GP Practices

Deploying WLAN in Healthcare – What to consider.

Care Homes, Dental Practices, GP Practices, Healthcare, WiFi November 18, 2022

The surge in delivering Healthcare services digitally is by definition, accelerating the demand for robust Wireless Networks and Smart Infrastructure Technology. Since 2019, we’ve seen a rapid acceleration in clinical staff’s utilisation of mobile devices (tablets, handheld devices etc) through a variety of sectors – namely in GP Practices, Care Homes and Hospital environments. Of course, whilst the demand continues to increase, delivery should ensure multiple key elements are considered effectively.

In this blog we’ll run-through some of the main considerations when reviewing a WLAN/Wireless network deployment in healthcare facilities – weighed up with the common problems experienced in such environments. It goes without saying that Wireless Infrastructure (WLAN) deployments in most, if not all, healthcare environments are of critical importance – and will ultimately serve as the basis for staff to carry out critical day-to-day tasks using a variety of pieces of technology. With this in mind, in-depth consideration to planning and deployment should be given, ensuring the system’s Operational, Functional and Security elements are fulfilled.

Common Problems

Poor Planning

An all-too common issue we come across at problematic healthcare sites is that incremental changes have been implemented to the network over time – this can actually be more of a hinderance than improvement. As we’ll mention, ensuring the infrastructure is operated from a central ‘host’, ensures confluence is achieved on the network, reducing the probability of problems arising.

Poor Configuration

Consideration to the type of devices using the network, their use etc have always been an important consideration. Smart Televisions will now operate on the WLAN, even Coffee machines – this makes planning and ensuring all devices required on the wireless network are catered for. Further to this, having multiple platforms and peripherals of which the LAN/WLAN operates from can cause problems – we see this commonly, and can result in conflicts on the network, and delays in the troubleshooting process.

Poor Design

The placement of Access Points throughout a large site is paramount to ensuring wide-spread coverage at optimal levels of speed & performance, however there are multiple ways of mitigating problems by ‘splitting’ the network. For example, the installation of Cat 6/Cat 6a outlets throughout the premises can increase reliance on the LAN network, taking strain from the WLAN (office computers, laptops etc).

Full-Building Coverage

Placement & Coverage

The placement of Access Points is key to ensuring all intended users can achieve strong performance and consistency wherever they are situated in the building. Healthcare environments tend to involve slightly different planning for WLAN to your average office, for example. Staff tend to be ‘on the move’, roaming the building whilst still requiring consistent access to the internet. In order to ensure consistent and high performance connections are achieved equally, measures such as Data Outlets can be installed where staff have fixed devices (desktop/laptop computers) – this can ultimately reduce the ‘strain’ on the overall network itself.

Full-Building WiFi Survey

Planning for Performance

As with any WLAN deployment, planning is essential. An on-site survey of the building itself, taking into account a variety structural and architectural factors with the outcome/use case in mind is key to a well-performing network with longevity. Not only is the performance of the WLAN tested at this stage, but the deployment plan itself – structured cabling, server/cabinet locations and more need to be decided at the beginning of the process in order to ensure each section flows efficiently when the deployment commences. Our surveys also include structural cabling reports, of which we ultimately liaise with the customer on.

Smart Building Use Cases

Building a Robust & Versatile WiFi/WLAN Network

Security

The critical nature of the tasks & processes carried out over WiFi in healthcare environments makes security paramount. With the wide span of devices now used in such environments, there are a lot more areas to cover. Web Filters, Segmenting and other such measures can help mitigate such risks.

Hardware Planning

What devices are using the network? Desktop PC’s, commercial tablet/handheld devices, will you allow BYOD for personal use?

Network Configuration

Ensuring critical devices have a reliable and consistent connection. If devices in the environment are all connecting to one singular network, serious problems can occur as a result of the imbalance. For example, patients streaming Netflix on the same network nursing staff are trying to input/receive critical data could have serious consequences.

Maintenance/Management

What devices are using the network? Desktop PC’s, commercial tablet/handheld devices, will you allow BYOD for personal use? Ensuring systems are confluent from the ground up is key to mitigating issues on the network. By this, we mean ensuring the devices in-use in the environment are compatible with the equipment & infrastructure hosting the network.

Performance

Further to our points above on Configuration, there are more direct measures that can be taken. ‘RBAC’ (Role Based Access Control) is a tool we often use, whereby critical device’s connections can be prioritised on the network, as well as enhanced security on the connection between the device and the WiFi/WLAN.

Existing Infrastructure

Where are you looking to deploy your Wireless network? In new-builds, generally structured cabling and network outlets are installed as part of the development process, not afterward. If you’re replacing existing AP’s, or installing in a building without much structured cabling/network backbone, Structured Cabling will need to be taken into account.

What other measures are taken to ensure maximum Up-Time and Stability?

Emergency Power Backup

On most customer’s sites involved in critical activities, such as Care Homes, Private Hospitals, GP Practices and more, we’ll install an emergency back-up source of power for all systems. In doing so, in the event of a power-outage, the site’s full Phone, WiFi & IT Systems can continue to operate during this critical period, with no downtime.

Full-Building Power Continues

Downtime isn’t something we like at Ayo, nor would we wish to allow it for our customers. As soon as ‘mains’ power is not recognised, our systems automatically switch to industrial-grade battery power systems. In this scenario, our backup power systems are not linked with ‘mains’ power in the building – given most of our networking systems run on ‘PoE’ or Power over Ethernet, the main ‘Switch Box’ in the network cabinet powering all equipment and peripherals switches over to a backup power system, which in turn serves all connected devices via the network cable connecting them (generally Cat 6/Cat 6a).

Okay so it’s powered, what about connectivity?

So, we’ve covered the details on power outages and downtime in that sense – how does the connectivity (internet, phone lines) continue if the incoming lines are affected also? Given network provider cabinets in the street (the dark green ones) also run on ‘mains’ power, the problem isn’t fully-solved with backup power sources on-site, as these lines also generally fail in the result of a power outage. As part of our emergency backup system packages, we’ll also install a 4G/5G medium in the network cabinet, which also takes-over all systems seamlessly in the event the incoming lines are down.

If you’d like to discuss the process of WLAN/WiFi installation in your healthcare environment, leave your details below and we’ll call you.

Business Phones for GP Practices

GP Practices, Healthcare, Telecoms June 30, 2021

Ensure your patients get to who they need to, when they need to.

Having an inefficient and ineffective communications offering within a GP Practice can cause frustration for patients, suppliers and sta犀利士 ff – ultimately affecting their perception of the practice as a whole….not to mention, expensive, with minimal or zero ROI.

So, what’s the benefits of an Ayo Telecom phone system for my practice?

Ayo Telecom offers full EMIS integration, to your existing system. All data from your existing system can be integrated and utilised with your new system – impress patients by knowing their name and information before you even pick up the phone! You can also dial directly from your EMIS system, without having to touch the desk-phone.

Inbound Calls

• When patients call you, the Ayo Telecom System automatically presents staff with the name and number of the patient calling. Previously, they would have to ask who the caller was, and manually search EMIS to check their identity. Now, all that information is one place, saving time in processing the call.

• Not only is their name & number presented on the desk phone and computer, the patient’s records pop-up on the computer screen, allowing the call operator to see all required details on appointments instantaneously.

• All calls are recorded, and stored for future reference & training. Have you ever had details of a phone-call called into question, or member of staff’s handling of the call complained about? All calls are available on the system for up to 90 days, in a GDPR-compliant manner.

Outbound Calls

• Features such as click-to-dial allow you to click any number on the screen of your computer, and instantly call the contact from your desk phone.

Call Recording

Ensure all calls to your GP Practice are pleasant, and satisfying for the patient. Do you save important eMails? Why not save phone-calls too!? Monitor and improve how your staff communicate with your patients

Auto Attendant

Deliver a message or information to your patients, before you even pick up the phone! Such as; ‘If you wish to make an appointment, please press 1, OR if you have an emergency, please dial 999 immediately’. This feature allows you to filter and organise your call traffic, and ensure patients know they are getting through to the right person.

Call Waiting

Instead of unappealing, frustrating ‘engaged tones’, when your operators are occupied, your patients will be automatically greeted, and then played an audio of your choice. This may be information about your practice, announcements or music.

If you find your GP practice lacking any of the above, and wish to discuss further, please leave your details below and we’ll call you back.

How business strategy aligns with Managed IT Services

Care Homes, Dental Practices, GP Practices, Healthcare, Hospitality, Hotels, SME's, Technical Issues June 23, 2021

A resilient and robust IT system has never been of more importance to business than now. The ‘break/fix’ model of IT management is not obsolete, and a consistent monitoring & upgrading of systems is required to stay on top and ensure your business can run at its optimal potential.

‘Digital transformation’ is the process of going from a traditional ‘analogue’ business, to a digital pioneer…it’s happening everywhere. This is why it’s a good time for you and your business to decide whether they want to upgrade their IT systems and processes – ultimately whether you want to be the ‘Blockbuster Video’, or ‘Netflix’ of your industry. The back-end of your business is just as important as the front – just because customer’s and clients don’t necessarily see your IT & Cloud systems, how you communicate with each other, store data, security measures and a lot more, doesn’t mean its importance is any less.

So, how do Managed services help your business where it matters?

Allowing those with expertise to take control & deliver

Many Managed IT providers will offer a universal approach for their customers, without specifically tailoring it to the customer’s business. Ayo has pre-set KPI’s in place for our customers, meaning we can ensure that our services deliver for you. Whether this is staff performance, sales statistics or another metric you wish to discuss, we’ll endeavour to meet your aspirations with proven, tangible results at your end.

Increase efficiency & lower costs

Switching to a Managed IT Service provider will reduce infrastructure costs in multiple ways. By allowing a provider to take control of the infrastructure, the amount of infrastructure held on-site can be vastly reduced, and hosted in Data Centres provided by us off-site. This doesn’t mean the services have to go, simply streamlining the way in which they are hosted & managed can save businesses multiple costs including the hardware itself & maintenance, space required to house it and the significant energy it ultimately uses.

Upscale/Downscale with ease

Scalability is paramount to delivering business growth, development and success. As technology continues to advance so quickly, businesses need to be in a position to scale up, or down as and when required. As a business expands, it’s generally expected that the resources they have in place are outgrown by the technology required to do so. Ayo offers on-hand the configuration, services and support to effectively sustain growth of your business. By outsourcing Managed IT services to a Managed IT provider, businesses can reduce labour costs from between 10% and 50%, dependent on the method of delivery – resulting in 5% to 30% in total net savings (Gartner, 2019).

Avoid unnecessary & costly downtime

Network downtime can cost as much as £4,000/minute – Gartner, 2020. Downtime can be a very expensive and stressful experience, meaning not only can it financially cost a business dearly when experienced, it can trigger an unproductive wave for staff who end up de-motivated as a result of their systems being down.

Personal Point of Contact

As part of our Managed IT & Cloud Services, all customers have a dedicated account manager on-hand to assist with any changes you’d like made, or to report issues experienced. Further to this, your account manager can provide analysis, strategy and an overall plan for your business’s technology & IT systems.

Stay Compliant

PCI Standards to be met. A secure IT backup allows your business to protect, preserve & retrieve data in the rare occurrence issues may arise…whether it’s a single important file, or a whole database in a government-compliant manner. Ensure your business is compliant with all necessary regulatory standards with an IT & Cloud services review.

If you’d like to hear more about Ayo’s Managed IT & Cloud services, click here to see more.

Managed IT & Cloud

Why would your business needs Call Recording?

Care Homes, Child Care, Dental Practices, GP Practices, Hair Salons, Healthcare, Hospitality, Hotels, Our Services, SME's, Telecoms May 31, 2020

Of course, there is no harm with businesses adopting major changes to their operations as they seek to take advantage of new technological advancements, but business owners often overlook the smallest of ideas. Call recording, a simple addition to your business phone system, might not seem like a major ground sweeping change, but you cannot underestimate its utility. The benefits of call recording are endless. In this blog we aim to take you through the benefits of call recording and explain why it is paramount for your business.

Save important calls…You would save important emails, so there’s absolutely no reason why you shouldn’t do the same with your calls. Recording all of your calls allows staff to listen back to them as many times as they please, ensuring all important customer details are correctly noted down which could have otherwise been forgotten or lost in translation without call recording. Furthermore, call recording will allow your staff to make notes after the call has finished, allowing them to give their undivided attention to your customer, improving your customers overall experience. Read our blog here to see why call recording is specifically important for care homes.

Protect your business against disputes…Fraud against businesses is almost inevitable in this day and age. With Call Recording you can limit your liability and protect your business against any unwanted costly lawsuits. Call recording gives you a full record of every telephone conversation your business encounters, providing concrete evidence which can be produced in the event of any customer disputes, ultimately protecting your brand and business. Moreover, call recording can be a useful deterrent, protecting your staff from abuse.

For Staff Training and Customer Service – Call recording provides a fantastic opportunity to monitor and train your staff.

As a business owner, you will be able to monitor conversations between staff and your customers, allowing you to offer advice on how staff can improve their communication skills, whether that be tips on how to sell your products more effectively, or how to deal with customers more compassionately. Aside from being an effective method of training new and existing staff to boost sales, call recording will also improve the quality of your customer service. If staff are aware that all their calls are recorded, with the possibility they could be audited by a manager at a later date, staff will inevitably be more inclined to work to a higher standard.

Customer satisfaction – by maintaining a large selection of call recordings over a large time period, managers and owners are able to monitor customer satisfaction ratings over time. As everyone knows, high customer satisfaction levels are an integral part of customer retention. Call recording offers the perfect platform to measure key performance indicators and assess if targets are being met.

Legality – as long as your customers are aware that their calls could be getting recorded, call recording is completely legal. All of our business phone systems come with professional welcoming messages for your business as standard. In this message you can notify them their calls are being recorded, ensuring you meet all government guidelines and criteria. All of our systems are fully compliant with: MiFID II, Dodd Frank, and PCI.

Regardless of the industry you’re in, call recording should be used in each part of your business. Whether you wish to increase sales, boost revenue or enhance customer experience – call recording is one simple feature that can facilitate all of those. The benefits of call recording are endless.

Take your business into the new methods of commun犀利士 ication, and boost success! If you require more information, or would like a free consultation, let us know your details below and we’ll call you back.

Business Phones for GP Practices

GP Practices July 6, 2019

Ensure your patients get through to who they need to, when they need to.

Having an inefficient and ineffective communications offering within a GP Practice can cause frustration for patients, suppliers and staff – ultimately affecting their perception of the practice as a whole….not to mention, expensive, with minimal or zero ROI.

? When did you last review your telephone system?

? Can you measure the performance of your telephone system?

? Would you like to be able to record conversations?

? Have you recently expanded your practice, but your telecoms system hasn’t?

威而鋼 r”>? How does your telecoms system perform in patient surveys

THE BENEFITS AN AYO TELECOM SYSTEM CAN BRING TO YOUR GP PRACTICE.

Ayo Telecom offers full EMIS integration, to your existing system. All data from your existing system can be integrated and utilised with your new system – impress patients by knowing their name and information before you even pick up the phone! You can also dial directly from your EMIS system, without having to touch the desk-phone.

When people call your surgery, Ayo Telecom automatically presents patient-facing staff with the patient record associated with the phone number as a pop up on their screen. Previously, they would have to ask who the caller was, and manually search EMIS to check their identity. Now, all that information is one place, saving time in processing the call.