inside paper charts.

Take digital pictures of patients and import them into in the Patient Picture module.

Have patients and providers sign paper consent forms and store them in paper charts & Patient Info Center.

Have patient sign consent forms electronically and store them in the Narratives, Letters Log, EHR or Document Center.

ChartingDocument patient clinical treatment in a paper chart. Document completed, existing, and planned treatment in the

Patient Chart. Document perio exams in the EHR or ClinicalVision.

Store paper charts in a file room. Scan paper charts into the Document Center.

Print patient route slips and pull paper charts to prepare for each appointment.

View appointment information and patient treatment in the Patient Info Center or Appointment Book as needed during each appointment.

Develop X-ray films. Use one of the many digital imaging devices and software programs compatible with your Vision software to view X-rays electronically.

Hand-write clinical notes and procedure information in paper charts.

Type clinical notes in the Patient Chart or use Dragon for hands-free clinical note dictation.

Treatment Plan Presentation & Patient EducationDocument treatment options in paper charts. Chart treatment options in the Treatment Planner.

Draw treatment options on paper or use mouth models to present treatment options and educate patients.

Present multiple treatment options and compelling patient education using the Phasing Treatment Planner.

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With Paper With Less Paper

Patient Check-OutPrint or hand-write patient care instructions. Create patient care instructions using the word processing

program or Narratives, and then e-mail them to patients.

Print and mail patient records and referral information to other doctors.

Send referral information to other doctors electronically using PBHS Collaborator.

Print and mail lab case requests and information to labs. Create and track lab cases, and send lab requests electronically using DDX.

SchedulingSchedule appointments in a paper schedule. Schedule appointments using the Appointment Book.

Print paper schedules for the day and post them in each operatory.

View your daily schedule, with up-to-the-minutes changes, in the operatory using the Appointment Book.

Manually calculate and track recall due dates. Set up patients for continuing care in the Appointment Book and have due dates automatically calculated and tracked for you.

Print, address, and mail appointment reminder cards. Outsource appointment reminder cards to a fulfillment center and send automatic appointment reminders via email or text messages using DemandForce or Televox.

BillingPrint, stuff, seal, address, and mail billing statements for each patient.

Outsource the printing, stuffing, sealing, addressing, and mailing of billing statements to a fulfillment center using ExpressBill.

Make photocopies of billing statements and store them in paper charts.

Import copies of billing statements into the Document Center and store them in electronic patient files.

Insurance ManagementPrint and mail paper claims and claim attachments. Send claims electronically using eClaims. Use the Screen

Capture tool to create electronic attachments. Send attachments electronically with eClaims.

Store paper copies of EOBs in paper charts. Receive and post electronic EOBs directly into your Vision software and store electronic copies in patient files. Scan paper EOBs into the Document Center.

ReportingPrint reports and store in paper archives on or off site. Generate reports and store electronically in your Vision software,

and share with key staff.

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