Frequently Asked Questions
Is the implementation going to slow my office down?
Who owns the data and records we store in Workflow.com?
What happens if the electricity goes out?
What happens if the Internet goes down?
Can we modify documents that have been scanned in?
What happens if not all of the doctors in the practice want to use the system?
Is your system HIPAA compliant?
I've heard that my patient load decreases after an EHR implementation. Is this true?
What will my final note / progress note look like?
Is Workflow.com an integrated system?
How much will it cost to scan all my paper?
Who will scan all of my paper charts?
How long will it take to scan all my paper?
Will your product work with my existing practice management system?
We want a system that can replace our transcription. Does your solution offer this?
Will I have to hire additional staff?
How is my data backed up?
Is the system secure?
Do we lease the software?
Will you share my forms and templates with other users?
How easy is it to add forms?
How do you license your application software?
Do you provide and/or support hardware?
Do you have a question that is not listed here? If so, please
contact us.
Q: Is the implementation going to slow my office down?
A: We minimize slow-downs and disruptions performing as much staff training as possible prior to go live. Most of our customers are back to a full patient load within a week. Back to top
Q: Who owns the data and records we store in Workflow.com?
A: You own your data and patient records and you have the right to access your own data under all circumstances. With your permission, we sometimes use de-identified and aggregate clinical and usage data for reporting and research purposes.Back to top
Q: What happens if the electricity goes out?
A: Workflow.com has the ability to cache patient records locally on your battery powered tablet PC (in a secure folder) so that even in the event of a power outage you will have off-line access to patient records for the day's scheduled patients.Back to top
Q: What happens if the Internet goes down?
A: Most customers are "Locally Hosted" and therefore not affected by Internet outages. For "Web Hosted" customers and satellite offices, we work with you to develop a plan and process so that you are able to use paper while the internet is down and at the end of the day scan the paper directly into the patient's charts.Back to top
Q: Can we modify documents that have been scanned in?
A: Yes. Any document that is scanned into the software is stored in standard TIFF format and can be edited with our exclusive HyperForms™ Editor. All versions of a document are saved - so when you edit a document, a new revision is created. Back to top
Q: What happens if not all of the doctors in the practice want to use the system?
A: The providers that may not want to use the software can continue to work on paper which can then be scanned into the patient's chart at the end of the day. We barcode the paper documents so that they can be scanned and automatically filed the patient's electronic chart when the encounter is complete. Back to top
Q: Is your system HIPAA compliant?
A: Yes, Workflow.com solutions are designed with HIPAA in mind. In addition to standard security features, our products include robust user activity tracking and auditing capabilities. With proper user training combined with a comprehensive HIPAA policy, Workflow.com products will help insure that your organization remains HIPAA compliant.
Q: I've heard that my patient load decreases after an EHR implementation. Is this true?
A: Although this may be true with some EHR systems, our technology combined with our best practices and rapid implementation tends to do just the opposite. Many of our customers have actually increased the number of patients they see on a daily basis and have improved the office processes surrounding patient encounters. Back to top
Q: What will my final note / progress note look like?
A: With our technology, you can use the forms you use today, or you can use our advanced e-Forms™ technology to create pre-defined templates. The best part about it is that you can increase the workflow efficiency of your office while decreasing order processing cycles and filing costs. Back to top
Q: Is Workflow.com an integrated system?
A: Yes. Although workflowPM™ was an acquired product, the current version has been integrated with workflowEHR™ and workflowScheduler™ to provide you with one integrated solution for EHR, Scheduling, and Billing. The significant benefit is that our Practice Management and Billing is a mature, fully functional, and feature rich application. Back to top
Q: How much will it cost to scan all my paper?
A: All costs included (labor, materials, hardware, software) the cost of scanning typically between $4 and $8 per chart. However, that is approximately the same cost as filing and handling a paper chart for a single encounter. So in the end you will save money by being paperless. Think of it this way, if you had always been paperless, you would definitely notice the high cost of materials and labor if you suddenly started using paper charts. Back to top
Q: Who will scan all of my paper charts?
A: Depending on the size of your practice, you may use existing personnel, hire temporary personnel, or outsource your scanning to a professional, production scanning organization. In any case, we can help you make the best decision and provide training, equipment, and supplies. Back to top
Q: How long will it take to scan all my paper?
A: This will depend on the number of charts, the number of pages in the charts, and whether you want to scan all your charts or only the active charts. Typically, it takes on average 10-20 minutes to prepare, scan, and verify a chart. Most practices find that scanning charts for patients in the order in which they are on the schedule makes the most sense. Back to top
Q: Will your product work with my existing practice management system?
A: Yes. Workflow.com has a robust HL7 interface and can work with most major practice management and billing software. Back to top
Q: We want a system that can replace our transcription. Does your solution offer this?
A: In some cases transcription can be completely eliminated. However, most users come to realize that a "templated" encounter with supplemental dictation or small amount of typing provides the most efficient way to create robust, accurate progress notes, referral, and consult letters. Back to top
Q: Will I have to hire additional staff?
A: Probably not. In fact, many medium and large sized practices have been able to reduce staff size with the increased efficiency Workflow.com solutions provide. Back to top
Q: How is my data backed up?
A: Your data is backed up to our secure data center each night. You can also request backups to be made to your own servers. Back to top
Q: Is the system secure?
A: Yes, there are several layers of system security. Workflow.com employs industry standard security measures for data protection and to ensure access by authorized users only. In addition, there is a complete audit trail for all activity within the system. Back to top
Q: Do we lease the software?
A: Yes, you have the option of either leasing the solution, or purchasing an outright license. If you lease, the annual maintenance, support, and hosting fees are built into the monthly payment. Back to top
Q: Will you share my forms and templates with other users?
A: If we participate in the creation of forms, templates, or clinical content that you use, we maintain copyright ownership and will generally use the same (or similar) forms, templates, and content with others. For forms or clinical content (patient education handouts, etc.) designed solely by you without our assistance, we will not share them with anyone else without first obtaining permission from you. Back to top
Q: How easy is it to add forms?
A: It is very easy to add HyperForms templates into the software. The templates are created within Microsoft Word and then uploaded to the template library (where they are converted to TIFF images for use with HyperForms). Creation of eForm templates is done by Workflow.com staff, based on your requirements. The Workflow.com support team can train your staff to manage your own forms library. Back to top
Q: How do you license your application software?
A: The main software license for your new hosted solution is a one-time fee priced per provider. A reduced license fee is charged for secondary providers such as PAs and NPs. This license runs concurrent with paid maintenance and support. Please see our How To Buy page for more information. Back to top
Q: Do you provide and/or support hardware?
A: Workflow.com does not usually sell or support hardware. We do however provide a list of recommended and approved hardware (tabletPCs, scanners, cameras, etc.) and can work with your current computer and network technology provider to ensure that the right equipment is ordered and installed properly. If you do not have a hardware provider, we can recommend one of our regional or national partners. Back to top
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