It doesn’t matter if your software is on-site or on-line if you don’t have the tools you need when you need them. I suspect that the term ‘The Cloud’ is taken by many to mean that all of your technology problems will be precluded or magically solved and eliminated. Any system might have the tools but just as likely may not.
Don’t be fooled. It is not a given that a ‘Cloud’ type system automatically equates to comprehensive, well designed software.
Case in Point: Users will make mistakes in any system.
Therefore, it is important to have tools and support to quickly find and resolve problems. Otherwise confidence in the accuracy your systems data is lost.
Do you know if your software has an accessible audit log of all record changes?
And an audit tab in each record of changes?
And a system deleted items/recycle bin?
And system archived records area?
And a global search feature?
Consider the following example that just occurred with our client and their practice management software1.
Our client reports ‘The matter record disappeared’ They were knowledgeable enough to check the systems recycle bin for deleted items. But the matter was not to be found.
What to do…
There were other tools available. The global search feature and the archived records feature. I logged in on-line to their system, ran a search for the matter # across all records – not there. Oh No.
I then ran a search for the client name – found it 10 times in ten matters, (firm opened a matter once for each year that work was done… but apparently not for this year.)
I looked at the ‘audit’ tab for matter record the 04xxxx matter record an found that user xyz changed the matter number from 14xxx to 04xxx. Mystery Solved!
These tools are typical of the quality of design items an experienced user or consultant will intuitively look for. Sooner or later an issue will arise. Check now so you’ll know you have the tools you’ll need … make sure you have a quality system.
1 Score one for Time Matters.