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Sycle OTC Hearing Industry Panel Discussion Post Event - July 2021

Interview with Tom Harris, Ridge Sampson & Sean Shoffstall, Sycle.net

Tom Harris, Ridge Sampson, Sean Shoffstall

May 7, 2012
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Topic: New Tools from Sycle.net
CAROLYN SMAKA: Thanks for your time today. What's new at Sycle.net?



RIDGE SAMPSON: At Sycle, our mission is to use our technology to simplify the audiologist's life. Our goal is to take away every possible repeatable task using our technology and integrate it with others so audiologists can spend that time with their patients. With Sycle, they ultimately end up fitting more patients, and more people get help with their hearing. At the end of the day it's a win for the end patient as well as the professional.



Ridge Sampson

SMAKA: So let's start with some of these tools from Sycle that simplify the audiologist's life, like Sales Generation.

SAMPSON: We know that there are approximately 38,000,000 people have hearing loss in the U.S., and only 1.8 million are fit with hearing aids each year. We can exponentially grow practices and the entire industry if we can get some of these people into offices to be fit with hearing aids.

Our sister company is an advertising agency, Ozone Online, with expertise in online marketing that we've utilized for Sycle. With the Sycle Sales Generation tool we are gathering appointments from potential hearing aid patients online, and scheduling appointments directly into the clinic's schedule using Sycle. We never actually see their schedules. We build them a script, a kind of patient intake which populates all the necessary fields in Sycle.

We're getting the leads, sending them to a call center, and booking appointments. At the end of the day, the clinic only pays for the patient if the appointment results in the sale of a hearing aid.



Tools available from Sycle.net

SMAKA: This launched recently, correct?

SAMPSON: Yes, we have approximately 200 clinics that have been using Sales Generation, and we are continuing to refine and perfect it.

SMAKA: This seems like a more effective tool than those that simply generate a lead. Leads can get lost, especially if someone is out of the office or if it's a busy week at the practice.

SAMPSON: Right, we take that follow up right off the clinic's plate. Our call center is trained on closing the appointment, so the clinic simply sees the appointment on their schedule.

There are two critical points in the process of making a hearing aid sale, where the process can move forward toward a sale, or can fail. The first is when the patient calls the practice. Often times the person answering the telephone or booking appointments at a practice is the least invested in the hearing aid sale, and probably the least trained in sales. This first touch with the customer is very important and can move the process along when an appointment is scheduled, or the process can fail if the appointment is not scheduled.

The second point of failure in the sales process is during the hearing aid consultation. Here, as an industry, there is a 50 percent success rate in making a hearing aid sale to a patient who needs hearing aids. This part of the process is in the hands of the clinician and is much more involved. We feel that we can have the most impact up front, during the appointment scheduling process by sending more patients to the audiologist.

We should also mention the cost of acquiring a new patient in this industry. It can range from $500 per new patient to just over $1,000 per patient. With the Sycle.net Sales Generation program our initial cost is only $399 per new patient. And, as I mentioned, there is only a cost if that patient purchases a hearing aid. That's about a third or a half of what people are paying with other systems today.

SMAKA: It seems like the Sycle Sales Generation system would be a nice complement to whatever other marketing the clinic is already doing.

SAMPSON: Exactly, it's meant to augment the clinic's marketing, whether that's newspaper advertising/inserts, direct mail, etc.

There are no restrictions as far as which manufacturers you can sell, or how to conduct the appointment. We schedule the appointment, and you as the clinician have full control over what happens when that patient walks into your office.

SMAKA: When a patient is routed to the call center to schedule an appointment, how do you determine which clinic gets the appointment?

SAMPSON: It's all according to geography. We're not cherry picking clinics;if there are three clinics close to the patient, we let the patient choose.

Even if they don't sell a hearing aid, clinics are still very happy to get a new patient. They are now included in the clinic's marketing database to follow up with over time.

SMAKA: Free, qualified appointments - sounds like every audiologist's dream. Let's move on to eDocs.



Tom Harris

I'm personally most excited about eDocs, as it's been my baby. eDocs enables our users to get one step closer to a completely paperless environment.

It's patient-centric, so every patient summary within Sycle will basically have an electronic folder structure that they customize to get those file cabinets out of the office, or at least into storage. eDocs will also enable our multiple clinic users to be able to access the same patient information from the Web, anywhere in the world. Even with a single location, a clinician might want to go home early to fix dinner for the kids before she completes a physician report, but she can jump online at home and access it there.

SMAKA: I can relate to that. So eDocs provides you with online file folders?

HARRIS: Yes, we start you off with about seven custom folders, or default folders, which through discovery we found are the most universal so that there's not a lot of work for setup. These include HIPAA, Audiograms, Insurance, Patient Information - all the usual suspects. At that point users can customize eDocs as much as they want;as well as download, upload, and scan in documents. This is currently in Beta and we're very excited about it.

SMAKA: Data is safe and secure?

HARRIS: Definitely. With our system, all the information is on our servers, in two locations. So your files are completely safe no matter what. And we're absorbing all the costs of the storage and the file management, so it is really a much bigger product than it may appear.

SMAKA: Can you explain how a multiple site clinic may benefit from eDocs?

HARRIS: When eDocs first became available for Beta, a clinic with three sites happened to have a patient walk in to one of their offices who was typically seen at another one of their offices. They needed the patient's audiogram in order to perform a hearing aid adjustment. The office with the patient's file simply scanned the audiogram into the eDocs folder. The clinician seeing the patient just hit the refresh button on her computer and within seconds had the audiogram. So they adjusted her hearing aid, and everyone was happy. They were thrilled to see the benefits of eDocs.

SMAKA: Today, people are used to online docs and storage - from email to Apple's iCloud, for example.

HARRIS: Yes, what we've found is that eDocs also provides a kind of second insurance for practices. If something were to happen - a fire, tornado, flood, etc. - all they have to do is they go buy another computer, and they're up and running.

Unfortunately, we did have a clinic that actually had their office destroyed by a natural disaster.
With Sycle, they went and bought a new computer, plugged it in at a coffee shop and were back in business.

SMAKA: That's amazing. Sean, do you find some audiologists are not as comfortable with software technology, or is that changing?



Sean Shoffstall

Sean Shoffstall: We like to discuss our products in terms of benefits as opposed to technology. Consider an HP ad, for example, and it's all about the features. It's got 20 MHz and it spins this. Who cares? Instead of talking about the technology behind eDocs, we just have to explain, "All those documents you have in your office can go away. And you just have them scanned here and you can access them whenever you want." They get it, and we can take people over that technology hurdle pretty quickly.

SAMPSON: Audiologists also know how costly it is to handle paper, from storing files to all the time it takes to find one, to the cost of losing one. What happens if you lose all these files? Most companies who lose their files go bankrupt within one week. The benefits of eDocs are easily understood, and in fact, audiologists have been asking for a product like this for some time.

HARRIS: The numbers are really staggering. Paper documents can cost about $4,500.00 per file cabinet;it costs about $300.00 to recreate a lost document. We've done a full analysis of these costs during our development of eDocs.

SMAKA: Thanks for that overview of eDocs. Another product you offer is financing, correct?

HARRIS: Patient financing is fantastic because of the way it is integrated within Sycle. Now, when you view your schedule you mouse over the patient name and they've been soft-screened only based on their name and address. It doesn't affect their credit at all. You know how you can receive credit card offers in your mail that tell you you've been approved for a $10,000 line of credit? Those offers use a similar pre-screening system based on your address and name.

Now, on your schedule you may see that a patient has been pre-screened for $4000. Or, that he has been pre-screened and has not been approved for credit. Now, as a provider you do not need to bring up the financing discussion only to have him be turned down - you know going in to the appointment and your patient does not have to experience the "no". Sometimes that "no" can potentially interfere in the patient-provider relationship.

SMAKA: At the very least it can cause awkward moments during the counseling session.

HARRIS: Right. Now, if the patient has been pre-screened for credit and you do want to offer financing, you can simply hit a button since you already have all the demographic data in Sycle, add his social security number, and you instantly find out how much credit is approved for the patient. When you sell the hearing aid, you simply select HealthiPlan as the payment source and you receive the full payment within 2 - 3 days. And the rate is very competitive, likely better than most other plans available.

SMAKA: Going back to your initial mission, it sounds like Sycle Patient Financing certainly could save a lot of time.

HARRIS: Definitely - the clinician did not have to get up from the desk. They did not go to a terminal. They did not have to make a call, or wait on the phone, or send a fax. We took 15 to 30 minutes out of that process, times the number of appointments per day, week or month. Think of what a clinician could do with that time - maybe add a few appointments to the schedule each week.

We found that a lot of clinicians were using paper forms for financing applications, and asking the patient to complete them. They'd leave and five minutes later the patient may have only completed their name. Now, all the patient information is in Sycle so it literally pops up and the financing information is completely filled out. Add the last four digits of their social, hit submit, and you're done. The whole process is pretty cool.

SMAKA: I see you're also integrated with CounselEAR.

HARRIS: Yep. CounselEAR is an online tool that enables audiologists to rapidly create customized counseling summaries, professional audiologic reports, and chart notes. Since CounselEAR and Sycle talk to each other, you can launch CounselEAR from Sycle since you have all the patient information there. No re-entering all the data. You pull up the report. The patient's already there. You finish your report. You save it. It automatically saves in the Patient Summary in the CounselEAR section so that you can access it from Sycle moving forward.
It's just linked to a date where two weeks, two months, or two years later you just go click the link and there's your physician report. It's a really, really great integration.

SMAKA: It makes sense for audiologists who are using both tools. Is that the same with NOAH?

HARRIS: Yes, it's the same idea. You can launch NOAH from Sycle. You work in NOAH, and then it saves to the Patient's Summary under the Audiogram section for you to access anywhere moving forward. It pulls that data into Sycle, and it distributes it within the Patient Summary as opposed to holding it as a nugget of information. So, again, you can go anywhere and if you need that patient record, you can access it, including the hearing aid programming. Everything is there. It's pretty neat.

Are you familiar with LACE?

SMAKA: Sure, the listening training program.

HARRIS: Yes - Sycle will be the only patient management system that has integration with LACE. Over the last year, we developed LACE online to update their model of distribution with DVDs and disks.

At the clinic level, it may have been difficult to determine which patients would get LACE because you had to purchase a supply of disks. Now, they have an online all-you-can-eat model that is completely integrated with Sycle. The other issue with LACE was compliance. If you send the patients home with disks, how do you know if they completed them? Did they do 10 lessons or 15? Now, with the online version we can see exactly what the patient completed.

SMAKA: So how does it work because the patient doesn't have Sycle, right?

HARRIS: The patient gets a code and they can log in online. Then it updates in Sycle so you can see the compliance.

SMAKA: Like data logging in a way.

HARRIS: Right. Did they do Session One today and then Session Two five months later?
Or Session One today, and Session Two three days later? Or never again.

Studies have indicated that using LACE lowers the likelihood of a return. Now, we can measure that in Sycle since we can produce a report for the clinic that indicates the return rate for patients who used LACE versus the return rate of those who didn't. We can show the lost revenue from returns and the revenue saved from a lower return rate. We think that clinics will find the numbers very helpful to their businesses.

SMAKA: Right. On a clinic level, I would think that data would be valuable.

HARRIS: Yes, we can look at binaural rate per clinician, for example. Once a clinician knows their actual binaural rate, we see improvements. The same with return rate. Actual data helps with self-monitoring.

SMAKA: You can't monitor it if you can't measure it.

HARRIS: Right. We find that often times just knowing the actual numbers are enough to facilitate improvement.

SMAKA: One area we haven't touched on is marketing. Can Sycle help with that?

HARRIS: Definitely. We have basically a mini ad agency so we can develop custom newsletters, custom brochures, and all sorts of patient communications. The newsletters in particular are impressive;they are high quality, agency-style newsletters. They've been wildly successful. We have heard stories from the clinics such as patients they hadn't heard from in ten years have showed up in the clinic after receiving a newsletter. They are designed as a customer relationship management piece, but they are turning into a direct response piece that generates customers and sales.

The other nice thing is if the clinic wants, with their permission, we'll pull the lists for them from their current patients, add the postage, add the address and mail them. They don't have
to fold, lick, and stamp thousands of newsletters. We'll do it all - that's the really neat part.

Think of the man hour costs associated with producing and mailing a newsletter - we take that away so they can focus on their business.

SMAKA: Coming into this talk today, I had no idea there were so many products available with Sycle.

HARRIS: We're also redoing our Quick Books. Right now we do journal entries. We're totally revamping that so you can go either way, with journal or line-item entries. We're also
building a really cool dashboard so that people can access all kinds of different data. Things like binaural rate, close rate, return rate, or whatever they want to see. We'll have charts or graphs to make it really simple for people to look at and use the data.

We haven't even touched on Sycle the practice management software. We've been at this for almost ten years. We really listen and develop relationships with our users. We're a system that's been constantly improving based on our users' feedback for almost a decade now, which has really made Sycle what it is today.

SMAKA: Thanks for all your time today and wishing you continued success with all the new products.

HARRIS, SAMPSON, SHOFFSTALL: Thanks, Carolyn.

For more information, visit www.Sycle.net or the Sycle.net web channel on AudiologyOnline.
Industry Innovations Summit Live CE Feb. 1-28


tom harris

Tom Harris


ridge sampson

Ridge Sampson


Sean Shoffstall



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