The Hidden Costs of Server-Based Software

We’re all evaluating ways to get more strategic with our spending and budgets as the economy remains uncertain. The type of technology you use (or lack thereof) can significantly impact your bottom line in more ways than one. There are different costs associated with your solution whether you use paper, server-based software like OfficeMate, or cloud-based software like Eyefinity Practice Management and Eyefinity EHR.  

Anticipating the cost of your solution can be easy if it’s just an annual or monthly subscription. But have you considered what you’re spending outside the regular fee on extras like servers, IT support, or add-on services? Some solutions like server-based software can be a bit tricky and often result in unexpected spending. Let’s look at some of the most common expenses tied to server-based software and a few you may not have thought of.   

Downtime 
Research shows that globally, 2 out of 5 servers experienced an outage in the past year. Downtime is not fun and can cause frustration for you and your patients. After just four years, new servers go down for an average of 3.4 hours a year; if your server is seven years old, the average downtime is 6.7 hours per year. We know that time is money and experts estimate that small businesses can lose up to $427 each minute their server is down. 

Cybersecurity  
Cyber threats and the data security measures needed to defend against them are becoming more sophisticated. According to Verizon, 60% of cyberattacks are aimed at small businesses. With server-based technology, antivirus protection falls on your IT support (or in many cases you and your staff). Not only are cyberattacks stressful and scary, but they are also costly, with research saying that it can cost small businesses approximately $117,000 to recover!    

IT Support   
Whether you’re handling it all yourself or are working with outside help, IT support is another financial factor that is often overlooked. From updating your software to managing backups to troubleshooting devices, the cost for IT support can range anywhere from $80 to $150 per month per user. 

Backups and Recovery  
Ever forget to hit save or accidentally delete a file on your computer? Now imagine how many patient records you have—yikes! Server-based solutions must be manually backed up and constantly checked for system errors. If you aren’t doing these things yourself, you’re dependent on a third-party cloud-hosting vendor. Either way, data backups tend to be a hefty expense (between $1 to $4 per gigabyte (GB) per month) that is often overlooked but necessary to ensure you have the information you need.  

Add-ons  
Server-based solutions are dependent on manual updates to ensure regulatory compliance. As regulations continue to evolve, practices need new tools like built-in ePrescribing, connected patient portals, and secure messaging for MIPS, in order to stay compliant 

Time  
While many server-based solutions can do the basics, they may not have the functionality you need to maximize efficiency. Whether it’s staying late downloading the latest update, scheduling appointments by hand, or managing your inventory manually—you could be losing out on hours (if not days) of more lucrative activity. Your time is valuable and should be considered when you're evaluating the true “cost” of your solution.  
 
How does cloud-based software compare?  
When we break it down, cloud-based software like Eyefinity Practice Management and Eyefinity EHR tends to be more cost-effective and adaptable. Key features and add-ons you depend on—like automatic updates, backups, cybersecurity protection, ePrescribing, and more—are all included in one monthly payment. Not only do you consolidate costs, but you also get to eliminate some. With cloud-based software there is no need for a server, separate IT support, or third-party cloud-hosting.  



If you would like to learn more about the differences between the three types of software, we recommend you check out our blog Server-based, Cloud-hosted, and Cloud-based Software: What’s the Difference? 

It's no secret the cost of running a practice can be unpredictable. But with the right technology, you can better predict your expenses and protect your bottom line.