The Goal

To develop strategic improvements in productivity workflow and technology management within a tight budget, for a growing mental health consortium.

The Assignment

  1. Perform systems analysis by understanding how doctors and patients use the existing systems
  2. Prioritize needed improvements to ensure overall project budget is met
  3. Overhaul network, server, database, and desktop hardware
  4. Centralize crucial information, focusing on accessibility and security
  5. Provide ongoing enhancements, service, and maintenance

Gray Rothkopf and his staff at OnDeckTech are dedicated to helping their clients achieve success through strategic technology management. Experts in Apple solutions, they are no strangers to the challenges that both home and business customers can face without proper support for their current systems and foresight about their future needs. So, when approached about systems analysis and workflow enhancement by Cynthia Taylor Handrup, psychotherapist at Handrup and Associates, the consultants at OnDeckTech were confident they could provide an intuitive and effective solution.

The assignment was not a simple task. No single item was the culprit for the practice's inefficient workflow, such as arduous record keeping and inaccessible scheduling. Rather, a combination of hardware, software, and networking factors required improvement—within a limited budget and without interrupting the busy office's productivity. It was the perfect challenge for a consulting company like OnDeckTech.

“I was looking for a reliable, trustworthy company to help us upgrade and improve our services, and I'm delighted to have found OnDeckTech.”

Cynthia Taylor Handrup
APRN, psychotherapist

The Solution

Dedication to customized service makes the difference.
After gaining valuable experience working at an Apple Store in Chicago, Gray Rothkopf began OnDeckTech in January 2005. In a short time, honest dedication to service has grown OnDeckTech into a thriving consulting business, with 24x7 support and a growing staff of certified Mac specialists.

The OnDeckTech team approached the project for Handrup and Associates with the goal of improving daily workflow for doctors and administrators, as well as improving the office visit experience for patients. To accomplish this, they needed to enhance the practice's ability to collect, store, and access patient data. Scheduling patients and sharing up-to-date scheduling information throughout the office was also an important objective. By taking the time to learn about the existing office workflow, OnDeckTech was able to develop a solution that solved the current challenges while also planning for future needs. Most importantly, OnDeckTech worked within budget by prioritizing the changes that would make the most impact and saving other enhancements for future upgrades.

Big picture strategy results in better business management.
OnDeckTech started by updating Handrup's hardware and networking—from original iMacs and a Power Mac G3 server running Mac OS 9, to new iMac G5s, an iBook G4, and a Power Mac G5 server, all running Mac OS X. These systems were synchronized on a network, and connectivity to the Internet was improved with a new DSL line. They also installed new network switches and wiring, configured a firewall for security, and installed Dantz Retrospect for automated backups.

To improve data storage and accessibility for the entire office, the old database was upgraded to FileMaker Pro 7, and appointment scheduling was streamlined through the use of a .Mac account. OnDeckTech also developed a website for Handrup and Associates providing basic information about the practice and offering a pre-registration form for patients to fill out and submit online. The website also offers doctors and administrators a secure area for making easy website updates.

The Results and Benefits

With the recent systems analysis and overhaul at Handrup and Associates, the practice has seen extensive benefit. The patient-focused business now spends less time on inefficient office administration practices, leaving more time for their core objective—providing superior care to their patients.

Instead of filling out forms in the office patients can submit their pre-registration form in advance through the website. Submitted forms are emailed directly from the website to the practice's .Mac account where administrators can cut and paste the information into the improved database. A future enhancement will enable these forms to be submitted directly into FileMaker Pro. In addition, doctors and administrators can now access the most up-to-date scheduling information whenever they need it through iCal, no longer requiring inefficient manual calendaring.

“Handrup and Associates has the flexibility to build on this solution as they grow. And we'll be right there with them when they do, providing the same customized service throughout the life of their practice.”

— Gray Rothkopf, owner, OnDeckTech

Foresight and planning mean ongoing success.
By prioritizing the most crucial updates, OnDeckTech greatly improved productivity at Handrup and Associates while staying within budget. They provided the staff with extensive database and .Mac training, and delivered innovative liquidation services—offsetting nearly 25% of the project cost by liquidating the practice's old systems through online auction. As a result, the thriving medical office has centralized, secure information and efficient, intuitive office processes.

Now that the new systems are  set up and the staff is trained in the new workflow, OnDeckTech will provide monthly support, upgrades, backup maintenance, and on-demand troubleshooting. But the technology and business management does not end there. Part of the customized service provided by OnDeckTech is planning for future enhancements and providing expert foresight about business and technology growth. The consulting firm already plans to upgrade Handrup and Associates to Mac OS X Tiger in the coming months, and will continue to meet the practice's growing needs and ever-changing challenges.