It doesn’t seem that long ago—although it’s been nearly 22 years—that I sold my first optometric turnkey system in April 1984! The newly released OfficeMate software was bundled with an IBM Model 8080 with a “huge” 20MB Corvus hard drive. The system was the size of a suitcase with a built-in tape backup system! There were many eyecare technology pioneers in the early 1980s who joined me in the leap of faith needed to computerize optometric practices.

A lot of skepticism existed about the need for an eyecare office computer system in 1984. What was the ROI? Who needed a computer? Was there really a place in an eyecare practice for a computer system that cost $14,000?

Well, turn the clock ahead to 2006 and what a difference 22 years makes in one’s life, especially a “technology life.” Now it’s a challenge to find an office without a computer and the practice management and electronic health record system is the “nerve center or hub” for the TIP, or Technology Integrated Practice as we’ve coined it at OfficeMate Software Solutions.

At OfficeMate, we see this trend constantly escalating geometrically. Many, many optometrists join our OfficeMate family each month. A significant number of OfficeMate practices are installing ExamWRITER electronic health records and demanding complete integration with their digital instruments. The era of a “paperless office” is here, finally.

OfficeMate is fully committed to helping you create a “TIP” throughout your entire office—from the reception area to the dispensary. The OfficeMate team is partnering with industry leaders like Marchon (our parent company), Eyemaginations, Marco, Optos, Essilor, and more to design a fully integrated suite of software products to manage the complete health and work cycles of your patients and your practice.

Watch for new OfficeMate announcements on our “Technology Integrated Practice” in the weeks and months to come. Stop by our booths at SECO in Atlanta, the Texas Optometric Association’s annual meeting in Austin, OptoWest in Anaheim, and Vision Expo in New York City. For a complete listing of the events our team will be attending this year, go to http://www.officemate.net/news_events.aspx. Also, if you haven’t done so already, be sure and check out our new Web site at www.marchonsoftware.com.

C. Edward Buffington
President

In the Fall edition of OSSNews, we asked you to complete a survey telling us how we’ve done in the past and what you’d like to see from us in the future. OfficeMate’s success is predicated on providing you with products, services, and tools to successfully manage your eyecare business. Your report card is helping guide and direct future decisions we make.

286 OfficeMate & ExamWRITER users completed the survey. Congratulations go to Robin at San Clemente Optometry for winning the Apple iPod in our giveaway! Other results from the survey are listed below:

• 97.6% of the respondents use OfficeMate
• 34.6% of the respondents use ExamWRITER
• The most commonly used feature in OfficeMate is fee slips.
• 79.6% of the respondents gave OfficeMate a grade of “A” or “B.”
• The most commonly used features in ExamWRITER are the Electronic Health Records and Patient Information Center.
• 63.2% of the respondents gave ExamWRITER a grade of “A” or “B.”
• The most commonly used value-added products are services are VisionWeb and GatewayEDI.
• The most commonly used training tool that respondents use is our iTrain online videos.
• 78.7% of the respondents gave the OfficeMate Software Solutions University trainers a grade of “A” or “B.”
• 76.9% of the respondents gave the OfficeMate Client Services team a grade of “A” or “B.”
• 75.2% of the respondents gave the OfficeMate Sales team a grade of “A” or “B.”

After the survey was closed, the executive team at OfficeMate met several times to review the results and create action items for each team. We take your comments very seriously and are always working hard to better serve your practice needs. Each team has addressed the needs and concerns you identified in the survey. The Development team added enhancement requests to our software tracking system. The Sales team contacted clients who had questions about our products. The Documentation team sent clients links to our latest documentation. The Client Services team worked to solve client issues. And the Training team contacted clients who requested training classes and worked to educate them on how to use OfficeMate and ExamWRITER.

We appreciated your honest and candid feedback and were pleased to see the high marks that you gave us. We will continue to work hard in 2006 to exceed your practice management and EHR needs!

We will conduct another report card survey at the end of this year. In the meantime, you are welcome to send us feedback anytime at feedback@officemate.net.

Carrie Damschroder
Director of Documentation

At OfficeMate, we know and understand that our best source for new OfficeMate and ExamWRITER clients is a referral from existing, happy clients.

A great majority of our clients are very pleased with the OfficeMate and ExamWRITER products and support. We trust that you fall into this category. Do you know a friend or associate who’s considering new practice management or electronic health record software?

OfficeMate Software Solutions is seeking clients interested in volunteering to be a part of our OfficeMate and/or ExamWRITER pre-release feedback program. Clients who volunteer for this program will receive pre-release copies of OfficeMate and/or ExamWRITER in exchange for their constructive feedback on the new software versions. We value your comments greatly and are working hard to improve OfficeMate and ExamWRITER for you. This pre-release feedback program will allow you to use new versions of OfficeMate and/or ExamWRITER before they are available for general release and it will allow us to receive feedback on the pre-release versions so that we can improve the product before general release.

We invite all clients who have the time and desire to provide valuable feedback to us during our pre-release software periods to contact us at 1.800.942.5353 or support@officemate.net and inquire about enrolling in our OfficeMate and/or ExamWRITER pre-release feedback program. If you are selected to participate in this program, we will send you download links to future pre-release software versions and ask that you complete and return feedback forms.

Carrie Damschroder
Director of Documentation

The Client Services (CS) team is continually looking for ways to increase its service levels to you. Most new clients require a lot of assistance and attention because they are in a transition period of having to learn, implement, set up, and test new software in order to use it for their office procedures. These tasks increase the telephone wait time to speak with a Client Service Representative (CSR). For this reason, beginning January 1, 2006, we implemented a new sub-department in CS especially for new clients. A new client is a client who has licensed the OfficeMate Suite within the past 90 days. We now have a separate CS team that is dedicated to supporting and assisting new clients and their staff members and helping them get through this critical implementation phase. This new sub-department will help decrease your wait time in the general CS call queue. A new client will receive a new client package via FedEx that includes the following materials: 

• OfficeMate Suite version 6.x
• Activation CD dated on or after 11/01/2005
• OfficeMate Reference Guide and/or ExamWRITER Getting Started Guide
• OfficeMate Software Solutions University (OSSU) training package 

If you have received all of the above items in one shipment on or after 11/01/2005, then you are a new client. Beginning January 1, 2006, a new client can reach a New Client Service Representative (NCSR) by calling 1.800.942.5353 and selecting option 1 to access the CS menu. After you reach the CS menu, select option 2 to speak with an New Client Representative (NCR).

A client that has completed his or her first 90-day implementation period

• Will have participated in live training courses with OSSU.
• Is able to navigate well within the OfficeMate Suite.
• Is familiar with using all CS tools including F1 online help, user’s guides, the Reference Guide, and iTrains (online recorded training videos).
• Has set up 75% of the OfficeMate Suite (providers, insurance providers, procedures, materials, etc.).
• Is running the OfficeMate Suite in a “live” environment.
• Is creating fee slips to record patient charges and printing HCFA forms to submit to insurance carriers.

If you are an established client, any assistance that you need that is not contained in the CS tools (F1 online help, user’s guides, the Reference Guide, and iTrains (online recorded training videos)) can be answered by a well qualified CSR by calling 1.800.942.5353 and selecting option 1 and then waiting for the next available representative. 

Please remember to contact your computer/network technician for any issues pertaining to your hardware, network, and backup procedures. An OfficeMate Software Solutions CSR can only assist users with OfficeMate Suite questions and issues. Contacting your computer/network technician for non-OfficeMate and ExamWRITER questions will help lessen the wait time for other clients requiring assistance with OfficeMate and ExamWRITER. 

As always, Client Services looks forward to serving you in 2006 and thanks you, too, for your continued support.

Violet Baker
Director of Client Services

OSSU has also expanded its training hours to offer you more iCoach courses at more convenient times—whether you are on the East coast, West coast, or somewhere in the middle. View our new OfficeMate iCoach schedule at http://www.officemate.net/training_om_schedule.aspx and our new ExamWRITER iCoach schedule at http://www.officemate.net/training_ex_schedule.aspx.

Sales at Vision Expo West in September 2005 brought many new clients to OfficeMate Software Solutions. The OSSU coaching team has enjoyed training these doctors and their staff members on both OfficeMate and ExamWRITER. Please remember that you can schedule additional, very affordable classes if you have training needs beyond the courses that are included with your initial software purchase. We look forward to being of service to you.

Marsha Vaughn
Director of OSSU

You have insurance for your practice, house, car, health, and life. But do you also have insurance for your electronic patient records? If not, you can sign up with OfficeMate iBackup Powered by DataHEALTH to have your patient records insured through an automatic daily back up process. Your backed up records will also be stored in a secure, offsite location—all for as little as $1 per day.

iBackup Powered by DataHEALTH is a “worry-free” online data backup solution for OfficeMate clients. All you need is an Internet connection and a few minutes to set up the backup parameters and your worries are over! You can rest assured that your files are being securely transmitted and stored in a safe location. If you need to restore data, simply click a button and your data is back in the same format that you sent it.

More than just peace-of-mind, iBackup Powered by DataHEALTH offers you a fully automated process, instant notification of your backup status, speed, reliability, and pricing at a great value.

OfficeMate iBackup Powered by DataHEALTH is now offering a free 30-day, obligation-free trial! For more information on this offer and iBackup Powered by DataHEALTH, go to http://www.officemate.net/officemate_va_DataHEALTH.aspx or call Marci Miller at 1.800.269.3666, ext. 5004.

OfficeMate is now selling MMF Cash Drawers and is no longer selling Indiana Cash Drawers. The new MMF Cash Drawers integrate with OfficeMate 4.6 and above and offer the following features and capabilities:

• Unitized steel body
• Stainless steel front panel (Heritage Series only)
• US standard till with five bill and five coin compartments
• Ample storage space below the cash tray
• Two to three media slots
• No bell
• 9F or serial cable
• Random lock
• Multiple size and color options

Your colleagues receive 14 patient self-scheduled appointments every month; why aren’t you?

Your patients can automatically schedule appointments 24x7x365 with no staff time or effort.

4PatientCare Web scheduling is automatically synchronized with your OfficeMate Appointment Scheduler so that it follows your scheduling rules and templates (days, times, and appointment types). You can specify what insurance plans you accept and how many days you need for pre-authorizing each plan.

4PatientCare will help fill your schedule and improve your patients’ experiences. Try 4PatientCare services risk free until April 15, 2006. Contact Marci Miller at marci@officemate.net or 1.800.269.3666, ext. 5004. You can try a demonstration right now from your computer by clicking http://www.4patientcare.com/demos.asp.

Are you interested in purchasing Tablet PCs for your practice, but you have a lot of questions you’d like answered first? Using Tablet PCs in your wireless office can make your workflow faster and more efficient. OfficeMate highly recommends using Motion Computing Tablet PCs in your office. And before you purchase these PCs, we suggest your review a list of FAQs. For more information on Motion Computing Tablet PCs, go to http://www.officemate.net/officemate_va_motionTablet.aspx. Please note that in order to be eligible for the OfficeMate discount on Motion Computing Tablet PCs, you must be referred through OfficeMate Software Solutions. For more information on wireless networks, see the article in this newsletter about improving your wireless network.

Recently, we redesigned our Web site to reflect our new corporate image and provide you with more accessible information about our products. You can check out these changes at www.marshonsoftware.com. We have now begun phase II of our Web site design; this phase will greatly impact how you communicate with us. After phase II of the Web site redesign is completed in the second quarter of 2006, you will be able to accomplish the following tasks just by visiting our Web site:

• Renew your Annual Software Maintenance Agreement (ASMA) using a credit card and view your account online
• Purchase value-added products and services, such as DataHEALTH contracts, barcode printers and scanners, user’s guides, cash drawers, cables, and replacements CDs
• View password protected iTrains, documentation, and other resources

After future phases of the Web site redesign are complete, you will also be able to receive yearly AMSA renewal “e-bills.”

In our efforts to help you create a paperless office, we will be sending more correspondence to your Inbox and less to your mail box. In the future, ASMA renewal notices, software updates, and training information will all be sent to you via e-mail. In order to ensure that you receive our e-mail messages, please set up your e-mail account so that e-mails from officemate.net are not flagged as “spam.” If you are unsure how to properly set up your e-mail account, contact your network administrator.

During the past few months, we have been building an online knowledge base for you to go to anytime you have questions about OfficeMate, ExamWRITER, ReportWRITER, OfficeMate DOS, conversions, and value-added products and services. This knowledge base contains answers to “How To” questions, information on error messages and software fixes, and a growing list of FAQs. We encourage you to visit the knowledge base at http://www.officemate.net/omkb/ to find answers to your questions and ask questions to which you need answers. We are continually adding to this knowledge base, so check back often!

Reminder! Updated Documentation is Always at Your Fingertips!

Even if you don’t have a recent printed OfficeMate and/or ExamWRITER user’s guide in your office, you can always access the most up-to-date OfficeMate and ExamWRITER instructions and resources. To access this valuable information, follow the instructions below.

To view or print a PDF copy of the OfficeMate User’s Guide

1. Go to http://www.officemate.net/support_om_resources.aspx.
2. Click on the OfficeMate User’s Guide download link.

OR

1. Open OfficeMate.
2. Click Help.
3. Select User’s Guide.

OR

1. Insert your OfficeMate Suite Complete Program CD into your computer.
2. Navigate to the Documents folder on your CD-ROM drive.
3. Double-click OfficeMate Users Guide.pdf.

To view or print the OfficeMate F1 online help

Press F1 to open context sensitive help.

OR

1. Open OfficeMate.
2. Click Help.
3. Select OfficeMate Help Topics.

To view or print a PDF copy of the OfficeMate Reference Guide

1. Go to http://www.officemate.net/support_om_resources.aspx.
2. Click on the OfficeMate Reference Guide download link.

OR

1. Insert your OfficeMate Suite Complete Program CD into your computer.
2. Navigate to the Documents folder on your CD-ROM drive.
3. Double-click OfficeMate Reference Guide.pdf.

To view or print a PDF copy of the ExamWRITER Getting Started Guide

1. Go to http://www.officemate.net/support_ex_resources.aspx.   
2. Click on the ExamWRITER Getting Started Guide download link.

OR

1. Open ExamWRITER.
2. Click Help.
3. Select User’s Guide.

To view or print the OfficeMate F1 online help

Press F1 to open context sensitive help.

OR

1. Open ExamWRITER.
2. Click Help.
3. Select ExamWRITER Help Topics.

Carrie Damschroder
Director of Documentation

ExamWRITER Electronic Health Records (EHR) has added more interfaces to its already comprehensive line up of instruments that interface directly with it or store data and images in the appropriate portion of the exam record.

We are proud to announce that Synemed EyeScape now interfaces both posterior and anterior segment imaging directly with ExamWRITER. Beta site testing is currently taking place and the final release of the interface is expected to be soon.

According to Synemed, “EyeScape systems are the ultimate integrated hardware and software solutions for all your digital imaging needs. The user-friendly software allows for the easy capture, review, enhancement, and storage of images. Special digital camera adapters will fit on most current and older retinal cameras, eliminating the need to purchase new instruments.” Now you can view every image directly from the patient’s exam record!

According to Synemed, EyeScape solutions are available for the following instruments:

Non-Mydriatic Retinal Cameras
Canon Models

• CR3
• CR4
• CR5
• CR6

Topcon Models

• NW3
• NW5

Nidek Models

• NM-200
• "Handy"

Slit Lamps
Synemed Slit Lamp Adapters retain full slit lamp functionality without requiring the placement and removal of camera attachments during procedures. The adapters also include full iris control for great photos every time you use the equipment.

Slit Lamp Line-Up     

• Haag-Streit
• Zeiss
• Topcon
• Marco
• Nikon
• Mentor
• Reichert
• Woodlyn
• Burton

Please check our Web site (http://www.officemate.net/examwriter_equip.aspx) frequently for an updated ExamWRITER equipment interface list so that you can continually enhance your patient care, documentation, and practice efficiency. Look for more important instrument interface announcements soon!

Ian Lane, O.D., F.A.A.O
Vice President of Professional Services

OfficeMate Software Solutions recommends purchasing business grade wireless equipment for your practice's wireless network. One reputable wireless network suggested for business practices is the ORiNOCO Smart Wireless Suite by Proxim Wireless.

1. Position your wireless router in a central location.
When possible, place your wireless router in a central location in your office. If your wireless router is against an outside wall of your office, the signal will be weak on the other side of your office.

2. Move the router off the floor and away from walls and metal objects (such as metal file cabinets).
Metal, walls, and floors will interfere with your router's wireless signals. The closer your router is to these obstructions, the more severe the interference, and the weaker your connection will be.

3. Replace your router's antenna.
The antennas supplied with your router are designed to be omni-directional, meaning they broadcast in all directions around the router. If your router is near an outside wall, half of the wireless signals will be sent outside your office, and much of your router's power will be wasted. Upgrade to a hi-gain antenna that focuses the wireless signals only one direction. You can aim the signal in the direction you need it most.

4. Add a wireless repeater.
Wireless repeaters extend your wireless network range without requiring you to add any wiring. Just place the wireless repeater halfway between your wireless access point and your computer, and you'll get an instant boost to your wireless signal strength. Wireless repeaters are available from D-Link, Linksys, Buffalo Technology, and other companies.

5. Change your wireless channel.
Wireless routers can broadcast on several different channels, similar to the way radio stations use different channels. Try changing your wireless router's channel through your router's configuration page to see if your signal strength improves. You don't need to change your computer's configuration, because it'll automatically detect the new channel.

6. Reduce wireless interference.
If you have cordless phones or other wireless electronics in your office, your computer might not be able to "hear" your router over the noise from the other wireless devices. To quiet the noise, avoid wireless electronics that use the 2.4GHz frequency. Instead, look for cordless phones that use the 5.8GHz or 900MHz frequencies.

7. Update your firmware or your network adapter driver.
Router manufacturers regularly make free improvements to their routers. Sometimes, these improvements increase performance. To get the latest firmware updates for your router, visit your router manufacturer's Web site.

8. Pick equipment from a single vendor.
While routers from different vendors are designed to work together, you often get better performance if you pick a router and network adapter from the same vendor. Some vendors offer a performance boost of up to twice the performance when you choose their hardware.

9. Upgrade 802.11b devices to 802.11g, or MIMO.
802.11b is the most common type of wireless network, but 802.11g is about five times faster, and the latest "Multiple In, Multiple Out" (MIMO) technology is about 10 times faster. Both 802.11g and MIMO are backward-compatible with 802.11b, so you can still use any 802.11b equipment that you have.

Wireless networks never reach the theoretical bandwidth limits. 802.11b networks typically get 2-5Mbps. 802.11g is usually in the 13-23Mbps range. MIMO equipment has been measured at 37-42Mbps.

Excerpted from http://www.microsoft.com/athome/moredone/wirelesstips.mspx.

Rob Adams
Vice President of Development