Sycle Practice Management
Frequently Asked Questions
What is Sycle.net and what does it do?
Sycle.net is the number one hearing care practice management system utilized by over 5,000 practices each and every day. Sycle.net is a complete office suite designed to manage all aspects of your business including patient history, equipment inventory, sales, insurance claim processing, direct mail, referrals and so much more. System integrations with QuickBooks, NOAH, CounselEAR™, LACE and other programs hearing care professionals use on a daily basis help to eliminate double entry and save you time and money. It’s no surprise that 95% of customers surveyed said they would recommend Sycle.net to a friend!
How does Sycle.net work?
Sycle.net is a web-based application. All you need to get started is an internet connection! Sycle.net users login to their accounts with a secure username and password. Sycle.net is HIPAA compliant and all data is housed and protected by IBM, the world leader in data security. Enjoy the benefits of accessing your data from home, from the office or from your mobile device. With Sycle.net, your data and your business is wherever you need it to be!
Do I need to be connected to the Internet to use Sycle.net?
Yes. Sycle.net is a web-hosted application and does require that you are connected to the internet to utilize it.
Do I need a dedicated line to use Sycle.net?
Any broadband internet connection will do.
What platforms do I need to have in order to run Sycle.net?
Because Sycle.net hosts the application, all you need is a computer that can run Microsoft Internet Explorer 5.0 or higher. It doesn’t matter what type of hardware or operating system you’re running.
How do I get upgrades to Sycle.net?
Unlike many other systems on the market, with Sycle.net you never need to upgrade your system. This is all handled by our engineers who are constantly adding to and improving the software. Sycle.net is always evolving! Every time Sycle.net releases new features and functionality, which is about once a month, users receive an email explaining all the fun, new functionality. These new features are made available to all Sycle.net customers instantly! Free training and support ensure that Sycle.net users always have the tools they need to benefit from every new feature.
What involvement is required from my practice’s IT department?
None. Sycle.net applications are accessed through the Internet via a web browser and require no modifications or upgrades to your existing environment. All you need is Microsoft Internet Explorer (version 5.0 or higher), and you are ready to use sycle.net. Because there is no hardware, software, or network equipment to purchase, and the application is accessed through a standard web browser, your IT department will not need to implement or maintain the sycle.net solution.
Is training required to use Sycle.net?
While training is not required, we offer free training for you and your staff. The sessions run less than one hour and cover typical usage by a user and administrator. We’ll also send you a Quickstart Guide to refer to at any point during the session. Trainings are held through the Internet, conveniently allowing you to participate right from your office.
Is training available if I want it?
Of course! We offer FREE training sessions to all our customers. These sessions are offered multiple times every week and cover a range of topics such as basic appointment scheduling, inventory management, report running, insurance processing and more. If you have specific questions and would like to set up a one-on-one training simply email firstname.lastname@example.org and we’ll be sure to get you set up with one of our training specialists right away! Training with Sycle.net is always FREE to customers and we encourage you to attend sessions as often as you like…especially when we release exciting new features and system integrations.
What do I do if my Internet connection goes down or my computer breaks?
If either your Internet connection goes down or your computer breaks, you can call 1-888-881-SYCL. If you have not already printed out your patient schedule and outcome forms for that day, sycle.net will fax them to you. In the event of a computer replacement, you need not install anything other than an Internet connection and web browser on your new computer to log back on to sycle.net. We also keep a back-up of all your data.
What is HIPAA?
HIPAA (Health Insurance Portability Act of 1996) is a regulation designed to protect confidential healthcare information through improved security standards and federal privacy legislation. It defines requirements for storing patient information before, during and after electronic transmission. It also identifies compliance guidelines for critical business tasks such as risk analysis, awareness training, audit trail, disaster recovery plans and information access control and encryption. The HIPAA regulation has three main components that apply to “covered entities” (a covered entity is any provider of healthcare services that charges the government or insurance for their services):
- Standard Transaction Code Sets
- Patient Information Privacy
- Patient Information Security (both electronic and physical records)
Is Sycle.net HIPAA-compliant?
Sycle.net was designed to be compliant with HIPAA regulations as they pertain to the security of patient records and how they are stored electronically. We have had our system tested and have enabled the highest levels of security which, in some cases, surpass the government regulations for security.
Are other practice management systems available in the marketplace HIPAA-compliant?
Other practice management systems installed locally at your clinic may not be compliant. The security measures needed to comply with the electronic security of patient files would be dependent on how your network is set up and the types of security access given to your employees.
Will my practice be considered HIPAA-compliant if I am using Sycle.net as my practice management system?
Yes, Sycle.net has taken care of the secure electronic storage of your patient records. The security of the physical files located in your office would need to be addressed at the clinic level.
What Sycle.net administration features will I have control of?
Sycle.net is very easy to setup and customize. Administrators can set up staff profiles (including usernames, passwords and privilege levels) hours of operation, tax tables, discount types, equipment pricing and more. If you ever need assistance with this process our dedicated support staff is only a phone call or email away!
Can I configure Sycle.net to my clinic(s) needs?
Yes, once you have a username & password you can configure many aspects of Sycle.net, such as:
Appointment types (including length)
Extended warranty types
Clinic contact information
Employee contact information
How will my staff and clinics see my data without my having to synchronize it?
Every action taken in Sycle.net happens in real time. This means that no waiting or synchronization is required. If you edit an appointment or sell a hearing aid, that information is automatically captured and is instantly visible for other users on your account to see (as long as they have the appropriate permission levels to see such information).
How do I remove an employee from the system once they have left my company?
Log in using your administrator password, then simply go to the administration page and delete the employee’s name and password.
What is a referral report?
We’re glad you asked…the referral report is one of our favorites! It details how many appointments and subsequently how many sales, were made from each referral source. Sycle customers are able to set up their own customizable list of referral sources and subcategories. Every appointment has a referral source. This ensures accurate reporting and allows business owners to make strategic marketing decisions based on the data provided.
Do I need a report writer to create and run reports?
Sycle.net includes a number of pre-configured reports designed to help you manage your business. Revenue, binaural rates, close percentages, and scheduling efficiency are just a few of the reports that are available for you to view. These reports can be pulled by clinic or provider, as well as date range specified. Marketing reports are also available; these include referral reports and clinic database reports.
Can I export my report information from Sycle.net?
Yes, and it couldn’t be easier! All reports can be exported to Microsoft Excel™ and other desktop applications by selecting the “Export to Excel” button in the display of every report.
Data Import Questions
How do I import my existing data into Sycle.net?
If your data is in an electronic format, Sycle.net can import the data for you. We will provide you with an Excel template to copy your data into. We then put this into Sycle.net at no charge. If you require assistance with this process our support and install teams are here to help! If your data is in file or paper format you will need to import it manually using the patient backfill area of the Administration section. You can, however, start using Sycle.net immediately and add your existing patient data over time.
How will my data be transferred to Sycle.net?
If your patient records are currently in an electronic format you can either email them or send them on a disk and we will import them for you. If they are not readily available electronically we suggest you begin using Sycle.net and enter existing patient data over time.
How long does a data import take?
This depends on the data itself. Data imports can take anywhere from 5-14 business days. That said, you are still able to use Sycle.net during this time to enter in new patients and to set up your administration configuration. We also encourage you and your staff to utilize this time period for training.
How do I sign up for Sycle.net?
So you’re ready to get started! You can sign up online from our website. The process couldn’t be simpler. Click on Sign Up and fill out the registration form then click Submit. Or, if you prefer, give our sales representatives a call at (888) 881-SYCL and we will happily get your account registered for you!
How can I get access to Sycle.net?
Because Sycle.net is web-based, there is no hardware or software to buy, install or maintain. Using Microsoft Internet Explorer (version 5.0 or higher), simply visit the login page and enter your username and password.
How quickly can I get started using Sycle.net?
Immediately! It typically takes less than 24 hours from the time you register online to when you receive your login information. Need to get started even faster? Just give us a call at (888) 881-SYCL and we can expedite this process for you.
How much does Sycle.net cost?
Sycle.net is billed on a monthly basis and is the most cost effective solution in patient management software. The cost is $149.00 for a full time office. We also encourage customers to speak to any of the buying groups or manufacturers you may be affiliated with. Many of them offer fantastic discounts and co-op options to help cover the cost of Sycle.net.
What is the start-up fee for using Sycle.net?
None! In fact, your first 30 days are FREE and the following 3 months are risk free. This means you can fully utilize Sycle.net in your practice for 4 months with absolutely no risk.
How will I be billed for Sycle.net?
Please refer to our Billing FAQs here.
How can I get a W-9 from Sycle?
Please click here to download a W-9 form in .pdf format: http://web.sycle.net/w9/
What do I do if I no longer want to use Sycle.net?
You can stop using Sycle.net at anytime. We will return all your patient data to you in the format that you request (tab delimited, Excel, or CSV).
How can I be sure my data is safe?
Your data is only as secure as the facility it is housed in and all Sycle.net data is housed in a top of the line IBM data center boasting the highest levels of security available. IBM uses, and often is the developer of, some of the most advanced firewall technology in existence. The actual building is encased in two-foot thick concrete walls and requires handprint recognition for physical entry. The data center is directly attached to the internet backbone to ensure a 99.9999% uptime. We also have two diesel backup generators and a day’s worth of fuel standing by in case of a major power outage.
Who monitors this data?
IBM technicians monitor the servers. They are less than 100 feet away from our servers and monitor them 24 hours a day, seven days a week.
How do the technicians know if there is a problem?
They send a signal to our servers every five minutes. If for any reason they do not get a response, they are alerted and investigate immediately.
How many servers does Sycle.net have?
We have two redundant servers. All data is duplicated on both servers at all times. If for any reason one of them has a problem, the other one takes over seamlessly and technicians are alerted.
How can I be sure my data is kept private?
Does Sycle.net ever view or use my data?