How to measure the ROI for the LAN4000

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In a recent presentation to a group of optometry professionals the discussion of how to measure the Return On Investment (ROI) for the  LAN4000 light signaling software was a topic of discussion.  A user of the LAN4000 shared that prior to using the LAN4000 he estimated losing about 3-5 minutes per exam due to looking for staff when he needed them or getting involved in extraneous conversations in his dispensing area while waiting for opticians to free up.  He did the math and shared that if he only saw 16 patients per day he was losing 60 to 80 minutes per day.   He has since used this re-captured time to see 2 more patients per day.  Being conservative, that is about $400 per patient or $800 more per day in revenue to the practice!!!

In his office he has 21 computers running the LAN4000 which is an initial investment of approximately $4,000.  This means he made his investment back in one week!!!  Everyone’s situation is different, but for a busy practice (usually having patients in waiting area)  it is more than reasonable to assume an ROI of 30 days or less.

Take advantage of the Comlite 30 day unconditional money-back guarantee and see for yourself the impact on your bottom line revenue.

 

Comlite Systems Announces an update to the LAN4000 Light Signaling Software

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On Wednesday December 12th Comlite Systems released an update to the LAN4000 light signaling software.  Version 1.4 is now the current version of the LAN4000.

Below is a list of all the new features and improvements.

1. Added light colors – Lights can now be red, blue, or green.

2. Added Timed button text – Custom text can now be entered when a timer button is set. It appears as the button tip text when you hover your mouse over the timer button.

3. Improved Ease of Use – Station name is automatically selected in Station list when a text is received. This reduces the number of keystrokes necessary to reply to a text message.

4. Improved Ease of Use – Removed requirement that Administrative station be named “Administrator”.

5. Improved Problem Reports and Logs. Log entries are time stamped. Trials can submit Problem Reports.

6. Improved .Net connectivity and connection recovery.

7. Improved Feedback – Displays a “Reconnecting” message when the reconnect button is pressed on a Client. Displays “Reconnected” if the attempt is successful and “Reconnection failed” if it is not.

8. Improved Configuration file – Combined Administrator and Client configuration files into a single XML configuration file.

9. Improved multiple network card handling – Automatically detects multiple Network Cards (NICs) during startup, enabling the ‘Choose NIC’ button in ‘Setup’.

More Than a Paging System

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The Comlite LAN4000 light signaling software is more than simply a paging system.  While it will allow you to page your staff back to your rooms it also allow you to see the status of how many patients are waiting for you at any given time and to send specific text messages to staff that facilitates the proper handling of these patients.

Additionally, we understand that you are running your business while you are treating patients.  The LAN4000 helps you to manage incoming phone calls and time procedures and manager your patient flow.

Oh yes,  it is also a very efficient and discrete paging system.  Your staff will show up where you want them, when you want them!

 

Comlite Systems Announces New Update to the LAN4000 Light Signaling Software

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On Thursday May 10th Comlite Systems released it’s third update to the LAN4000 light signaling software since August of 2011.  This new update adds a significant upgrade by adding text capabilities to the LAN4000 for the first time.

Below is a list of all the new features and improvements.

 New Features:

  1. Text Messaging – The LAN4000 now contains an easy-to-use, intuitive text messaging system.  Predefined and custom text can now be sent to and from any stations in your network.

Up to 15 predefined messages can be set up in the Admin station and any station can send custom messages by simply typing the text to send.

  1. Report Problem button – Reporting a software problem is now built into the LAN4000.  Registered users (that are still in their maintenance period) can submit problems directly to Comlite with logs attached.  Simply launch the About Box and select “Report Problem”.  A confirmation email is sent to you after submitting your report.

  1. Local chime disable – The LAN4000 is a light-signaling system that also allows you to define specific chimes to sound along with specific button presses.  This gives you two ways of being notified of a button press.  However, there are instances when you’d like your PC to notify you silently.  With this version, you can now mute the chime on your PC so that incoming messages are displayed silently.

  1. Timer cancel – Version 1.2 introduced timer buttons.  Version 1.3 allows you to instantly cancel the timer by pressing the button once the timer has started.

        Timer local chime – If the local chime is not disabled, timed buttons now chime       on all PCs, including the PC that started the timer.

 

Improved:

  1. Notification timing  - Version 1.2 added the ability to temporarily pop-up from being minimized to display a button press.  Version 1.3 adds the ability to stay onscreen until a button is pressed.  There is now an “infinity” selection in the Notification setup that instructs the station to not re-minimize after displaying.

2. About box display – The About Box has been redesigned, contains more          information, and will now display a “Renew” button when your maintenance agreement is within 30 days of expiring.

Installer – The install program now modifies more firewall settings: ‘Notify if program blocked’; ‘Allow unicast responses to multicast/broadcast traffic’; and ‘Allow firewall exceptions’ are now set to yes.

1. Reconnect button – The connection light is also a reconnect button.  Pressing this button now displays a status dialog that indicates success or failure of the reconnection attempt.

Comlite Systems Customer Testimonials

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We exhibited at the SECO meeting in Atlanta on 3-1-12  through 3-3-12.  We had several of our customers tell us about their experience using our light signal communication products.  Here are their comments:

“I Don’t know how any office can function without a Comlite System” “I know if I have patients waiting so I can quit talking and get on to the next patient”

Rob Dobrusin, OD

 “Having a Comlite System saves me half of an employee’s salary per year”

P. Duncan Roy, Jr., OD

“ Comlite saves me a ton of time.  I’m seeing 2 more patients per day!” 

Sarah Gordon, OD

LAN4000 Light Signaling Software (Nuts and Bolts)

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LAN4000 Light Signaling Software Functions

The LAN4000 is designed to allow custom configuration of button functions and appearance to reflect your office layout and staff makeup.  This is accomplished via the user-defined standalone and sequence buttons that comprise the LAN4000 system.

Screen Layout

The LAN4000 screen consists of three main areas: Primary Buttons, Control Buttons, and Application Buttons

 

Primary Buttons

The primary buttons are the oval buttons with red indicators.  The red indicators can be off, on, or flashing.  There are two types of primary buttons:  standalone and sequence.

Standalone buttons

A standalone button is a button that is not part of a sequence.  When pressed once, a standalone button lights and stays lit.  When pressed a second time, the button flashes.  When pressed a third time, the button turns itself off.

Sequence buttons

The LAN4000 can have up to five sequences.  These sequences are defined on the Server station.  (Refer to the Setup section for instructions for defining sequences.)   The first button press in a sequence causes the button to flash.  Subsequent button presses on the rest of the buttons in the sequence light the particular buttons.  Press the flashing sequence button to turn it off and the next button in the sequence will begin flashing.

NOTE:  Right-click on any button in a sequence to move that button to “next in line” in the sequence.  A chime will play when this occurs.  When the current flashing button is pressed, this button will flash next.

 

Control Buttons

The Control buttons are Chime, Priority, and Clear.

Chime

Press the Chime button followed by any primary button.  This will cause the chime (if one has been assigned) for that button to sound one time on all stations. This does not affect the status of the button.  For example, if it is blinking, it will remain blinking.

Priority

A single primary button can be defined as the Priority button.  The Priority button is typically used to identify the local station and will alert the other stations of an emergency at the local station.  (For example;  If button 101 is the button that identifies the local station you would select Priority and then select button 101.  Each station’s Priority button is defined in Setup)

Pressing the Priority button places all stations into “priority mode”; clears the display; and then flashes the defined primary button.  The flash rate is twice the normal rate and all other stations continuously play the chime defined for that button.  Each station can define its own distinct priority button.  Unless defined otherwise, the default chime for the priority button is Chime 1.

Clear

The Clear button has two uses in the LAN4000.  If the system is in “priority mode”, it reverses the action of the Priority button.  It turns off the defined priority button and redisplays the button sequence that was active before the Priority button was pressed.  If the system is not in “priority mode”, pressing the button will clear all standalone buttons.

NOTE:  On the LAN4000 Administrative Station only, pressing the Control Key + Clear will clear ALL lit or blinking buttons.

 

Application Buttons

The LAN4000 Client has three rectangular buttons underneath the Control Buttons.  The LAN4000 Administrative Station has four.

Exit

The Exit button ends the LAN4000 program.  Exiting a client disconnects that    Client Station from the Administrative Station.  Exiting the Administrative Station disconnects all clients.

Status

LAN4000 Administrative Station only.  This button displays the Status screen.  Refer to the Status screen page for more information.

Setup

The Setup button displays the Setup Screen which allows you to configure your LAN4000 network and individual client stations.  Refer to the Setup screen page for more information.

Help

Displays help function.

 

Connection

On the LAN4000 Administrative Station, the yellow indicator light in the upper right hand corner  is on when there is a network connection.  On the Client Station, it is on when there is a server present somewhere on the network.  The indicator is also a connection button.  If the indicator is off, press it to try to reconnect to the server.

 

Minimize

Press the bar in the upper right corner to minimize the LAN4000 to the task bar.

 

Screen Size

Select the lower right corner and drag the screen to change the size of the Comlite display.  The cursor will change to an arrow when over the selection area.

 

About Box

Displays LAN4000 version and licensing information; configures updater; and accesses log files.

To launch the About Box, click on “Comlite LAN4000″ in the top middle of the onscreen interface.  The About Box display is as follows:

The Version is the version installed on your PC.  Registered indicates whether the LAN4000 is registered.  If the software is not registered, then the number of days remaining in the trial is displayed.  The Install Date is the date the current version of software was installed and the Renew Date is the date the maintenance expires.  License displays the license number.

The Updates section is for checking for updates and configuring the frequency of the update check.

The Logs section allows you to access the log files.  This is helpful when troubleshooting.  Clicking on Select Log File opens a file selection dialog.  The log files are ordered by date, so you typically will select the most recent log file.  Your default text editor is launched when a file is selected.

LAN4000 LIGHT SIGNALING COMMUNICATION SOFTWARE

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Comlite Systems LAN4000 Communication Software

 
Comlite Systems has been providing light signaling communication technology to health care professionals since 1983 and has over 10,000 users worldwide. The LAN4000 is our latest state of the art light signaling message system specifically designed for the professional office environment. Easy to learn and simple to use, the LAN4000 increases office efficiency by streamlining communications.  Using combinations of light buttons and an audible chime, messaging is discrete and confidential.

The LAN4000 is a networked, highly configurable communication management software application. It provides an efficient alternative to the confusion and distractions common in busy professional offices and allows you to have discreet access to what’s going on in your office while freeing you to tend to patients or clients.

Typical Functions Include:

 

  1. Doctor can notify Assistants from operatories when they are needed.
  2. Doctor knows when patients are ready to be seen, how many are ready and who is next.  (This function can be automated by using the sequencing mode.)
  3. Hygiene can notify Doctor when and where patient is ready for check.
  4. Front office can notify Assistants/Hygiene when patients are signed in and ready for treatment.
  5. General paging –  “I need someone to come somewhere”
  6. Monitors Patient flow from check-in to checkout.

 Key Benefits:

 

  1. Improve Patient Flow – Doctors and staff will have a visual snapshot of patient status at any given moment during the day.  By glancing at a display they will know how many patients are waiting to be seated, in operatories, and where the Doctor is.
  2. Retain Patients and Grow Patient Base – Patients will appreciate shorter wait times.  Your office will function with less confusion, giving your patients a more favorable impression.
  3. Professional Office Environment  — Patients and staff will appreciate not hearing yelling in the halls about simple paging requests.  Staff won’t have to walk around to deliver simple messages.
  4. Efficiency — Key office personnel will be able to stay at their workstations where they are the most productive.

LAN4000 OVERVIEW

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LAN4000 Overview

 The LAN4000 is designed to allow custom configuration of light button functions and appearance to reflect your office layout, staffing, and communication needs.  This is accomplished via the user-defined button layouts and labeling.  Users determine the number of buttons needed, the color of each button, what it means, the chime associated with each light button and whether or not the button is part of a sequence.

Each LAN4000 system consists of one Administrator computer and multiple Client computers.  The Administrator is used to setup the system layout and monitor system operations.  Windows XP, Vista, or 7 with Microsoft .Net 4 are required to operate the LAN4000. Once installed, the LAN4000 Clients and Administrator will automatically locate each other.

Following is a brief description of system functions and layout options.

Light Buttons

The light buttons are designed to be either standalone or in a sequence.  A standalone button turns on solid when clicked once, flashes when clicked a second time, and turns off when clicked a third time.  There are five available layouts as described by the number of rows and columns displayed.  They are:  3 x 3,  3 x 4,  4 x 4,  4 x 5, and  5 x 5.  You select the layout that best suits your needs.  There are nine buttons colors and eleven chime options to choose from.

Sequencing

Sequencing allows you to define a series of buttons to flash in the order that they are lit.  There are five possible sequences that can be used.  When using sequenced buttons the first button lit will flash.  Subsequent buttons lit will light steady.  Click on the flashing button again to turn it off and advance to the next button in the sequence.  Right-click on any button in a sequence to promote it to “next in line”.  NOTE: Each button can only be assigned to one of the five sequences.

Chimes

There are eleven chimes available.  Each button can have its own chime.  The chime will sound after the button is lit.

Priority

A single light button can be defined for each computer as the Priority button.  Clicking on the Priority button turns this button on.  It flashes at twice the normal rate and plays the chime defined for that button continuously.  This is usually used to identify an emergency in a particular area.  NOTE:  There can be only one Priority button per computer!

Screen Sizing

Click in the lower right corner of the LAN4000 screen to change the size of the onscreen interface.  Choose the size that best fits your needs.

Minimize w/Auto Pop Up

Click on the bar in the upper right corner to minimize the LAN4000 to the task bar.  The Notify When Minimized option allows you to specify a time between 5 and 30 seconds to pop up the minimized LAN4000 and then re-minimize it.

Opacity

Allows the onscreen interface to be transparent so it will not interfere with other programs running at the same time.

Timer

Select any light button(s) to be a countdown timer.  Timed intervals of 1 – 30 minutes are available.

Patient Sequencing in a Busy Optometry Practice

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How to Use LAN4000 Patient Sequencing. 

You will need patient sequencing if you are working in a busy optometry practice using 3 or more exam rooms.

Problems:

1. You have no idea how many patients are waiting on you or how backed up you are while you are in a closed door exam.

2. You have no way of paging your techs or optical back to your exam rooms.

3. You walk around looking for help and asking staff which room you need to go to next

4. Your staff walks around looking for an empty exam room.

5. You shout down the halls to get staffs attention.

Solution: Use the Patient Sequencing feature on the LAN4000.

Scenario:

The following screen shots depict a 5 exam room office with 2 doctors who share all 5 rooms. (either doctor can be in any one of the 5 rooms).  First we must label the buttons and create 2 separate sequences, one for each doctor.

In the setup screen below everything related to Dr H is yellow.  The button on the top row labeled Dr H is used to notify the doctor that he/she has patients up front waiting.  The row of yellow exams will indicate where the doctor is and where he/she needs to go when done with a room (Note: I have selected sequence 1 and assigned the 5 yellow exam room buttons to sequence 1.  This is indicated by them being lit and displaying a 1).   The yellow buttons in the third row allow the doctor to know if he/she has a phone call, if a patient is being worked up in Pre-test or Special Test for them and to page a tech or optician to an exam room.

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The next screen shot shows that we have selected sequence 2 and assigned the 5 blue exam room buttons to sequence 2.  (We have duplicated the button labeling from the two yellow rows on the two blue rows for Dr S to monitor his patient flow.)

Now that we have the buttons labeled and 2 sequences set up let’s solve the problems.

PLEASE NOTE: When using patient sequencing the first button that is lit in a sequence will be flashing. ( We can’t show that in a static photo.)  Subsequent buttons pressed in a sequence will light solid.

In this example we will pretend that Ex 3 yellow is flashing and Ex 1 Blue is flashing.  The flashing Exam rooms buttons indicate that the doctor is in that room with a patient.

1. Dr H is in Ex 3 (Ex 3 is flashing).  Dr H can glance at this panel and see that he/she has a patient waiting in ex 5 and also patients waiting up front (Dr H button lit on top row.). With at least 2 patients waiting up front he/she knows that there are at least 3 patients waiting.  Dr S is in Ex 1 (Ex 1 is flashing).  Dr S can glance at the panel and see that he/she has patients waiting in Ex 2 and Ex 4 and also has a patient being worked up in Pre-Test (PT), and has at least 2 patients waiting up front.  He/she is slammed!

2.  Dr S has paged an optician to Ex 1 (remember Ex 1 is flashing indicating that Dr S is in that room)  Note: either doctor can page for a tech or optician by lighting their buttons

3.  No need to look for staff, simply press the appropriate button to page who is needed.  When the doctor is finished in a room they will turn off the flashing light and which ever exam room is next to be seen will start to flash. (This is what sequencing does. It keeps track of which room to go to next.)  Off the doctor goes to that room, and the staff knows where the doctor is)

4.  The staff sees EX 1 go off ( not flashing or on solid) and they know that Ex 1 is available for a patient to be seated.  No more walking around peaking into rooms.

5. No need to shout, or walk around looking for people.  Just look at the panel and monitor your patient flow.

Using Patient Sequencing for a busy optometry practice, the LAN4000 will help improve your patient flow, increase productivity, reduce stress and increase profits for your practice.  If you have any questions, please post them here or call us at 800-426-5271 to discuss a the best labeling scheme for your practice.

Labeling a Light-signal Communication System for an Optometry Practice

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This layout is for an optometry office that has 3 doctors, but no more than 2 doctors on any given day.  There are 3 exam rooms and either doctor can be in any of the 3 rooms.  The doctors want to know which room to go to when they finish with a patient and to be able to page techs or optical back to the exam room for the hand-off.  In addition they want to know how many patients are waiting on them at any given time.  The following screen shot is a solution to this scenario.

The first thing you will notice is that each doctor has their own color so that it is easy for them and the staff to know what is needed and by whom.  The button labeling is the same for each doctors row, indicating the 3 exam rooms and a button to page either a tech or optical to their active room.   The doctors buttons on the top row labeled (Dr H, Dr S, Dr J) let then know that they have patients waiting out front (lit solid means 1 patient is waiting, lit flashing means 2 or more patients are out front waiting)  In this example both Dr H and    Dr S have a patient waiting out front.  The lights also show that Dr H is in exam room 3 and has paged optical to come there and    Dr S is in exam room 2.

The patient sequencing function will tell a doctor where to go next.  This is a static screen shot so you can’t tell that their exam room lights are “flashing” indicating that the doctor is in that room.  In this scenario if a patient is put in exam room 1 for Dr H that light would light solid.  When Dr H is done in exam room 3 he turns that flashing light out and exam room 1 changes from solid to flashing, indicating that is where he needs to go next.  On days when a doctor is working all 3 rooms this is very helpful.  On the bottom row we have labeled the buttons to allow each Dr to be notified of a phone call and have added 2 timer buttons to monitor patients that are dilating.

This light-signaling layout saves the doctors time by letting them know how many patients are in their skew (waiting on them) so they can better manage the social conversations (band, basketball, etc.) in their closed door exam room.  Also by paging techs and optical back to the room rather than walking out front the doctors avoid many other extraneous conversations that robs them of valuable time.  Also, by monitoring the exam room lights the staff no longer has to walk around looking for an empty room, they simply wait for the light to go out.

We will post more examples of light-signaling layouts and continue to discuss various ways that our customers are using the LAN4000 light-signaling communication software.  If you have a question about using our system please post it here and we will respond.