Arbor Dental Group
Arbor Dental Group
By making digitization a daily practice in their dental office with trusted scanning and printing solutions, one business has been able to increase client satisfaction and stay at the forefront of laws and compliances.
Arbor Dental Group was established in 1998 by husband-and-wife duo Mark Ajlouni and Connie Kais in San Jose, CA, and has been steadily growing in business ever since. Today, the dental office occupies two offices within the same building and employs 26 staff members. Arbor Dental averages 60 to 80 patients daily, so efficient record-keeping of patient data is crucial. With the staff trying to keep up with a large number of files, emails, insurance information, dental records, and patient forms, the dental practice has embraced going digital.
With constantly evolving HIPPA compliance and regulations, efficient and secure record-keeping is an important part of Arbor Dental’s business. HIPPA, which stands for Health Insurance Portability and Accountability Act, was initially enacted in 1996. The HIPAA Privacy Rule establishes national standards to protect individuals' medical records and other personal health information. The HITECH Act of 2009 incentivized the meaningful use of Electronic Health Records and strengthened the privacy and security provisions of HIPAA. Nowadays, emails can be part of medical records, so for Arbor Dental, reliable scanning and printing are a key part of their everyday practice. The process can be tedious, and designated staff members must stay on top of correspondence and file tracking daily. At Arbor Dental, each office has 2 staff members and one scanner dedicated to documentation and other administrative duties. With Ricoh document scanners and a printer at the ready, employees can instantly print, scan, and upload emails and other documents directly into their record-keeping software instantaneously. From there, documents can be easily accessed by the office and by patients through their patient portal for easy viewing or sharing their records as needed.
As Mark Ajlouni, founder of Arbor Dental Group, mentioned, “Reliability is the biggest thing in our business.” Downtime creates a backlog of work for staff members. If a scanner or printer doesn’t work, critical time is lost. From a security standpoint, documents must be safe whether downloaded, uploaded, or sent to patients or other parties requesting information. Hence, having equipment they know will help keep data secure is a huge burden lifted.
Arbor Dental needed a scanning solution that seamlessly integrated with their medical and patient record software. They needed a reliable scanner with powerful scanning capabilities that could keep up with the large amount of paperwork coming into their offices daily and features to guarantee images and text would be captured and printed clearly, without any distortions. This is where Ricoh products came in. Having used a Ricoh flatbed scanner over 10 years ago, Arbor Dental Group has since added more Ricoh equipment to their office. They currently use RICOH fi-8170 and RICOH fi-7180 document scanners. The newest addition to their arsenal is a RICOH C125 color laser printer.
Having the RICOH fi-8170 has made uploading large quantities of documents and files on a daily basis much easier. “It’s cut down on a lot of steps, which cuts down on time, which makes it more efficient,” Ajlouni says. Thanks to their digitization efforts, they no longer need to spend hours going through paper records to retrieve documents. The fi-8170 is designed for heavy workloads, up to 70 pages per minute, so it can process many documents quickly, saving time and effort. Staff members can easily scan everything from dental records to insurance cards to patient forms and seamlessly upload to their patient software with clear text and images, ensuring all text is legible, and images aren’t blurred or distorted. Scanning is safe and secure, so nothing can get uploaded or sent without proper confirmation. Staff members know they don’t need to watch every document get scanned thanks to all the scanning and capture functions that ensure everything is processed properly without issues.
The C125 P Color Laser Printer has also been a great addition and has already made a huge difference to their everyday workloads. It does a high volume of printing well, and staff members don’t have to wait around for the printer to warm up, thanks to its fast first prints and overall printing efficiency. Another huge plus is its compact size, allowing them to save space in the office. “It’s just a workhorse,” Ajlouni says.
As a busy dental office, saving time and effort is essential to providing patients with the best care. Reliable office equipment like their Ricoh scanners and printers give Arbor Dental peace of mind so they can focus on what matters—their patients.
Contact one of our experts to learn more about how we can help you find the right productivity solutions for your dental office.