The Bulletin - November/December Edition
Technical Tips
By Tom Snyder Ph.D.

For those of you wondering how to get the most bang for your buck at various stages in the life of your small practice, the following is a road map you can use to get started or determine when it’s time for the next level of computer system.

Stage 1: The Basic, Office Computer System

The basic office system is all about efficiently and securely working with others, sharing resources and having a professional image. It includes a personal DSL connection; simple, critical software, such as accounting and contact management; a basic security system; a template based website and basic e-mail which reflects your company's name (you@yourcompany.com).

This system allows all computers in the office to share files, applications, printers and an internet connection. The software helps you begin to automate tasks and manage your information. Basic security consists of simple file, computer, antivirus, internet and accidental loss protection.

It tends to work well for companies with between 2 and 5 computer users.

Stage 2: The Secure, Work Anywhere Computer System

The secure, work anywhere system is all about improving service while improving work life balance and managing security and costs. This system includes business class DSL, a remote access system, an advanced security system and the ability to create and host your own website.

The remote access system allows you and your team members to access e-mail, applications and files from most computers, including home, hotel and internet café computers, as if you are in the main office. This improves responsiveness and efficiency, can minimize office rent, and allows you to do more with fewer people because everyone easily stays in the loop. It also allows support providers to solve problems, perform routine work and provide instruction without being onsite.

The advanced security system consists of a scanning system and advanced file, anti-virus, internet and accidental loss protection. The scanner allows you to digitize critical documents, which protects them from accidental loss just like the rest of your electronic information. Digitizing also allows you to more easily manipulate and find information by letting a computer do it for you.

Companies normally require these additional capabilities when they have between 6 and 10 computer users. These capabilities are especially useful if you have or want branch offices or the ability to work from home.

Stage 3: The Reliable, Increased Automation System

This stage is all about increased automation and high reliability. It consists of a digital fax system, an in-house email system and a system monitoring tool.

The fax system allows you to send and receive faxes from your e-mail inbox, and it keeps an electronic copy and record of fax traffic. As a result, you never lose a fax and verifying or resending faxes is effortless. You can access, protect and share faxes the same as e-mail. Sending and receiving faxes electronically is also often the next step in continuing to automate ordering, billing and other customer, partner and supplier interactions.

An in-house email system allows you to control one of your most critical business functions. Email no longer passes through and is stored on a third party system, which minimizes privacy issues. You can archive email messages for regulatory and security purposes. You can automatically add disclaimers to the end of every email message sent from your office. You can create automated e-mail replies for service groups letting clients know their documents or request have been  received. You can send automated, personalized fax and email mailings for marketing and service purposes. In-house email also simplifies and enhances some functionality including remote access and collaboration features, such as task monitoring, task reminders and information sharing.

The monitoring tool provides you with the ability to almost automatically prevent problems and definitely with the ability to catch and solve problems quicker than you ever thought possible 24 hours a day 7 days a week.

This system tends to be useful for companies with more than 10 computer users.

Stage 4: The Advanced Automation and Information Management System

At about 15 to 30 employees, practices often need more automation, integration of practice information and sophisticated tools to manage key activities. More sophisticated off the shelf software, such as accounting and case management packages, tends to be a good solution. Evaluation of a few different packages and the service of the software provider are important because your investment and complexity are increasing. Many practices also begin automating system support and driving down system costs by introducing computer management tools. Both also allow you to increasingly lower cost as you grow.

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If you have questions or concerns about your particular situation, please e-mail me at tpsynder@xantrion.com.. I will use your input to direct future columns.
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