Most advice on remote work aims to persuade managers that it is awesome. Here and now, managers need not be convinced; COVID-19 may be forcing the transition. The question is how to make the leap with no prior planning and little money.
The good news is that most DME suppliers can move employees offsite with seven basic tools.
First, a few clarifications:
To start working remotely, DME medical billers need a computer with a reliable internet connection. Luckily, there are apps and services for almost every other basic office function.
Security and control of all data is still important, so companies should avoid the use of personal computers and devices. Instead, employers can send work computers home, even desktop machines. Before doing so:
When working remotely, paper is bad juju. Dual monitors are key to avoiding paper. Employees are inclined to print, especially for projects that require document comparison. A second monitor allows workers to see the source document on one screen and research or update billing software on the other; no printing required.
… and Noise-Cancelling Headphones.
Not everyone has access to a quiet place to work at home. At MiraVista, we use Plantronics Voyager 8200 UC wireless headphones with active noise cancelling. We use them to drown out distractions, listen to music and coffeeshop sounds, and make voice and video calls with clients. Additionally, the noise-canceling microphone is magical in its ability to mask not-very-business-like-background sounds we don’t want our clients to hear during business calls. Seriously, they rule, and we consider them a key piece of our remote work kit.
2. Phone
Consider voice-over-IP options with desktop phone apps so employees can make and receive calls without giving out personal cell phone numbers. We use Nextiva, but options are plentiful. Most legacy phone systems allow employees to forward their regular extensions to the virtual extension.
3. Fax
There are infinite options for electronic fax capability. We use Faxage for secure inbound and outbound faxing.
4. Email
If company email is not already accessible outside the office, consider creating separate, company-controlled email accounts on web-based platforms like Google’s G Suite or Rackspace.
5. Printer
Again, remote workers should avoid creating paper documents when working remotely. CutePDF enables users to print almost anything from any application to a pdf document for easy digital storage.
6. Remote Desktop
If the company’s billing software is not already in the cloud, consider using a secure remote desktop application to access office computers or servers over the Internet. Popular services include:
7. Document Storage
If the current billing application can electronically store documents, use that. Otherwise, consider a secure option from Box, Google Drive File Stream, or Dropbox. If current processes rely heavily on paper, managers may assign one or more people in the office (or a secure remote location with a scanner) to prioritize digitizing and saving paper documents for access by remote employees.
This is not an exhaustive list, but it will enable suppliers to get staff up and running at home quickly and inexpensively. Once functional, each business can adjust conditions and culture to suit its specific needs. Practice, after all, makes perfect.
The good news is that most DME suppliers can move employees offsite with seven basic tools.
First, a few clarifications:
- While this article is focused on medical billers, suppliers can apply it to a wide array of personnel that need to work from home.
- This article is for employees that need to work from home for reasons other than being sick or caring for the sick.
- To protect sensitive data, be sure to read privacy policies, security provisions, terms and conditions, and other documentation before implementing any new service.
To start working remotely, DME medical billers need a computer with a reliable internet connection. Luckily, there are apps and services for almost every other basic office function.
Security and control of all data is still important, so companies should avoid the use of personal computers and devices. Instead, employers can send work computers home, even desktop machines. Before doing so:
- Install disk-level encryption software, like Microsoft’s Bitlocker or Veracrypt.
- Create an inventory of the items distributed, including cables and peripheral devices.
- Communicate in writing the rules for using work computers at home are the same as inside the office. That means, for example, work computers should be used for work purposes only, and there is no expectation of employee privacy when using company equipment.
When working remotely, paper is bad juju. Dual monitors are key to avoiding paper. Employees are inclined to print, especially for projects that require document comparison. A second monitor allows workers to see the source document on one screen and research or update billing software on the other; no printing required.
… and Noise-Cancelling Headphones.
Not everyone has access to a quiet place to work at home. At MiraVista, we use Plantronics Voyager 8200 UC wireless headphones with active noise cancelling. We use them to drown out distractions, listen to music and coffeeshop sounds, and make voice and video calls with clients. Additionally, the noise-canceling microphone is magical in its ability to mask not-very-business-like-background sounds we don’t want our clients to hear during business calls. Seriously, they rule, and we consider them a key piece of our remote work kit.
2. Phone
Consider voice-over-IP options with desktop phone apps so employees can make and receive calls without giving out personal cell phone numbers. We use Nextiva, but options are plentiful. Most legacy phone systems allow employees to forward their regular extensions to the virtual extension.
3. Fax
There are infinite options for electronic fax capability. We use Faxage for secure inbound and outbound faxing.
4. Email
If company email is not already accessible outside the office, consider creating separate, company-controlled email accounts on web-based platforms like Google’s G Suite or Rackspace.
5. Printer
Again, remote workers should avoid creating paper documents when working remotely. CutePDF enables users to print almost anything from any application to a pdf document for easy digital storage.
6. Remote Desktop
If the company’s billing software is not already in the cloud, consider using a secure remote desktop application to access office computers or servers over the Internet. Popular services include:
7. Document Storage
If the current billing application can electronically store documents, use that. Otherwise, consider a secure option from Box, Google Drive File Stream, or Dropbox. If current processes rely heavily on paper, managers may assign one or more people in the office (or a secure remote location with a scanner) to prioritize digitizing and saving paper documents for access by remote employees.
This is not an exhaustive list, but it will enable suppliers to get staff up and running at home quickly and inexpensively. Once functional, each business can adjust conditions and culture to suit its specific needs. Practice, after all, makes perfect.
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