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Assess Twice, Purchase Once: Building Your Best Tech Solution

Posted by Robert Caldwell on Feb 3, 2017 12:58:24 PM

Everyone knows to measure twice and cut once. But too many people acquire technology without knowing what their company really needs.

When you view our website, you see assessments everywhere. This is not a marketing ploy to encourage website engagement. It's part of the process to convert you into a Raving Fan and ensure you get what you need. So let's discuss how the assessment part of the Raving Fan process works.

Tags: Technology

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When Change Management Turns Into a Disaster Scenario

Posted by Robert Caldwell on Jan 30, 2017 3:18:50 PM

People don't even want to change their coffee order at the café in the morning, let alone the technology they've used every day for years. You want to improve productivity through new technology, such as a new customer relationship management system or digital copiers, but don't let yourself get distracted by the shiny data sheet in front of you.

You need to consider the people who are going to use these solutions on a daily basis. They don't care about the technical specifications of what you're bringing in, and they're going to dig their heels in if you don't have a plan ahead of time.

"Deal with it; it's here to stay" is not a good attitude for handling employee resistance to change. You're trying to alter long-held habits, and it's going to take more than telling everyone about a new system.

So why do people resist change? The Harvard Business Review points out the most common causes, including:

  • Uncertainty
  • Lack of control
  • Too many shifts in a short period
  • Potential for increased workloads

Tags: Business Problems, Technology, Solutions, Training, Legal tips and tools

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Keeping Your Digital Copiers Secure in a Healthcare Office

Posted by Robert Caldwell on Jan 9, 2017 9:47:53 AM

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 is 20 years old, so you have a lot of experience with following its requirements. Your healthcare office has several security measures in place to stay HIPAA compliant, but you may be overlooking a key area: your digital copiers. Here are a few ways you could be compromising your patients' health information due to this oversight.

Tags: Healthcare, HIPAA

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Most Popular Datamax Arkansas Posts in 2016

Posted by Robert Caldwell on Dec 28, 2016 1:56:46 PM

I hope you're enjoying your holidays – and thanks for stopping by our blog.

In case you missed these (or want to refresh your memory), here are the six most popular blog posts from 2016. Thanks for reading and I'll see you next year!

Click the titles to read the post.

Tags: Insider, Solutions, Did you know?

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How to Automate Bates Stamping With Your Digital Copier

Posted by Robert Caldwell on Dec 14, 2016 4:30:36 PM

Previously, when you wanted to conduct Bates Stamping for legal documents, you had to download software or find room in the budget for an expensive piece of equipment. However, thanks to multifunctional copiers, this process is now much easier. 

Instead of struggling with difficult applications or investing a large part of your budget into a single purpose device, you can do Bates Stamping with the push of a button on your digital copier. This functionality is the kind of thing the legal industry dreams of.

Tags: Legal tips and tools

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HIPAA and Cloud Compliance in Healthcare

Posted by Robert Caldwell on Dec 9, 2016 9:45:00 AM

As a healthcare office manager, you have distinct goals, not the least of which is to make sure that staff can access medical records at a moment's notice, as this can sometimes make the difference between life and death. To address this, you might feel that the cloud is the tool to use.

However, you also have to protect patients' medical information. The cloud has experienced several newsworthy failures to protect personal information lately, and you don't want your patients' records to be newsworthy, too. Considering your need to protect patient privacy and comply with HIPAA regulations, you might even want to avoid using the cloud altogether because it's too big a risk.

Tags: Healthcare, HIPAA

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A Tale of Two Vendors: A Story of Communication

Posted by Robert Caldwell on Dec 2, 2016 4:42:54 PM

You can have the best of times or you can have the worst of times when it comes to buying or leasing a fleet of photocopiers with a managed print service contract.

If you have the wisdom to carefully research your office equipment partner, you can look forward to years of hassle-free productivity. 

If you foolishly take shortcuts and settle for any old vendor, prepare for years of lost days on the phone frantically trying to get your equipment to work.

The difference between wisdom and foolishness is communication. Only by talking to your potential vendors can you avoid long years of digital copiers that just don't seem to function.

Tags: Printer Management, digital copiers

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The Hidden Cost of a Cheap Photocopier

Posted by Robert Caldwell on Nov 21, 2016 11:07:00 AM

You have to operate with a budget professionally and personally. The same questions come up no matter what you're buying. How much should it cost, where can you find the best deals, and is there a more affordable way to get it?

Many people jump right to the cheapest copier they can find. They think it might match their needs, but their decision is purely price driven. Sometimes they luck out and get the right model with good build quality. Years from now, they're calling the copier "old reliable" and patting themselves on the back for their money-saving move.

However, this is not the case for most people.

Tags: office productivity, Printing, Printer Management, Solutions, Multifunction copier, Did you know?, Productivity

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Document Access and Security: Copiers Are Key

Posted by Robert Caldwell on Oct 27, 2016 2:30:00 PM

It is absolutely vital that records are readily accessible to ensure that your patients receive the best care possible. This means that every organization, from the largest hospital to one-person general practitioner practices, needs to be able to obtain patient records. Every individual involved in a patient's care, from doctors to nurses, need to be able to view a patient's medical history.

While access is key, HIPAA (Health Insurance Portability and Accountability Act) and the HITECH (Health Information Technology for Economical and Clinical Health) Act have established strict standards for ensuring the security of those records. A balance must be struck between access and security.

When seeking to find that balance, paper records can hold you back and make compliance more difficult. Paper records are difficult to share and not inherently secure, since documents can be lost, misplaced, or stolen.

Tags: Healthcare

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7 Ways to Be HIPAA Compliant

Posted by Robert Caldwell on Oct 25, 2016 1:59:54 PM

The federal government requires all organizations and individuals who handle patient health information to be HIPAA compliant. Office managers must work to ensure that all confidential patient information is only viewed by authorized personnel and is protected against theft.

The HIPAA rules that apply to medical offices take up 115 pages. It is absolutely vital that you read through all the rules to ensure that you are in compliance. In 2013, HIPAA policy changed. After reading through those changes, Medical Economics identified seven potential violations that could leave your office open to fines that range from $100 to $50,000. Here are those seven issues and how to ensure you are HIPAA compliant.

Tags: Healthcare

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