Vivadox welcomes Dr. Rohan Walvekar

Vivadox welcomes Dr. Walvekar

Vivadox welcomes Dr. Rohan Walvekar as its Co-founder and Chief Medical Advisor, to help steer the company through the next level of telehealth growth and innovations.

Dr. Walvekar is the ENT and Head Neck Cancer Surgeon at LSU. He teaches the technology to endoscopically manage salivary gland disorders in the Department of Otolaryngology and has made it the leading center in the United States for this procedure. Serving as Mervin L. Trail Endowed Chair in Head and Neck Cancer at LSU Health Sciences Center, Dr. Walvekar is recognized as one of the top three leaders for this surgery.

Dr. Walvekar is a passionate technology innovator, holds patents for surgical innovations and has previously developed a widely used app for the healthcare industry, nDorse, to improve healthcare staff morale and engagement via positive reinforcement.

Why Telemedicine is Here to Stay

Why Telemedicine is here to stay

The global COVID-19 pandemic has strongly influenced the shift in healthcare from mostly in-person care to predominantly virtual care. With the need to free up the hospital spaces for the rising number of COVID-19 and other emergent patients, many providers shifted the follow-up and chronic care to virtual. In addition, many specialist appointments are now conducted virtually. Consequentially, the role of telemedicine shifted from an additional tool that was only used occasionally, to an essential tool that is used to treat a number of patients every day.

With the current climate in the medical world, there is a lot of discussions as to what the future of telemedicine is. Is it here to claim its rightful place in medical care or is it just a temporary tool to help providers fight through pandemic? At Vivadox, we believe that telemedicine is still at its infant stage, and not only is it here to stay but to revolutionize healthcare as we know it.

Here are some of the reasons why telemedicine is here to stay:

High Patient Demand and Convenience

During the global pandemic, it has become clear to both patients and providers that not all follow-ups, prescription refills, consultations, and chronic care appointments require an in-person office visit. Telemedicine allows great convenience and reduced travel time, and most of the patients may be willing to pay standard co-pays or more for this convenience [1]. With a smaller time commitment required from the patients, they no longer need to dedicate a whole day to go receive the treatment they need. With providers constantly looking for ways to enhance the patient experience, telemedicine comes in as an excellent way to attract the patient and use it regularly in the treatment where appropriate.

Untapped Capabilities

Technology is still advancing and the possibilities for the future of telemedicine are endless. The constant advances in technology are constantly influencing the transformation of the healthcare system. Many tech companies are working on improving their healthcare solutions by utilizing everything from well-established communication tools like video and audio calls to revolutionary technologies like Artificial Intelligence and Machine Learning. While incorporating features to obtain providers’ feedback and using it to make adjustments and improvements that would improve both providers’ experience and satisfaction, telemedicine tools are becoming more accepted and viable for everyday use.

Regulations and Reimbursement Policies

As the COVID-19 emerged, many of the regulations and policies governing telemedicine have been loosened and continuously updated to accommodate the current state of emergency. These changes brought an unexpected outcome of establishing the benefits of telemedicine by helping patients continue their treatment with doctors remotely without the risk and fear of virus illness contraction. Many patients that would normally not be able to access telemedicine were able to receive care from the comfort of their homes. There are efforts to change permanent telemedicine and regulations (you can read more about this on the ATA website[2]) to allow greater patient access to telemedicine and for the providers to get adequate reimbursements for the care provided. With the rapid growth of telemedicine, it is expected that the regulations governing telemedicine will be constantly updated and expanded to include new technologies and use cases.

Make Healthcare Accessible

Many rural areas in the United States do not have easy access to healthcare. While there are areas with limited access to the Internet and smartphones, in recent years, there have been great efforts to improve this. Patients must travel for hours at times to receive the adequate care they need. For the older patients with chronic conditions, this can mean that they will not see their providers as often as they should. Allowing telemedicine to continue beyond the pandemic can significantly impact the frequency and quality of care patients in rural are receive. Additionally, they can connect with specialists that they would normally not be able to see due to location constraints and get advice.

Ultimately, virtual care has proven to be beneficial and can have a critical role as a supplemental tool in the future of medical care. With innovative features and improved functionality and coverage, telemedicine tools will become one of the top choices for patient treatment long after the pandemic is over.

Sources:

  1. https://www.ajmc.com/view/patient-and-clinician-experiences-with-telehealth-for-patient-followup-care
  2. https://www.americantelemed.org/policies/ata-permanent-policy-recommendations/

How to Minimize Telemedicine Security Risks

The surge in telemedicine use due to the COVID-19 pandemic has contributed to the increase in recognition of the numerous benefits telemedicine provides. During the past year, many patients and providers that had never even heard of telemedicine before started using telemedicine to provide and receive the best care possible at these unusual times.

While recognizing the benefits and convenience that telemedicine provides to both providers and patients, there are still some considerable doubts when it comes to security and privacy. For telemedicine to reach its full potential both sides have to trust that their interaction, as well as the personal data transmitted, are kept private and secure. While using at-home networks and personal smart devices may pose certain security risks, we have listed some recommendations that can help you and your patients minimize potential security risks.

Encryption: Using HIPAA Compliant Telemedicine Solution

Many existing platforms that are being used to conduct telemedicine appointments do not meet HIPAA requirements and lack essential safeguards. Some of the key HIPAA requirements include guidelines on encryption. Encryption must be implemented at every step of the process. All of the communication and data exchange during the telemedicine visit should be encrypted as well. When seeking telemedicine solutions, look for information on how they assure HIPAA compliance and what security features they provide.

While using a secure HIPAA compliant telehealth platform is important, it is only one of the steps toward secure communication. Every system is as strong as its weakest link. You can have the top-notch security setup, however, if a user writes down a password on a sticky note by the computer for everyone to see, those security investments are wasted.

Working with telemedicine provider: Data breach and emergency response

Even the best security systems have their flaws. When working with ePHI, it is important to have an established emergency response in case a breach occurs. The breach can happen locally, on healthcare providers’ side, or externally, on the telemedicine providers’ side. This is why you must work together with your telemedicine provider to protect ePHI and learn about their emergency response procedures.

Device security: Keeping antivirus up to date

All of the devices that are accessing ePHI and participating in telemedicine interaction must have up-to-date protection against viruses and other malware. Assuring that providers have appropriate and up to date software installed is an easier step – how can one assure that the patients are using the best security practices to minimize the risks of contracting malware? Providers should take time prior to their virtual appointments to educate patients on easy steps that can make a big difference when it comes to their security on the internet.

The weakest link: Educate your patients on the importance of cybersecurity

Providers should help inform the patients, especially the ones that are less tech-savvy, on best practices and precautions they can take to improve their safety online. Some of the important points to cover are:

  • Using antivirus and assuring they are up to date and properly configured.
  • Regularly updating the operating system and applications they use.
  • Properly enabling and disabling different app permissions based on the usage. In the case of a telemedicine app or web browser used to access the telemedicine link, patients should assure that their microphone and camera permissions are enabled.
  • Being able to recognize fraudulent email, text, or phone communication. Provide your patient with information such as what email addresses and phone numbers you use to send them important communication ahead of time.
  • Advanced: Using VPN and Firewalls.

Accessing patient data remotely

During the COVID-19 pandemic, many providers started treating their patients from their homes, using their personal devices. Due to the presence of highly sensitive information, it is pertinent to have essential safeguards in place in the form of encrypted networks, firewalls, or VPN. These security measures provide users with an added layer of security from any outside malicious users. When you need to log onto your providers’ portal, make sure that you log out as soon as you are done. Also, do not download or store locally any of the patient records.

While we recognize that the concerns about privacy and security are valid, they should not prevent providers and patients from using telemedicine. Security and privacy standards are constantly evolving to minimize risks. Together with providers, telemedicine solutions must work to assure the highest security standards and minimize existing risks. Providers must embrace the role of educating patients about security. Only in this manner will both patients and providers be able to fully embrace telemedicine safely and the many benefits that it offers.

Sources:

https://journalofethics.ama-assn.org/article/privacy-and-security-concerns-telehealth/2014-12

https://healthitsecurity.com/news/must-have-telehealth-remote-work-privacy-and-security-for-covid-19

https://healthitsecurity.com/news/must-have-telehealth-remote-work-privacy-and-security-for-covid-19

https://healthitsecurity.com/news/must-have-telehealth-remote-work-privacy-and-security-for-covid-19

https://www.healthaffairs.org/doi/10.1377/hlthaff.2013.0997

https://healthitsecurity.com/news/data-breaches-will-cost-healthcare-4b-in-2019-threats-outpace-tech#:~:text=November%2005%2C%202019%20%2D%20Healthcare%20data,per%20each%20breach%20patient%20record


New Feature Announcement: Appointment Scheduling

We are pleased to introduce a new feature that is now available on our platform – Appointment Scheduling. The new scheduler feature is designed to help optimize telemedicine workflow of small practices and increase convenience for both providers and the patients.

Enable scheduling feature and start managing your appointments on your dashboard. Add available appointment time slots. Allow your patients to request appointments directly from the Vivadox ribbon on your website. Manage pending appointment requests and your patients will automatically receive emails with updates and details regarding their appointments.

Vivadox Scheduling Feature allows you to:

  • Manage appointments without unnecessary phone calls with the patients.
  • Set your own availability: Create desired time slots with completely customizable times, dates, and durations.
  • Edit and Delete existing time slots.
  • Receive a notification email when a new appointment request has been submitted.
  • Approve or Decline appointments directly from the email without logging into Vivadox account.
  • Manage appointment requests and existing appointments directly from the dashboard.
  • Have automated emails to notify patients of approved, declined, and canceled appointments.

Benefits of Online Scheduling

Online scheduling provides a number of benefits for both you and your patients. Booking appointments via phone can be inconvenient for your patients. Online scheduling allows your patients to book their appointments efficiently, with full visibility of available appointment time slots for different times of the day and week. They can take their time to select an appointment that best fits their other obligations and schedules without holding up a staff member on the phone. In addition, online scheduling minimizes the risk of human error that can occur when trying to communicate multiple openings and patient’s availability. By having access to a booking system 24/7, patients can book their appointments whenever they wish, without having to worry about making a call to you during regular office hours. Consequentially, the time that your staff spends managing scheduling will be cut down, improving operational efficiency of your processes.

Getting Started with Scheduling Availability

Vivadox scheduling feature can be configured at an individual user level such that in a multi-provider organization, providers do not depend on one another to use this tool. Each provider can enable scheduling feature in their individual Account Settings. In addition to providers being able to manage their appointments, staff members can also manage creating time slots, confirming, and declining the appointments for the selected provider. 

To create the desired available time slots, simply use Appointments Tab in the middle section of your account dashboard. In this section, providers and staff members can add, edit, and delete available time slots that will be shown to the patients as well as manage patients’ appointment requests. 

Managing Patient Requests and Automated Email System

When a patient submits an appointment request, provider and staff can choose if they wish to approve or decline it. Additionally, every time a new appointment request is submitted, providers will receive an email from which they can use to approve or decline the request without having to log onto their Vivadox account. For declined appointments, provider or staff will be asked to provide a reason for declining the request. In case a provider needs to cancel a scheduled appointment, they will be asked to provide a reason for cancellation. 

Patients will receive emails with updates and details regarding their appointments. For an approved appointment, a patient will receive an email stating that their appointment has been confirmed and with details on how to join their appointment. For a declined appointment, patient will receive an email stating that their appointment has been declined with a reason for declination. If an appointment has been canceled due to any practice constraints or patient request, the patient will receive an email confirmation of the cancellation.

Getting patients to request appointments

Patients can access your availability schedule in one of two ways:

  • From the Vivadox ribbon on your website by clicking on “Book an Appointment”.
  • By clicking on “Book an Appointment” link on a Thank You page after a completed appointment.

Now that the patient is on the scheduling view, they will need to select a provider from a list in order to view appointments availability. They will be able to select the desired date for their appointment and view available time slots for the chosen date. After selecting the desired slot, a patient will provide the information needed to submit an appointment request and wait for the follow-up email from their provider.

3 Tips to build a relationship with your patients in telemedicine setting

Build relationship with Patients by using Telemedicine
Build relationship with Patients by using Telemedicine
Build Relationship with Patients

Being a medical provider requires more than just medical knowledge. Emotional care in the providers’ approach is equally important. Providers around the world take pride in patient care. Gaining patient’s trust and establishing a positive relationship with them are the key components of providing the best care to the patient. Over time, as the patients and providers get the opportunity to build up a positive relationship with one another, providers can deliver more personalized care and increase the likelihood of achieving a better outcome. Having an established relationship will allow a patient to confide in provider, while also trusting that the treatment and guidance provided will help them achieve the best outcome possible.

With the rise of the COVID-19 global pandemic, providers, many of which have never used telemedicine before, have turned to technology to provide the best patient care possible at these unprecedented times. At the same time, many patients that have previously never used telemedicine are booking virtual appointments. When it comes to in-office visits communication, both patients and providers have certain expectations. However, with telemedicine, not only that the patient has a harder time establishing a relationship with the providers, but also the experienced providers with many years of patient care under their belt struggle. How to gain patient’s trust while remotely communicating via mobile devices? Providing a better patient experience in a virtual setting is a skill and requires time and practice to perfect. Furthermore, there are several things to keep in mind when starting to offer remote patient care.

First, spend time educating your patients on telemedicine. The concept of telemedicine is still foreign to an average patient, especially the elderly. Make sure that you discuss the virtual visit with your patients beforehand. Ask them how comfortable they are with the telemedicine setting, if they have a device compatible with the telemedicine tool you are using, and if they have good connectivity to join-in for their appointment. Answer their questions and provide them with a guide on how to prepare for their appointment.

Secondly, anticipate the chance of experiencing technical difficulties. Prepare a course of action in case your patient is experiencing an issue. Will you connect on a phone call or will you reschedule? Will a staff member help troubleshoot the patient’s issue or is there a troubleshooting guide provided by the telemedicine provider you are using? Minimizing the unknowns will make your patients feel more confident and open to trying out this new form of communication.

Thirdly, do not forget eye contact. Maintaining eye contact can be hard when you are trying to look at different screens and notes. Make sure to tell your patient what you are doing so that they do not feel uncomfortable when you are looking at EMR or take notes.

Ultimately, telemedicine is a tool to help better patient care. As telemedicine becomes more incorporated in the healthcare system, the comfortability and confidence of both patients and providers will grow.

Sources:

1. Toh, Nathan, et al. “Telehealth and Patient-Doctor Relationships in Rural and Remote Communities.” Canadian Family Physician Medecin De Famille Canadien, College of Family Physicians of Canada, Dec. 2016, www.ncbi.nlm.nih.gov/pmc/articles/PMC5154642/.

2. M;, Dorr Goold S;Lipkin. “The Doctor-Patient Relationship: Challenges, Opportunities, and Strategies.” Journal of General Internal Medicine, U.S. National Library of Medicine, pubmed.ncbi.nlm.nih.gov/9933492/.

3. Kelley JM;Kraft-Todd G;Schapira L;Kossowsky J;Riess H; “The Influence of the Patient-Clinician Relationship on Healthcare Outcomes: a Systematic Review and Meta-Analysis of Randomized Controlled Trials.” PloS One, U.S. National Library of Medicine, pubmed.ncbi.nlm.nih.gov/24718585/.

4. Olsen, Russell, et al. “How to Create a Patient-Focused Telehealth Experience.” MedCity News, 4 June 2020, medcitynews.com/2020/06/how-to-create-a-patient-focused-telehealth-experience/?rf=1.

How to Minimize Patient Leakage and Attract New Patients

telemedicine growth graph
telemedicine growth graph
Telemedicine Growth Chart

Consumers today are driven by the idea of utilizing technology to maximize efficiency and convenience in every aspect of their lives. Getting adequate medical care is no different. More and more consumers are seeking medical care outside of the traditional in-person office visits. Telemedicine is appealing to consumers, as they can get the treatment for routine needs without unnecessary travel and waiting time with just a few clicks on their devices from the comfort of their homes.

Become more accessible to your existing patients while attracting new ones by offering the convenience of telemedicine platform. Start offering telemedicine today at https://vivadox.life.

Telemedicine in The Post-COVID-19 World

Telemedicine in the post-COVID-19 world
Telemedicine in the post-COVID-19 world
Telemedicine in the Post COVID-19

This year has challenged many sectors to seek ways to continue their operations while complying with stay-at-home orders and social distancing guidelines.

When it comes to non-urgent medical care, providers turned to the practice of telemedicine. Before COVID-19, there were many strict regulations in place governing how and where telemedicine can be used. Telemedicine regulations govern many things including which providers can bill for telemedicine services, what acceptable originating site (patient location) for telemedicine appointments are, etc. Consequentially, many patients did not have access to telemedicine because they did not fall under the categories listed in the policies.

As the COVID-19 emerged, many of the regulations and policies governing telemedicine have been loosened and continuously updated to accommodate the current state of emergency. These changes brought an unexpected outcome of establishing the benefits of telemedicine by helping patients continue their treatment with doctors remotely without the risk and fear of virus illness contraction. Many patients that would normally not be able to access telemedicine were able to receive care from the comfort of their homes and get timely follow-ups and refills.

However, most of the current regulations allowing access to telemedicine are only temporary and will not be valid once the COVID-19 public health emergency is over. There is a strong need for congress to make access to telehealth permanent and update the pre-COVID-19 telemedicine regulations.

Virtual care has proven to be beneficial and can have a critical role as a supplemental tool in the future of medical care.

ATA has provided a document listing variety of issues regarding telemedicine practice, the policies and regulations governing them before and during COVID-19, as well as their recommendations for new policies for the post-COVID-19 world.

If you want to learn more about how regulations have changed, please visit ATA permanent policy recommendations on telehealth services.

The Beginnings of Telemedicine

The beginnings of telemedicine
The beginnings of telemedicine

The unexpected global outbreak of COVID-19 has undeniably influenced the increased usage and awareness of telemedicine in providers and patients that may have never used or heard of telemedicine before.

When introduced to telemedicine, many believe that it is a modern invention. This assumption is understandable considering all of the technology that modern telemedicine incorporates — video calls, mobile and smart devices, remote robotic surgeries, internet connectivity, etc.

However, the concepts of telemedicine and remote patient care, as well as the need for it was recognized hundreds of years ago. The home-based remote patient care was mentioned as early as 1879. An article published in Lancet, one of the world’s oldest and best-known peer-reviewed general medical journals, mentions the use of the telephone in patient treatment to cut down unnecessary in-person visits.

In the 1920s, the world was introduced to groundbreaking technological innovations including radio and broadcasting. Innovators quickly started utilizing new technologies to create designs and prototypes. One of them was a man called Hugo Gernsback, an inventor and a publisher passionate about technology, who made significant contributions to the growth of early broadcasting. In 1925, Gernsback wrote an article on a device he named “teledactyl”. In his article, he described how teledactyl would allow the doctor to use radio signals to receive a video feed of the patient and remotely control robotic arms to examine the patient. Gernsback’s designs were precursors to the modern telemedicine tools we know today.

The invention of the radio also facilitated the ability to conduct remote consultations between clinics on ships and experts on the mainland, resulting in improved patient treatment. Similarly, the remote consultations via radio allowed providers in remote areas to seek advice from their peers.

Today, we have the capability of utilizing universally available phone service and internet connectivity to conduct phone and video visits envisioned by Gernsback. The continuous improvements in network speed and latency made robot-assisted remote surgeries possible.

Technology is still advancing and the possibilities for the future of telemedicine are endless. The constant advances in telecommunications and technology will keep influencing the transformation of the healthcare system that we know today. Telemedicine can help us overcome the barriers of location dependencies in healthcare.

It is important to note that the growth of telemedicine is constrained by the existing regulations and policies in place. However, with the rapid growth of telemedicine, it is expected that the regulations governing telemedicine will be constantly updated and expanded to include new technologies and use cases.

References:

  1. “The Evolution of Telehealth: Where Have We Been and Where Are We Going?” The Role of Telehealth in an Evolving Health Care Environment: Workshop Summary., U.S. National Library of Medicine, 20 Nov. 2012,
    www.ncbi.nlm.nih.gov/books/NBK207141/.
  2. Novak, Matt. “Telemedicine Predicted in 1925.” Smithsonian.com, Smithsonian Institution, 14 Mar. 2012,
    www.smithsonianmag.com/history/telemedicine-predicted-in-1925-124140942/.

Role of Telemedicine in COVID-19

Build relationship with Patients by using Telemedicine

The US Federal government took a number of significant steps to increase the availability and use of Telemedicine during the Covid-19 pandemic. Although these measures are temporary and subject to revision in future, the widespread use of Telemedicine as a useful tool to fight the constraints of the pandemic is expected to help establish its viability as a mainstream healthcare service.

The US department of Health and Human services (HHS) introduced flexibility in allowing consumer communications applications such as FaceTime, Zoom, Skype etc. without any risk of penalties imposed for HIPAA violations. However. it also encourages providers that seek additional privacy protections to use technology vendors that provide HIPAA compliant platforms. Vivadox.life has been built incorporating advanced encryption technologies to ensure privacy protections.

The Centers for Medicare and Medicaid services (CMS) made it easy for enrolled patients to use Telemedicine from their homes. To encourage providers to offer the Telemedicine option, CMS will be reimbursing telemedicine virtual appointments at par with many in-person appointments and has significantly expanded the list of services eligible for Telemedicine. Providers are also allowed to offer their Telemedicine services across state lines subject to any specific requirements set by states for the duration of the Covid-19 Public Health Emergency. Providers are allowed to see new patients via Telemedicine and not just established patients.

More details can be accessed here

Family doctor online.Parents and a child consult a doctor using a laptop at home.

All major private payers including UnitedHealthCare, Cigna, Aetna and Anthem have announced significant telehealth coverage options including parity with in-person visits, waiver of patient cost sharing for in-network providers as well as originating site restrictions.

More details can be accessed here as well as directly with the private payers.

When Telemedicine made difference – Success Stories

Telemedicine Success Stories

Assessing the benefits of telemedicine and telehealth overall and using them to enhance existing courses of treatments can make a huge difference. Telemedicine allows you to continue monitoring your patients even when they are out of your reach.

A great example of how telehealth can make a huge difference in the patient outcome is Harris County Public Health that has implemented telehealth tools to help tuberculosis patients stay on track with their treatment. Tuberculosis can be spread though air via coughs or sneezes. In 2017, when Hurricane Harvey hit Texas badly, they were able to provide continuous treatment and support to the patients. Patients would record themselves taking their therapy for the staff to review at a later time. In addition, patients had a way of reaching their case manager quickly in case they faced any issues. As a result, not only that the 97% of the patients took their treatment as instructed, but the disease was also not spread in the community.

Family doctor online.Parents and a child consult a doctor using a laptop at home.

Similarly, New York Presbyterian specialists used telemedicine to help treat the victims of Hurricane Maria in Puerto Rico as a part of emergency response. On-site team helped set up telemedicine equipment that enabled the communications with the specialists in New York. In this scenario, telemedicine was used for consultation – the New York specialists consulted local specialists on patient treatment, while also being able to see and hear the patients. This set up helped establish trust between both the providers and the patient.

These are examples of how telemedicine helped when traditional medicine was out of reach. We are still to see how powerful impact of telemedicine can truly be.