DoX Systems - FAQ's

Frequently-Asked-Questions (FAQ's)

Below is a list of questions which are frequently asked by our potential customers, along with the corresponding answers. If you have a question or comment that isn't addressed here, please feel free to contact us at your convenience for the answer - We'd be delighted to hear from you!

(Note: bold links are connected to our on-line glossary, which opens in a new browser window.)

Index of FAQ's:

What do you do?

In support of our mission to improve the overall quality of the delivery of healthcare, we design, develop, install, and support DoxCIS. DoxCIS is a platform-independent system for charting patient information electronically. DoxCIS is known in industry parlance as an "electronic medical records", or EMR, system. There is more information about DoxCIS available in our Products section.

How does your system work?

DoxCIS treats patient charts like traditional paper charts, only it does so electronically. There is a detailed description of how DoxCIS works in our Products section.

How will my existing paper charts be accessible in DoxCIS? How does DoxCIS deal with documents that arrive at my office through the mail?

Existing paper charts and new reports can be scanned in with a high-speed scanner to make them accessible through DoxCIS (There is an informative article on this topic here.) New reports are usually handled by in-house by clerical staff, however scanning of historical charts can be time- and labor-intensive, and there are a number of independent agencies who offer scanning services for reasonable fees. (Note: Regardless of who does your scanning, we recommend that you only scan in files of patients who are actively being seen, rather than your entire historical archive of charts. This will help minimize scanning costs.)

Why is it important that DoxCIS uses data storage formats that are stable, standardized, widely used, and non-proprietary?

By using data storage formats (such as XML and Unicode) that are widely accepted, technologically stable, and which adhere to international standards, we can reasonably assure our clients that their data will remain accessible for foreseeable future, even if they operate in states where their records must remain viable for the life of their practice. Using formats that are non-proprietary ensures that our clients will always have the ability to retrieve and use the information in their charts, even if they continue to use an older version of DoxCIS (or not use DoxCIS at all) to do so. Our clients thus avoid being "locked in" to a particular software package or licensing structure, and are relieved from having to worry about being forced to upgrade their software or systems unnecessarily.

Will I or my staff need specialized training to use DoxCIS?

Yes, however the training required is minimal: once you are familiar with the basic functions of DoxCIS, we expect that you will find it amazingly easy and intuitive to use if you are accustomed to surfing the Internet. (Most of our clients' staff require thirty minutes or less to learn DoxCIS's functions.)

Why should I buy DoxCIS, when I could buy another system that's bigger/flashier/etc.?

DoxCIS has a variety of advantages over our competitor's products. Some of our favorites include:

Ease of Use:
From the beginning, DoxCIS was designed with the doctor-as-user in mind. By leveraging our knowledge of what's familiar to doctors and their office staff, we've strived to make DoxCIS as easy, intuitive, and pleasurable to use as possible.
Price:
Because DoX Systems uses non-proprietary data storage solutions, we can provide our clients with systems at an attractive price. Our comptetitors typically rely on third-party database solutions (such as Oracle or Microsoft's SQL-Server) to store their patient's data, which drives up their clients' total cost of ownership by adding the cost of the third-party's purchase and licensing fees to the bottom line.
Platform Independence:
DoxCIS can be used with any major operating system (OS), such as Microsoft's Windows or Apple's OSX, and will work seamlessly on networks composed of computers using a variety of platforms. This allows practitioners in the same office to use the OS of their choice for their work, regardless of what their colleagues or staff are using.

Does DoxCIS have a billing or practice management component?

At the present time, DoxCIS includes appointment and treatment protocol scheduling functions. We are continuing to add practice management capabilities to DoxCIS, and will be making billing, business process analysis, and more available in the near future.

We already have an electronic billing/practice management system - Can DoxCIS be integrated with it?

Yes. DoxCIS can be customized to be interoperable with existing practice management and electronic billing programs. In many such situations, we can create programs to enable the existing program to exchange data directly with DoxCIS, eliminating duplicative data entry by clerical staff.

Is DoxCIS HIPAA-compliant?

Yes - DoxCIS is fully HIPAA-compliant. (HIPAA is the abbreviated name of a federal statute: the Heath Insurance Portability and Accountability Act of 1996. HIPAA outlines rules for protecting the privacy and security of patient's records, and also specifies a standardized format for electronic transmission of patient data. If you would like to know more about HIPAA, this site is a good source of information.)

Can I access records in DoxCIS when I'm outside of the office?

Yes. DoxCIS enables secure, encrypted access to authorized users through computers that have a Web browser and unfettered access to the Internet.

How do we purchase DoxCIS for our practice?

You can purchase DoxCIS software directly from DoX Systems by contacting us. We also highly recommend that you consider retaining our services for DoxCIS installation and customization, which we provide on a consultative basis.

How much does DoxCIS cost?

Our pricing structure for the DoxCIS software package is currently under revision, and will be posted here shortly. For consultative development and installation projects, we will provide clear, comprehensive, and fair estimates (including provisions for handling unusual or unforeseen circumstances) prior to beginning our work.

Please also note the following:

There are no artificial limits on the number of computers on which our clients may install DoxCIS, allowing them to accomodate growth in their practices without accumulating additional per-user license fees. However, our clients (or their practices) must own the computers on which they wish to install DoxCIS, and they are not permitted to redistribute DoxCIS to others outside of their individual practices.
All of our DoxCIS installations include all necessary Administrator's licenses at no additional cost.
There are no fees for additional users (clerical, nursing, laboratory, technician, or other staff) who need access to the system, provided that they are in the direct employ of the client's practice.

Do you provide technical support for DoxCIS?

Yes. DoxCIS includes one year of 24/7 technical support and software upgrades at no additional cost. Maintenance agreements continuing these terms beyond the first year are also available for an additional fee, which will be detailed in the new pricing structure when it becomes available.

DoxCIS sounds great, but I run a small/rural/low-income practice. Are your prices negotiable?

We believe our prices are very competitive relative to other companies in the electronic medical records industry. However, we recognize that practices serving rural or inner-city populations may not have the financial resources to purchase a full EMR system. In order to succeed in meeting our goal of making our products available to such providers, we are actively considering a variety of options, including government grants and discounted pricing options. Please contact us for more information.