IMS Specialty Services Inc.

Orthodontists have awaited the chance to enhance practice efficiency by eliminating inefficiencies involved in handling patient records and other information. Now, this is both possible and affordable through operation of the "Paperless Practice."  Practice efficiency is centralized in a primary system manager - IMS Digital Office  - which is the cornerstone of the efficiency concept.  And, the keys to these programs' effectiveness are integration and flexibility.   Paperless mode is attainable when all the information and diagnostic tools are integrated to make data available at every workstation.  IMS pioneered this mode of operation where the entire practice revolves around the practice management software system.  Our systems have been managing “Paperless Practices” for over eight (8) years.

A paperless practice makes all the patient records available to everyone with access to the computer system.  All the paper records and manual systems are replaced by the computer, increasing accessibility and efficiency.

To operate in "paperless" mode, the computerized management program must be multi-faceted, highly flexible and capable of fully integrating, and managing, all the other practice tools and systems.  These include cephalometrics, insurance benefits databases, credit reporting, scanning, automated inventory, interactive CD-ROM systems (for patient education/case presentation and staff training) and  automated patient calling systems such as HouseCalls.  It is also important that the primary system  effortlessly and automatically support management reports and techniques recommended by consultants to the practice.  When the users of these systems and tools are required to use them in "stand alone" mode, without the information being shared, much of the effectiveness is lost. 

Today's technology makes it both possible, and cost-effective, to integrate all these tools and systems.   However, the extent to which the system is integrated is the key to speed and productivity in the office.  The fully integrated practice management system will provide the user with access to the other systems while within the primary software.  This makes the sharing of data much easier and enables the user to complete tasks from areas within the main program.  Often, the process of sharing and inserting data is made almost completely automatic.  For example:  The IMS letter writing system allows up to twelve digital images to be pre-selected and automatically inserted into any document.

The Paperless Practice carefully controls patient flow and keeps the doctor and staff fully informed of patient location and status.  Upon arrival, the patient checks in at the check-in station, which is normally in the reception area. This information is instantly relayed to the on-deck screen, which displays patients in the order they are normally taken: first, by appointment time, and second, by time of check in.  The screen indicates whether the patient is early or late and shows those seated, along with the chair number.  With the on-deck system, the doctor knows which chairs require his/her presence, and in what order.  When he/she is finished at a chair, that fact is easily relayed to the on-deck screen, automatically updating the order of patients to be seen. 

In the Paperless Practice there are no elusive or "lost" charts, so there is no chart "hunting."  Each staff member has complete, instant access to all the patient information anytime, any place, throughout the office.  This allows the staff to obtain any data required to make a decision without having to go "who knows where" to find the information. 

In most Paperless Practices, data entry takes place at the point of interaction or treatment, which allows for optimal input, and for maximum interaction with the patient.  This process affords an opportunity for the dental assistant to enhance self-esteem, which is a valuable benefit.  It also provides for increased communication, feedback, effectiveness, and efficiency.  Further, redundancy and errors are diminished since information is only entered once and does not have to be transferred to other forms, charts, etc. 

Because the scheduling and information updating is done chair side, gridlock at the front desk is eliminated and traffic is reduced.  This frees the front desk staff to focus on other important "business" aspects of the practice - the new patient phone call, rescheduling, answering questions (easier because all the information is instantly accessible), etc.  The result is enhanced and productive communication, efficiency, and stress reduction. 

Excluding quality of treatment, the most vital components of a orthodontic practice are efficiency and operational cost-effectiveness, usually called profitability.   Practice efficiency determines the success of treatment delivery and of patient relations, services, and communications.  It also plays an important role in staff morale. 

In a Paperless Practice, increased efficiency results in reduced staffing requirements - usually accomplished via normal attrition.  Enhanced efficiency, delivered at lower cost, translates into increased profitability - even if production levels remain static.  This factor alone can make the operation cost-effective.  So, this state-of-the-art practice is easy to operate - and it's affordable.

The fully integrated system in the Paperless Practice is used for everything from the initial phone call to the completion of treatment - and for every step in between.  Without question, converting to this type of practice is a real change.   However, the bottom line is that those who have converted would never consider going back to operating the "old" inefficient way.  The paperless system is affordable, cost-effective, and is the standard for the future.  The resulting increases in practice effectiveness and efficiency, and the reductions in stress, have been incredible.