1. Will the New Virtual Charting Solution completely replace our existing system?
2. Can I still use my existing computers?
3. How customizable is the Virtual Charting system?
4. Is it really a paperless system?
5. What happens if the server goes down?
6. What if our office has more than one location?
7. What happens when a doctor goes to see patients at the hospital?
8. How many hours of use can I get out of one Virtual Charting TabletPC?
9. How many Virtual Charting TabletPC's will my office need?
10. How can my office cut costs by implementing the Virtual Charting system?
11. How does the internal faxing and document management system work?
12. How long does it take to set-up and install my office(s)?

Will the New Virtual Charting Solution completely replace our existing system?
No. We believe that having two office systems that operate "Collectively" is the least disrputing to your current workday's flow. Your existing medical scheduling and billing software will remain completely intact. Virtual Charting is a replacement of your Paper - Not your software! Virtual Charting will capture simple and vital information from your existing software like the patients name, ss#, and date of birth. Thats it! Besides, do you really want the headaches of learning and training on a complete new system. Could you even afford to miss just one billable day?

Can I still use my existing computers?
Yes. The new system requires certain hardware requirements that will need to be installed, such as wireless transmitters and very sophisticated servers. The hardware cost is included in your custom proposal and will be configured to your offices’ specific needs. We will upgrade your existing workstations to WindowsXP Professional with at least 128 megs of ram, if you have not already done so.

How customizable is the Virtual Charting system?
Completely customizable! The engine of the software remains the same; however we alter the look and feel of your existing forms and methods of interaction with each patient. Because Virtual Charting is a completely componentized solution, any ideas you may have can be added in a short amount of time. You can even alter the "skin" of the software much like many of the popular software programs available today .

Is it really a paperless system?
Yes. After all of your files have been scanned into the system there is no longer a need to maintain the paper records. You may shred them with ease. Please do not be afraid, we have gone to extreme measures to securely backup all of your digital records. Each and every file is backed-up nightly onto "top of the line" tape devices. You may take these tapes home at night if you like, however we have made it even easier for you to relax by providing a super highend HIPAA Compliant fire safe. Whomever turns the lights on in the morning will be responsible for pulling the recently backed-up tape out of the server, dropping it into the firesafe and putting a new tape in. In the unfortunate event of a fire or flood, the integrity of your patient’s records stays fully maintained and is just a restore away. In fact, if a complete disaster were to occur to your office billing, our tech recovery team would fly down and help you setup shop. In (3) days you are fully restored to working condition in any makeshift office. The charts have always been the most important thing, not just a patients misc scheduling or billing info. If your office were destroyed in its current form, what would really happen to your business. Exactly!

What happens if the server goes down?
Windows 2003 DotNet Servers are some of the most highly stable and sought after systems used everyday on the Internet. With the installation of a service called “Clustering”, the unfortunate event of server downtime is eliminated. Just incase, your office is equipped with (2) Windows 2003 DotNet Servers, both of which completely mimic the other in real-time. If one server fails to perform, notifications are sent out immediately, and the remaining server picks up the active connection, keeping your office running while the challenge of the other clustered server is resolved. Did you know that in the unlikely event that one of our highly-stable servers should "go-down" - the remaining server would email us immediatly and let us know the issue and how to resolve it. Chances are a Virtual Charting Technician would be at the office and begin repairations before you even know there is a problem. Now thats service!

What if our office has more than one location?
Virtual Charting’s core engine was created to handle just that situation! With remote access systems already built into our software, keeping in touch with the main office from a remote location is easy and seamless. Each "slave" location will have a "Sync Server" that will keep the records flowing. With this process in place, you will be able to access your patients’ data as easily and as quickly as if you were still at the main office. Every single user, on both a TabletPC and a regular computer, will be able to view every single patients entire file at every location at the exact same time. I bet you never thought that was realistic, in fact I bet you still have 1 or more patients charts, that a co-worker needs right now, in a briefcase probably in the backseat of your car;) The Virtual Charting system is so robust, that it even allows for "vacation" access. All that is required is a high-speed Internet connection and a little setup help from one of our techs.

What happens when a doctor goes to see patients at the hospital?
Since, in this very common situation, and there is likely no feasible Internet connection, Virtual Charting has added a feature that will allow any authorized employee to pre-load patient files for a non-internet remote access solution. Once the doctor returns to the office the tablet is automatically synchronized to the main servers. Thus creating accurate and complete files. We know that every doctor has his own method of charting a patient, not to mention the flexibility of rounds at a hospital. We have accounted for just that. Another superior quality of the Virtual Charting system is that it allows the doctor to add real-time notes to any pre-loaded patient account, while at the same time providing the ability to easily review the entire patients file. Outstanding to say the least!

How many hours of use can I get out of one Virtual Charting TabletPC?
It will depend on the demand that your particular office places on each tablet. The internal battery of each tablet maintains a continuous use life of approximately 4 hours between charges. Each system comes with a single battery, however additional batteries can be purchased for a nominal fee. With responsible care, your tablet can work with you for your entire workday.

How many Virtual Charting tablets will my office need?
We can guest-i-mate using a simple understanding of how our advanced Virtual Charting system works. Typically each doctor gets 1, each nurse gets 1, The office manager gets 1, The receptionist check-in station gets 1, and there are 2 backups in the server room. The office staff that currently uses regular workstations will continue to do so, however the unfortunate staff member or 2 that is responsible for managing the "paper files" becomes un-neccessary.

How can my office cut costs by implementing the Virtual Charting system?
The best question thus far.
The Virtual Charting software is so robust and complete that it actually does eliminate ALL basic paper-handling positions. This is not an idea that sounds good, but rather it is a reality that fits very well in the pocketbook of most business owners. Basically, each of your employees that are responsible for just "paper management" become invalid. This may be unfortunate for them however, in the real world of running a business, trimming the fat is vital to the sustainability of any office. We have found that the typical small medial practice spends up to $50,000 per year in salaries for the paper-pushers (Not to mention their healthcare benefits). When your office goes paperless, you increase your profits by that much or even more!
Another fine example of actual dollar savings with the Virtual Charting system in place is the obvious, paper itself! You can look at from 2 angles here: 1) Saving trees and the enviornment is vital to the future we leave our children, or 2) Not buying an average 50 REAMS of paper per month will increase profitablility and keep you (and your children) in the plus zone for years to come. It's a simple fact that copies after copies after copies eat up nothing but money. Your fax machine is twice the culprit here. Of course, faxes are important, but our motto is: "anything that comes digital, should stay digital!" Why pay to print, when you dont have to?
Another fine example of "cutting costs" utilizing the Virtual Charting system is all of the accessories you wouldn't normally think about. How about those HIPAA pull tabs, or the file folders? What about the paperclips and the stickers? Ever run out of staples before? Never again! By now you should be starting to see the real benefits. But wait there's more......
The final "realistic" way of keeping the money in the office has to do with the efficiency your office will begin to adapt to. It's unreal the amount of time it takes to search and manage paper files. With the Virtual Charting system installed in your office, you'll soon see that it takes longer for the patient to fill out their forms in the lobby than it does for the nurse to read up or treat the patient. Not to mention that the doctor has complete omnipresence of the movement of patients through an office. The doctor can see how many individuals are waiting in the lobby, how many have been helped and are filling out paperwork, how many are waiting to be seen by a nurse and even who is in what room in real-time. To top it all off, they even can see what the patients' condition is!
At this point, its easy to see the overall savings of a Virtual Charting system in your office, isn't it!

How does the internal faxing and document management system work?
Our document management system is unprecedented and extremely easy to use.
Here is the process: From any patients file just click "Add To Messaging" and walla, the digital document can now be faxed or securely sent to a co-worker. this works with multiple pages and multiple locations. Why not allow your brand new DotNet Servers handle your faxes for you? You can send and receive faxes directly from your TabletPC. Cover-Sheets, too! With the Virtual Charting System in place, the ovbious issues of going paperless is not such an issue anymore. You can type or write directly on any document without the document ever leaving the patients chart. Never refile the pages again!

How long does it take to set-up and install my office(s)?
The process is as simple as the software itself. Simply fill out the "Online Quote" by clicking here or pick up the phone and contact our corporate headquarters @ 702.558.4017 and you will receive an exact dollar quote custom tailored to your office needs.

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Contact Information
If you have any questions about this information or with this web site, you can contact us at nathan@virtualcharting.com.