Equipment

Incorporating new equipment in your practice

Ensure new equipment serves both the patient and the practice.

BY REBECCA HANLON

For new equipment acquisitions to provide the greatest return, the physician and staff must understand not only cost and reimbursement but also how the new device will impact patient flow, practice workflow, integration with information technology and patient care.

In other words, adding new equipment involves integrated steps to ensure it is used properly and serves the practice’s and patients’ needs.

Before you buy

“If new equipment can bring additional value to the patient, if something new can be diagnosed or it can increase the accuracy of the diagnosis, then using the most advanced technology provides the best outcomes and most efficient care to our patients,” says independent practitioner Suber S. Huang, MD, MBA, of Retina Center of Ohio.

Dr. Huang also values the viewpoints of the technicians and physicians who use equipment, often following up with them to discuss how equipment helps diagnose ailments or expedites workflow.

Beth Hunter, COT, clinical supervisor at Shepherd Eye Center in Las Vegas, says her role is to look at new equipment that might enhance the practice. While advances in technology are important, she doesn’t look to upgrade unless she believes a device would improve the level of patient care or provide a service that the practice does not offer.

“If I see something that’s really progressive or different than what we already have, I usually consider demoing it,” Ms. Hunter says.

Ms. Hunter and other staff also work to collect information on new purchases to ensure they meet performance standards and provide the required level of care. For example, they research health and technology articles and request office demonstrations or meetings that allow them to see the equipment up close before making a purchase.

They also look for machines that are compatible with the practice’s existing electronic health record software so that data goes directly into the patient’s file. This helps time management and ensures better HIPAA practices to protect patient information.

Dr. Huang also carefully considers how many people use the machine and how easy it is for a patient.

Understanding cost and revenue

Along with the value of patient care, potential buyers must conduct a financial analysis.

Typically, Shepherd Eye Center performs a break-even analysis prior to any equipment purchase, says Christina Kennelley, Shepherd Eye Center administrator.

“We look at how much the equipment costs and compare that to how much revenue that equipment will bring in,” she says.

To estimate potential practice revenue, Ms. Kennelley says her practice estimates:

• How many patients will be tested using the equipment.

• How much the practice will be reimbursed each time they bill for the use of the equipment.

The team at Shepherd Eye Center makes these decisions and analyzes the purchase at their owner board meetings to ensure it checks the right boxes and makes sense financially, Ms. Kennelley says.

“If we are able to break even on the purchase within a reasonable amount of time, we will usually move forward with the purchase,” she says.

Staff training

Before introducing a new piece of equipment to the practice, Ms. Hunter says she calls the company to set up a demonstration and training day. Certified technicians usually go through the initial training on new equipment because they will use it most, she says.

“We don’t usually train the entire staff, but stick to those who are mainly responsible for doing that particular testing,” Ms. Hunter says. “The priority is to train technicians so they can start using the new equipment immediately. After that, we will expand training to other staff.”

In most cases, companies send their technicians onsite for a day or two during regular business hours so the practice can train on patients, she says. About three to four lead technicians will spend time with the company-provided trainer, learning how to run the equipment and the data it can provide.

Once a decision is made to purchase the equipment, she says, internal training continues once the practice’s lead trainers become proficient.

Where to place the equipment

How a machine is used and costs are the main factors that determine how many you purchase and where to place them in the office, Dr. Huang says. For example, expensive equipment or occasionally used machines might be placed in a single office or special exam room, he says. Conversely, a high-demand or less expensive device that could be used by most patients, such as a visual field test, might be placed in every exam room.

Also, consider that diagnostic equipment used at the start of nearly every exam, should be placed in a room that allows patients to flow in and out before going to their next exam rooms, Ms. Hunter says. Equipment used by specialists should be conveniently located for those physicians. For example, place an OCT in the office where the glaucoma specialist works the most, Ms. Hunter says.

In addition, Dr. Huang says he considers the following when placing equipment:

• Patient comfort. This applies for equipment that might require a wait. When there could be a delay point in testing, Dr. Huang suggests placing the device near the waiting room so patients can be seated and don’t have a long walk to the exam room.

• Noise level. Loud equipment should be placed away from the receptionist or physician’s office where quiet conversations or phone calls might be required, he says.

Conclusion

Even after taking these steps, those interviewed stress that a new equipment purchase will not be a success unless it improves patient care.

“The goal for us when it comes to equipment is whether or not it will provide us better care for the patient,” Ms. Hunter says. “If it does, we’re likely going to purchase it.” OP