my brain is my inbox mgma anesthesia administration assembly monday may 18, 2009 10:15-11:30

My Brain is My Inbox

MGMA Anesthesia Administration Assembly

Monday May 18, 200910:15-11:30Joe LadenMGMA member since 1981AAA Member since inception

Business ManagerAnesthesia Associates of Louisville, PSC20 MDs & 20 CRNAs Serving Norton Hospital for 30 Years

[email protected]

Session Objective

You Will be Able to:

Identity ways to produce a virtual brain inbox from a number of relevant sources

Establish control over email inbox

Discover focused and efficient internet search techniques and save information for future reference.

My Main Premise

Keep a large amount of information in your computer email inbox

and

Search your inbox rapidly to retrieve information stored

I Want You To Find That:

This technique is useful

You can do it

It will work for you if you try

Anesthesia Administrators Relationship to Knowledge and Information

I want to know everything and I want to know it now! I want to be an expert My time and attention are finite I want to know before my doctors I want to know as much or more than my peers & consultants

Anesthesia Administrators Relationship to Knowledge and Information

I want my knowledge to be acknowledged internally and externally I want Job security and career protection We must make our own path through this specialty because there is no generally accepted field of study Learning through personal experience is not enough I need help from peers and information sources

Where Is Your Information About Anesthesia Group Management?

Brain / ExperiencePaper Files Books / MagazinesYour computer(s) Documents / Spreadsheets Your inbox Internet

Why inbox and brain?

Three Cognitive Brain FunctionsProcessing (thinking)Remembering (storage of information that comes via senses)Remembering (retrieving what is stored )InboxStore information (that comes to you)Retrieve information by searching Inbox cant think (yet)

What Kind of Information is in your Brain/Inbox(including sent) Current InformationInformation of the dayRelevant to your current projectsHot topics: Red FlagPQRICRNA recruitingStipend NegotiationPrivate payer contracts Dormant Information

What Kind of Information is in your Brain/Inbox

Dormant Information Not relevant when storedRelevant when multiple bits put togetherArticles (stipend formulas, Medicare rules/carriers)News items (malpractice cases, gastro)New Web sitesBecome relevant at some timeRelevant when searching a topicRetrieve and give to othersHelp/reciprocate/network

What can be sent, retrieved and stored via emailEmail textWeb linksAttachments Documents/PDFs Spreadsheets Scanned documents (personal scanner)HTML with graphics/screenshots Contact information Conversations

Email Uses

Communication

Documentation of communications

Accumulating information

Where is you inbox?

Email client - On your computer(s)Outlook (2007, 2003, Express) Windows MailThunderbird

The Cloud (internet-based)GmailYahoo MailMSN/Hotmail/Windows LiveMe.com (Apple)Wikipedia: Email Client

What is The Cloud

Storage that is not on your computers

Processing that takes place on computers / servers that are not owned by you

Applications that run on cloud servers

Google, Apple, IBM, Microsoft, Amazon

Benefits of The Cloud

Access is from everywhere Storage handled by others (backup & expansion) Storage is free or very cheap Application programs free The internet is more reliable than your computer The internet is rarely down

Drawbacks of The Cloud

Most cloud email readers are feature-poorPrivacy - Who houses your data?Security Can your data be compromised?Portability Can you change providers

Benefits -Email on Local Computer

Speed of SearchingMore Features (at present)Security Attachments local and quick access

Drawbacks -Email on Local Computer

Cost of necessary hardware and softwareComplexityMulti-location difficultiesBackup procedures needed

Email on Local Computer vs. Cloud

Both can be used

Multiple email accounts on each may be your best option

List of Popular Windows Email Programs

Article

Inbox Strategies

What kind of organizational person are you?

Empty Inbox (cleared off desk)

Email Folders (desk with file racks)

Keep much (desk with document piles)

Video for Merlin's "Inbox Zero" talk | 43 FoldersUnclutter your mailbox article

Folders Strategy

Route all possible email into folders automatically Route remaining daily email into folders manually Delete non-essential email

Archive everything else for future searching

Outlook 2007 Archiving Video

Folders and Other Organizing Tools Automatic Routing to Folders via Rules Search Folders Flags Filters Labels Color coding Follow ups Reminders Calendar Interface

Recommended Keep Much Strategy

Route emails you do not need to read routinely into folders automatically (rules) Read emails several times per day and: Delete useless mail immediately Respond to important email Mark emails that need action today Leave the remainder in the main inbox You will save 10-50 email per day 2,000 15,000 per ear

Delete Delegate Respond Defer Do

Processing Email

A Daily Routine

Check email at home Check main inbox periodically at office (in messages)Delete no read messagesRoute junk to junk filter/folderRead and delete one read messagesTake action on immediate action messagesLeave action today messages Flag future action messagesRoute send to others messages What is left may be important archive it Check email at home

Accumulating Information via Email

Saving important communications from others and sent by yourselfParticipation in MGMA Communities and other listserves / forumsReview informative emails from relevant web sitesVendor communication emailsReceiving website change detection emailsRSS fees via your email client

Selectively Filling Your Inbox

Keep almost all corporate communicationsKeep MGMA Community useful emailsSign up / news emails from professional web sitesNotifications from vendors Change detection email notificationsRSS feedsUseful emails from colleaguesKeep almost all the messages you send

Why use multiple email accounts?

Home vs. Work

Account for junk

Accounts for multiple work projects

Account to receive mail from news sources, web sites and change detection email

Emailing to Yourself

If send from non-controlling email client to assure that sent emails are on all clients

Quick offsite backup of documents in process

To Do reminders when at another location (home desktop, home laptop, handheld)

Copy yourself if your are sending to others and emwant email on other email accounts

A Recommendation -1

Hotmail, Live or Yahoo for personal emailHotmail, Live or Yahoo for junkOutlook or equivalent email client for businessSet up work ISP/client for multiple mail clientsSet up work ISP to forward copies to cloud emailGmail is best free cloud email serviceSave a couple of years of emails on computerUse a third party local computer search program

A Recommendation - 2

Save 10-50 emails per day after deleting

Archive older emails and use search that can search active and archived email together

Become proficient at searching these emails and attachments

Filling Your Mailbox

Sites To Connect To Your Email

Medicare & other payersMGMA CommunitiesMGMA news emailASA (RSS, change detection)State and local medical societiesRecruiting websites Medical Blog sites Medical Publications (Modern Physician, Anesthesiology News)Vendor news & information emails

Sites To Connect To Your Email

CMS Mailing ListsMGMA CommunitiesMGMA E-NewslettersModern PhysicianAnesthesiology NewsSee vendors in Vendor hallASA (RSS, change detection)State and local medical societiesRecruiting websites Medical Blog sites Vendor news & information emails

Google Alerts

Google searches for your topics daily Google sends you email alerts Setting up Google alerts Choosing keywords Set up folders or alternate email accounts

Link to set up Google Alerts

Google Alerts

Change Detection Web Site

RSS Feeds

What are they? Why are they useful?Automatically kept up-to-dateInformation from many sources available quickly How to set upInternet ExplorerOutlook 2007Stand alone - Google Reader

Wikipedia RSS Feed

RSS Feeds in Outlook2007 Mailbox Outlook 2007 RSS Feeds Training Video

RSS Feeds in Outlook 2007 Mailbox

Result after clicking on RSS feed item in Outlook 2007 inbox

Web site with RSS feed indicator

Medical News Today: Health News

Feed now in Internet Explorer Favorites -- Feeds

Feed also automatically placed in Outlook 2007 Inbox RSS Feeds folder

Google Reader

Searching Your Inbox

When implementing the Keep Much strategy you will have a large inbox of potential useful information but will need an effective and efficient search strategy to retrieve the information.

Lost Productivity

Email Client Search Options

Local Client built in search (Windows, Outlook, Thunderbird, Eudora

Windows Search (XP3 / Vista)

Third party searches X1 Google Desktop Search Copernic xobni (zob-nee)

Inbox Client Inbox Searching Tools

Outlook Search Built inGoogle Desktop Free Copernic Free / CostX1 Third party $Xobni - Free

Indexing Speeds Searching http://en.wikipedia.org/wiki/Index_(search_engine)

Microsoft and Apple have added indexed searching to their operating systems.

Operating system searches work for email and all the files on your computerMicrosoft XP and Vista Search are OK but are resource hogs

Indexing Email on Your Computer

Indexer finds every word in every email and email attachmentCreates a complete index (first time or if index breaks)Updates index as new emails arrive Search uses index to speed access Search does not need to look at every email again.

Anesthesia . . . . . . .Email-025, Email-045, Email-920Anesthesiologist . . .Email-045, Email 124, Email-352, Email-437Anesthetizing . . . . . Email-266Benchmarks. . . . .Email-045, Email-343Coinsurance. . . . . .Email-132, Email-432, Email-761 Email Index (inverted) anesthesia + anesthesiologist = Email-045Web pages and documents on your computer can be indexed the same way

Outlook 2007Search Box

Outlook 2007 Expanded Search Options

Outlook 2003 Advanced Find Tab 1

There are third party searches that have more features than Microsoft Search and are less consuming of system resources.

X1.com

Search your email and desktop in seconds Search inbox and archived email simultaneously Search contents of email attachments Multiple levels of sorting by name, date, document type, size, file &location Advanced search capabilities include Phrase, Boolean, Range, and proximity searching Optional Outlook toolbar enables even faster searches

X 1 All-in-one-view

X1 search boxes for each column allow search as you typeResults appear almost instantaneously Searches inbox and archives simultaneously

zob-nee

Xobnis Outlook Sidebar

Xobni Analytics

www.copernic.com

Searching Internet-based Email

Windows Live Hotmail Search is very primitiveNo options to search columns or attachments Limits number of results

Searching the Internet

I Google, therefore I am

Upload Outlook email to GmailGoogle knows everything about youTwenty Things You Can Do With GoogleChoose The Best Search Engine For Your NeedsOfficial Google BlogGoogle / Search Engine LinksSearch Engine Watch

Internet Search Techniques

Advanced searchQuotesAND / OR / NOTExample finding people (inc. new hires) Wild Cards (* , ?)

joe laden

joe laden

joe laden OR joseph laden

joe laden OR joseph laden anesthesia

Information Not Accessible via Internet SearchThe Deep Web

MGMA Web Site MGMA 400 EBSCO periodicals Anesthesiology Journals Full Text Sites that require login Members area (ASA, AMA) Many hospital offer private access to journals and business publications.

Wrap Up

Were objective met?

Produce virtual brain inboxEstablish control over inboxInternet Search Techniques

Please Complete Your Evaluation

Questions and Answers

Your Experiences

Comments and Suggestions

For Questions, Comments, Help or to Share Your Ideas:

Joe Laden, Business ManagerAnesthesia Associates of Louisville, PSC332 W Broadway Louisville, Kentucky 40202

WWW.JOELADEN.COM

[email protected]

Extras

http://www.freeemailtutorials.com/webmailClientsAndEmailPrograms/http://email.about.com/od/windowsemailclients/Windows_Email_Clients.htmhttp://www.winplanet.com/article/3668-.htmhttp://www.tuatm.net/office2007_outlook.htmlhttp://turtleflock-ol2007.spaces.live.com/default.aspx?wa=wsignin1.0&sa=736301727http://www.sperrysoftware.com/Outlook/http://www.seoconsultants.com/search-engines/

Additional Links Microsoft Outlook 2007 Tips, Tricks, and TweaksMicrosoft Outlook Add-ins and Utilities - TechHit.comSperry Software - Powerful Outlook Add-InsTime Saving Outlook ItemsMGMA: Reasons Medical Practice Administrators Should Use Social NetworkingColbert - Email Assassin

Getting Doctors To Read Email

Do they have an email address?Do they check mail?Does their computer work?Is their mail private?Do they respond to email (some only read)?Can they read all types of attachments?Can you announce meetings by email?Can you eliminate paper mailings

Look Before You SendCheck Your Email Before You Hit Send Is the attachment attached? Open attachment just to be sure Watch out for typeahead giving wrong recipient Check spelling / use spell checker CC yourself Patient information secure? (dont Security of recipient Can recipient open your attachments? Assume message will be forwarded to:OIG, CMS, FBI, FTC, employer, hospital, etc.

Make a Simple Personal Links web page

Create word processor table and insert links Name / describe links Include login information Place link on link toolbar on browser

Medical AssociationsGovernmentProfessional OrganizationsASA KSA AMA KMA GLMSCMS Anesthesia Page Medicare Fee Schedule LookupMGMA MGMA Community MGMA EBSCO Anesthesia Group SitesASA Newsletter Articles Helper Sites

Dr. Rating SitesLearningHealthGrades RateMDs Vitals RSS Feeds Outlook 2007 Gmail Labels and filters

Barriers to large inbox

Storage needed 1 to 10 gigabytes Client-type email slows computer Need frequent and reliable backup Need fast searching technique Additional steps needed to operate from multiple locations

Problems with EmailMulti locationsInternet / ISP down Corrupt filesEmail virus attacking computerLoss of computer w/no backupSecurity (especially if sending patient info)

Protecting Yourself from Loss Backup mailbox files (outlook.pst, archive.pst) Store emails on multiple computers Forward to another account Speed up / compact /defrag Save attachments manually Use utility that detaches Know how to run mailbox repair utilitiesOutlook Repair and Other Utilities

Using Email Clients from Multiple locations. How to set this up in Outlook:

Duplicate ISP parameters

Leave messages on server

Working Efficiently

Multiple Monitors Multiple Computers Use older computers for 2nd and 3rd Slower computer can be configured with Ubuntu & Firefox Synchronize your laptop

Hardware Recommended for Local Email Client

Fast quad core / Core I7 type CPU Memory 4 GB +Large Monitor Dual monitorDual computers or moreFast hard disk helpful Local & network backupLocal scanner (scan and email replaces fax)

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