FAQS

Here are answers to common questions we receive about Sycle. If you can’t find what you’re looking for here, simply email us at info@sycle.net and we’ll get back to you.

Content

Sycle Practice Management

Will my practice be considered HIPAA-compliant if I am using Sycle as my practice management system?

Yes, Sycle 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 administration features will I have control of?

Sycle 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!

What platforms do I need to have in order to run Sycle Practice Management?

Because Sycle 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.

What is Sycle Practice Management and what does it do?

Sycle is the number one audiology and hearing care practice management solution utilized by over 5,000 hearing care practices each and every day. Sycle 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 audiology and 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 to a friend!

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): 1. Standard Transaction Code Sets 2. Patient Information Privacy 3. Patient Information Security (both electronic and physical records)

What is a referral report?

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.

What involvement is required from my practice’s IT department?

None. Sycle applications are accessed through the Internet via a web browser and require no modifications or upgrades to your existing environment. All you need is a web-browser (Internet Explorer, Google Chrome, Safari, Firefox) and you are ready to use Sycle Practice Management. 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 solution.

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 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 onto Sycle. We also keep a backup of all your data.

Is training required to use Sycle Practice Management?

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 training@sycle.net and we’ll be sure to get you set up with one of our training specialists right away! Training with Sycle 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.

Is Sycle HIPAA-compliant?

Sycle Practice Management 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.

How will my staff, audiologists and clinics see my data without my having to synchronize it?

Every action taken in Sycle 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 does Sycle Practice Management work?

Sycle is a web-based application. All you need to get started is an internet connection! Sycle users login to their accounts with a secure username and password. Sycle 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, your data and your business is wherever you need it to be!

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.

How do I get upgrades to Sycle Practice Management?

Unlike many other audiology and hearing care practice management solutions on the market, with Sycle you never need to upgrade your software. This is all handled by our engineers who are constantly adding to and improving the software. Sycle is always evolving! Every time Sycle 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 customers instantly! Free training and support ensure that Sycle users always have the tools they need to benefit from every new feature.

Do I need to be connected to the Internet to use Sycle Practice Management?

Yes. Sycle 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 Practice Management?

Any broadband internet connection will do.

Can I configure Sycle to my clinic(s) needs?

Yes, once you have a username & password you can configure many aspects of Sycle, such as: Appointment types (including length) Hearing Aid & Equipment Discount types Extended warranty types Hearing Care Clinic hours Hearing Care Clinic contact information Employee passwords Employee contact information Employee hours

Reporting Questions

Do I need a report writer to create and run reports?

Sycle includes a number of preconfigured 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?

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 Imports

How will my data be transferred to Sycle?

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 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 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 import my existing data into Sycle?

If your data is in an electronic format, Sycle 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 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 immediately and add your existing patient data over time.

Registration/Administration

How do I sign up for Sycle?

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!

QuickBooks

Do I need anything “special” to be able to use this feature?

You need to have an active Sycle account and QuickBooks software We recommend that the QuickBooks Synchronizer be used with QuickBooks Pro and Premier 2009 (or newer) and QuickBooks Canadian and UK 2010 (or newer). The QuickBooks Synchronizer will work with older versions of QuickBooks but some information may not be compatible. The QuickBooks Synchronizer is not compatible with QuickBooks Online.

NOAH

What is HIMSA’s licensing model? How does it work?

HIMSA has simplified its licensing model from a site license with concurrent user sizes in NOAH 3 to just a site license without limitations (on concurrent users) in Noah 4. This means that you can still install Noah on as many workstations as you like at one physical location but you need not worry any longer about a user being locked out of Noah when your database configuration is shared/networked. In essence, Noah 4 operates much like a NOAH 3, 7+ user size license. More information can be found here:http://www.HIMSA.com/Portals/0/downloads/NOAH/NoahSystem4_license_EN.pdf

Patient Financing

How do I enroll?

Click on the Patient Finance tab in any Patient Summary and fill out the clinic enrollment form.

Sales Gen

How do I enroll?

We’re working on letting you sign up online. Until then, please send all inquiries to sales@Sycle.

Patient Care Communications

Can I still create my own direct mail pieces and use my own direct mail house?

Yes, you can create your own direct mail and use Sycle Practice Management to mail them or you can create your own direct mail and mail lists and send them yourself. The choice is yours!

eClaims

How do I sign up with Electronic Claims?

You can start the process by calling 1-888-881-7925 and asking for the Insurance Department. Or, you can email us at violal@Sycle.

Request a Demo or receive more product information

Please fill out the form below or contact us at 888-881-7925 or email us at info@sycle.net

I am interested in learning more about Sycle’s additional products. These products can be utilized with Sycle Practice Management. (check all that apply) Yes No

Sycle Financial Solutions

Sycle Business Solutions

Sycle Marketing Solutions

Sycle Patient Care Solutions

Are you interested in hearing from any of our partners about special offers and pricing provided to Sycle customers?

Sycle Partner Programs