Customer Service

Policy as Protection

Posted on April 25th, 2012 by Dexcomm

Given all of the  legislation and the large number of mobile devices on the market and in our businesses today, it has become difficult for physician offices and their business associates to manage all of the devices.  Everything from a USB flash drive to an electronic tablet or even a camera phone has become potential sources of a PHI breach.  It is important that you craft a mobile device policy that allows you to reasonably meet all of the rules.  Having this policy in place and administered will allow you to sleep at night knowing that you have done the due diligence and what is required by law.

Is your practice looking for a generic mobile policy?

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iPhone 4s is missing one crucial business feature

Posted on October 14th, 2011 by Noah

iphone 4sApple has done a lot of things right with their newest iPhone hardware and ios upgrade. For starters this time they released the phone to all three major US carriers at the same time. The phone sold more than 1 million pre orders on its first day by being available to Verizon, Sprint, and AT&T customers.

This phone is packed with new features,  Siri voice control, all new A5 dual-core chip, a great new 8mg camera with new software to make it easier to use, and the ability to record 1080p video.  The release of iOS 5 brings its own set of new advancements, a reworked notification center, Twitter account intergration, Newsstand for magazine subscriptions, and PC Free which for the first time gives you the ability to set up a new iPhone without having to plug it into a computer.

So what is this major missing feature you may ask?   Is it missing some great new hardware?  Perhaps apple made a human factors mistake?  Is there an app to download and overcome this problem?  The answer to all these questions is no.  The missing feature is more of a standing problem with any smart phone.  The problem is in a word ‘voicemail’.  Whats wrong with voicemail?  Well if you are using your phone for business,  which most of us are,  the numbers are clear.  Over 75% of business callers hang up on voicemail without leaving a message.  Now it’s a gamble to think what these callers are doing next.  Sure some may just be waiting to call you back at a time when you will answer, or  even sitting down to write you that nice email.  I would wager that most are simply calling the next person in their google or phone book search,  that’s right they are hanging up on your voicemail to call your competition and give them the business that you would have gotten if only a person would have answered the phone instead of a  machine.
In our modern world filled with smart phones and over automation, it’s easy to get frustrated anytime a machine steps in to do a job we were expecting a human to do.  Don’t take that gamble with your customers, show them how much they mean to you by insuring they always speak to a person when they call your business.  Learn how to keep those customers that called you first by downloading our guide to Finding the Right Answering Service.

 

 




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The Illusion of Good Communication

Posted on October 7th, 2011 by Bill

magic hat

The Illusion of Good Communication

“The single biggest problem in communication is the illusion that it has taken place.”

–George Bernard Shaw

 

 

George Bernard Shaw was an impressive man. He is mostly known today for his plays, such as Pygmalion, which served as the inspiration for the hit Broadway musical My Fair Lady. However, Shaw was also an important figure in literary criticism, journalism, and economics. That last one might seem a bit out of place. After-all, drama deals with emotions and feelings, whereas economics uses quantitative data to draw conclusions. However, Shaw saw an essential unifying truth about both the arts and social sciences; they both attempt to define how people interact with one another. In both his fiction and nonfiction works, Shaw dealt with how people attempt to get their point across while at the same time completely misunderstanding each other. He knew that communication was a very difficult thing.

 

Shaw wrote in the first half of the twentieth century, long before tweets, instant messages, even before email. Yet, he nailed the absolute indeterminacy involved with modern communication. Have you ever paused just before hitting “send” on that email to a friend or colleague? Why did you pause? Most likely because you didn’t know if your correspondence would be interpreted as you meant it. When Shaw wrote the quote that begins this piece, he was questioning whether or not people sitting across the dinner table could ever truly understand each other. Now, with the advent of instant electronic communication, his question has become infinitely compounded.

 

So what’s the answer? Obviously we can’t throw our hands in the air and refuse to communicate because we risk being misinterpreted. The trick is to understand that people will misunderstand you, and that you must get your point across anyway. If you keep these points in mind, the importance of good communication becomes elevated. When you have regard for those two things—the importance of your message and the ability of other people to get that message wrong—then you stand a better chance of your point getting across. If you don’t pay heed to how you frame your message in light of the intended audience, then you very well might be doing nothing more than creating the illusion of communication.

Famous Messages: Custer’s Last Stand

Posted on September 27th, 2011 by Bill
General George Armstrong Custer

General George Armstrong Custer

The history books are chock full of famous messages. Indeed, without the correspondences between people in the past, historians would have very little to write about; such sources provide us the information upon which our historical stories are based. Some messages have had great impact because they were so successful. Who can forget President Eisenhower’s beautifully simplistic, effective campaign slogan, “I Like Ike?” However, some messages are important because they failed at accomplishing their purpose. A great example of this is General George Armstrong Custer’s last dispatch before his Seventh Cavalry was wiped out in the Battle of the Little Bighorn. The message read:

 

”Come on. Big Village. Be Quick. Bring packs.”

 

Though brief, this message conveyed a lot of information. Captain Frederick Benteen, in command of Custer’s left flank, would have instantly recognized the importance of the message: a large number of aggressive enemies had been encountered, and Custer needed Benteen’s men and the ammunition packs that they possessed. Why, then, did the communiqué fail to save Custer? Historians, professional and amateur alike, have argued about this. Some have laid the blame on Benteen, others have said that the Sioux were just to powerful for Benteen to obey the orders. One thing, however, is beyond dispute: Custer’s lack of foresight in regard to messaging.

 

In short, Custer did not give much thought about messages between units before it was too late. Coordination between the various components of the Army had already begun to break down as long as a week before the battle. At that time, Custer had failed to receive any messages from his forward patrols. Instead of pausing due to the lack of communication, Custer moved forward. Furthermore, on the first day of the battle he had three different commands in the field—his, Benteen’s, and Major Marcus Reno’s. All were spread out along the Little Bighorn in about a four-mile line. Despite this, Custer retained only two messengers to communicate to his subordinates. For whatever else went wrong on that fateful day, the lack of a clearly effective communication system seriously aggravated the circumstances.

 

In a very direct way, Custer met his end because he did not pay heed to the importance of messaging until the Sioux were already shouting their war cry and crossing the river. At that point, a terse, eight-word message could not be decoded by Benteen in a way that could have helped Custer and his men. Had Custer not approached messaging as an after-thought, things at the Little Bighorn may have worked out very differently for him.

1-800-How’s-My-Driving?

Posted on September 12th, 2011 by Bill
loomis-armored-car

Loomis trusts us

Have you ever wondered where exactly the hotline numbers on the back of eighteen-wheelers are routed to? Well, many are routed to Dexcomm! That is because our professional, ATSI-certified operators are experts at handling issues like customer complaints and taking down detailed reports. In fact, the numbers on the back of those trucks are for a lot more than complaints; sometimes, calls to those numbers can avert disaster.

For instance, Dexcomm answers calls for Loomis, one of the largest armored vehicle operators in the world. When someone calls the number on the back of a Loomis vehicle, Dexcomm picks up the phone. Now this is not merely for taking complaints, mind you. If a commuter sees that a Loomis vehicle has had an accident, if there is a suspicious vehicle following the truck, or if a weapon is visible, the call comes straight to us. That is because the professionals over at Loomis—the very people that society trusts to keep our money safe—trusts Dexcomm to get the job done. For us, extending these types of services is just another day at the office.

Proper communication really is the best cure for emergencies, regardless of the type of business you operate. Get in touch with us to find out how we can make your operations more secure.

On-line Health Records: Make Sure You Are Safe!

Posted on September 8th, 2011 by Bill

Imagine if someone could access all of your patient’s private records by simply plugging a few keywords into Google. Think of the personal humiliation that both patient and health care provider would go through, let alone the potential legal ramifications. This nightmare scenario may sound improbable, but it is precisely what happened to 300,000 Californians.

 

As an answering service that serves the medical community, we at Dexcomm were shocked when the Associated Press reported last month that an oversight by Southern California Medical-Legal Consultants, accidentally allowed vital personal information of more than a quarter million people to be viewed by anyone with a computer and internet access. The Californian firm works with primary care providers to recoup payment in worker’s comp cases. The leak included the insurance details, social security numbers, and even doctors’ diagnoses for hundreds of thousands of patients.

 

This oversight demonstrates just how difficult it can be to keep personal information private in the age of instant access. Even having done everything in your power to secure your patient’s records, one slip of diligence by a third party with whom you do business can render your efforts moot. It is frightening to think that a professional career built on years of trust with patients can be threatened by the mistakes of others. However, there are precautions you can take.

 

Medical professionals rarely make this type of mistake themselves. That is good news; you likely already have practices in place that ensure patient confidentiality. However, a review of just what your protocols are in regard to this issue certainly will not hurt. After you have done this, make a list of third-party businesses with whom you have to share patient information. According to the AP, these auxiliary companies are the most likely to have breaches of security: “The further away from the health care provider the records get, the flimsier the enforcement mechanisms for ensuring the data are protected.”

 

Contact those with whom you must share information and ask about their protocols for patient confidentiality. Do they use HIPAA guidelines to self-assess? Are they members of professional organizations that prioritize secure information sharing and confidentiality? How do they respond to your questions? A company that handles information in the proper way will be delighted to give you details about this part of their services, because they take confidentiality as a point of pride. Request that the third-party service keep you up-dated on any changes in the way that they handle patient information, and cut out some time in the calendar to review where you stand in regard to this issue—once a year at the very least.

 

The breach of confidentiality that occurred in California is certainly a scary incident for those of us who work in the medical services, but with a little diligence, you can make sure that something like this never happens to you.

Click this button to find out how serious Dexcomm is about HIPAA compliance.




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Hurricane Irene: the costly aftermath

Posted on August 29th, 2011 by Noah

Signs hang on doors of a convenience store in preparation for Hurricane Irene, Friday, Aug. 26, 2011, in Villas, N.J. (William Thomas Cain/Getty Images)

It will most likely take weeks to put a final price tag on the damage caused by Hurricane Irene, but current estimates are approaching $7 Billion dollars.  The damage to homes and business alike are staggering, and many people along the east coast are starting their business week without electricity.

Things like flood damage, wind damage , and many other unknowns can cause lots of physical damage to your business.  However, have you thought about the cost incurred by not being able to immediately service your customers?  If your business location is heavily damaged, or even just your phone lines are out because of the storm, what happens when your customers can’t reach you?  Do they simply reach out to your competitor?  Are you loosing current and potential customers in this situation?

In today’s world of uncertainty, it’s vital that companies and municipalities have a way to communicate when the unthinkable happens. A way of letting those you serve know that they are being heard, and that no matter what, their needs are still being met.  Let Dexcomm show you the way by creating a custom Emergency Communications Plan for you.

If your company has one location or 100, is local or national, you can count on us to be there for you, and your customers — before, during, and after the storm.

 

 




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Potential Changes on the Horizon for HIPAA

Posted on August 25th, 2011 by Bill
HIPAA

HIPPA lock down

The Federal Register has reported that changes are likely to be made for HIPAA rules concerning disclosure of patient information. The new rule under consideration would give patients access to information detailing how their electronic health records have been handled by businesses who are covered by HIPAA regulations. This includes allowing patients to see all outside companies that your business has disclosed medical records to. From the press release:

 

“The purpose of these modifications is… to account for disclosures of protected health information to carry out treatment, payment, and health care operations if such disclosures are through an electronic health record.”

 

The changes, if made, likely will not take effect until sometime next Spring, 2012. Nevertheless, now is a good time to make sure that your partners follow HIPAA regulations, especially if disclosing patient information to them is vital to your operations. You can read (and comment on) the proposed changes at http://www.hhs.gov/ocr/privacy/hipaa/news/hitechnewsonaccountingdisclosure.html. Learn more about HIPAA and the answering service industry here.




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Hurricane Irene : is your business prepared?

Posted on August 22nd, 2011 by Noah

Hurricane Irene Forecast Map

Hurricane Irene Forecast Map

Hurricane Irene hit Puerto Rico already, and is on a direct course and predicted to hit the United States by the end of the week.  There are thus far no reported deaths in Puerto Rico, however more than a million people are without power this morning.
The Hurricane is likely to do major damage as it next passes over the Dominican Republic on the island of Hispaniola.  Hopefully it will not pass directly over the western side of this island where nearly 600,000 Haitians are still homeless since the January 2010 earthquakes.
The one saving grace when it comes to hurricane preparedness in comparison to most other natural disasters is that we do have a sizable warning.  You should really take this time to closely review both your personal and business emergency plans.

Now how about your business?  Do you have a plan in place?  Most importantly after the natural disaster, will you be able to find your employees?  Will your customers be able to find you?

The most often overlooked part of a emergency planning is a good communications plan.  Dexcomm knows the importance of good communications, and we with multiple physical locations, onsite generators, and redundant data backup systems, we don’t go down, period.  So call us today, or follow the link below and make sure your business weathers the storm with a bullet proof emergency communications plan by Dexcomm.


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HIPAA and Natural Disaster: When is it appropriate to share medical records?

Posted on August 10th, 2011 by Bill

KatrinaThe HIPAA privacy rule is meant to protect patient medical records, but what happens when those protections conflict with emergency medical care during a natural disaster such as a hurricane? The HIPAA privacy rule allows the following disclosures during emergenicies:

 

  • ·        Healthcare providers may share information in order provide Treatment to patients. This includes: information sharing with hospitals, clinics, and other providers; patient referrals; coordination with emergency relief workers; record sharing for the purposes of seeking payment.
  • ·        Providers may also share information in order to Notify family or legal guardians of patients of the patient’s whereabouts and condition. This includes sharing information to identify and locate family or guardians. Although getting the patient’s verbal permission is best, HIPAA allows this type of information sharing without permission if the patient unconscious or otherwise incapacitated.
  • ·        Providers may share a patient’s medical information with anyone if, by doing so, the patient or general public will be protected from Imminent Danger.
  • ·        Providers may also give information from their Directory of Patients to callers making inquiries about specific patients. This includes letting callers know if the patient is at the facility, where they are in the facility, and the condition of the patient.

 

HIPAA is meant to protect an individual’s privacy, but not at the expense of the individual’s or the public’s safety. That is why the privacy rule becomes somewhat elastic during times of natural disaster. As a health provider, it may be difficult to know where the line is. Following the simple guidelines above will help you stay on the right side of it as you do your best to care for patients during times of stress.




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