This article was originally published in a sponsored newsletter.

When I owned a practice in New York, I received some advice about changing the little things or peripherals around the office—all the electronics other than the medical equipment and computers that are easy to forget about when we think about making improvements. It sounded so minuscule, but once we implemented the changes, they had a huge impact.

In this issue and next, this guide will explore essential peripherals and give tips on how to choose them, emphasizing ergonomics, cost-effectiveness and aesthetic cohesion in the workplace. Follow these steps to ensure you choose the right peripherals that boost productivity and improve the environment.

This week, we’ll discuss optimizing your phone system, printers and router.

Voice Over Internet Protocol: Your Next Phone System

Are you using an old analog phone system? There are new technologies that are both cheaper and more functional, called Voice Over Internet Protocol (VoIP). Some systems even connect to your practice management system to alert you to who is calling, show you whether a balance is due and give you the ability to send text messages from your phone number. These are some considerations when choosing a VoIP provider:

• While most of the internet in the United States is fast and reliable, check with your local internet service provider to ensure that the speeds offered can handle VoIP services.
• Make sure your service provider offers backup power.
• Check that the VoIP you choose is appropriately set up to call emergency services.

Printer Updates

Printers are whirring nearly constantly in most eye care practices, even those that have gone paperless. Waiting for a page to print is like waiting on hold for customer service: It's both annoying and costs your precious time. Having a printer that is functionally optimized can help save your staff time and headaches. Here are some considerations when upgrading your printer:

• Larger practices that do more than 5,000 exams per year should consider a company that can provide a full-service experience for their printer, including installation, maintenance and ink refills. They can cost thousands of dollars if purchased stand-alone, but these printers have the least amount of downtime and are typically multi-functional, meaning they can scan, copy and fax.
• Speaking of faxes, one printer in the office should be set up for outgoing faxes. Utilizing your VoIP telephone service, set up your incoming faxes to go directly through email. You’ll also reduce paper waste, save time and enhance privacy.
• Small or medium-sized offices with simpler needs can consider a black-and-white laser printer or one with a refillable ink tank as a more economical solution. If you choose this route, be sure to look at the cost per page for printing.
• Don’t forget to discuss printer placement with your team to get an idea of how much time they spend getting their printouts every day. Many offices choose to get one subscription workhorse printer and multiple smaller in-house printers spread throughout the office. Once you have your team’s input, you can place your entire printer system strategically and efficiently.

Router Specs for Security

Security and network performance are majorly important in a practice. Think about how much patient data you store on your network and how much you rely on it for your daily activities. With a fast, secure router and internet, you can make sure your staff doesn’t have to wait for pages to load while decreasing the chances of security incidents that may be costly to deal with later. Here are some considerations for optimizing your router choice:

• Ensure your router has firewall capabilities built in to add another layer of security that won’t expose your network to external threats.
• Find a router that has guest network capabilities. It’s never a good idea to allow your team or patients to connect their devices to your office network. Instead, establish a guest Wi-Fi network to reduce potential cybersecurity threats and interruptions in your main connection.
• Threats continually change. Remember that your router is the gatekeeper to your office network, and its firmware is not a set-it-and-forget-it. Keep your router's security settings updated to safeguard against hacking and viruses.

By thoughtfully selecting and integrating these peripherals, you can create a more efficient and secure environment for your patients and your staff.

Tune in next week as we continue the discussion on choosing keyboards, mice, monitors and sound systems.

Evan Kestenbaum is a lifelong entrepreneur and data geek who has co-founded and led several successful businesses within eye care. His latest project provides resources and advocacy for people who stutter. Evan enjoys spending time with his wife, Paula, in their most fulfilling role: parents to three adventurous daughters. For questions or comments about this article, please contact ekconsulting@gmail.com.