Practice Management Hacks
Top Medical Office Managers Offer Their Smartest Tricks for Success
Our Top 15 Medical Office Management Hacks For 2018
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– What to measure
– How to measure
– What practice managers need to know about reducing costly scheduling conflicts
– What practice managers need to know about purchasing medical appointment scheduling software
- Train your staff
- Know your State’s collection laws
- Use a software that offers a robust collections workbench (Collections workbench features)
- Establish routine cadence of communication with your patients
- Avoid your only communication being about balances or statements
- Avoid communication that is only trying to get them to schedule an appointment
- Expand the ways you communicate with patients including social media outreach and targeted ads
- 93% of patients prefer email communication, making reaching out to them and staying connected much easier
- A no brainer for any brick and mortar practice
- Specify specific aspects of your practice – such as business hours
- Link to areas of your website
- Express why you are different
- What doctors need to know about online patient reviews
- What doctors need to know about online reputation management
- It is unbelievable how many practices do not electronically check eligibility
- Check upon initial patient registration and appointment booking
- Check prior to visit
- Check on date of visit
- Check before claim is submitted (if there is more than a 3 day delay)
Hack #8. Setup Underpayment Alerts
- Document contract rates for each major insurance payer
- Document your practice’s standard “Usual and Customary Fee Schedule”
- Use dashboards or reporting tools to monitor the difference between payment amounts received and contract rates
- Know if you are victim to underpayments and by which insurance company
- 11% underpayment is not uncommon
Hack #9. Automate Month End Reporting
- Identify the critical month end reports for your practice
- Typically include reports such as- Total Charges & Payments by Month
– Charges/Payments/Adjustments by Financial Class
– Monthly Charges by POS
– Monthly Charges by Rendering Provider
– Monthly Charges by Payor
– Monthly Charges by POS
– Monthly Charges by Service Location
– Monthly Payments by Service Location
– Monthly Payments by TOS
– Monthly Payments by POS
– Monthly Payments by Rendering Provider
– Graphs/Dashboard - Use software that will automatically produce these practice management reports
- Texts get exponentially greater views and interaction that phone calls or emails
- Text messages help reduce no-shows and cancellations by reminding patients the day before
- Text messages should include information about outstanding patient balances
- Prompts patient to pay and/or call to reschedule
- 92% of physicians use unsecure texting to discuss patients with medical staff
- Smartphones are the most convenient means of communication, especially for doctors on the go
- Doctors and staff need easy ways to quickly exchange messages – to individuals or groups within the practice
- Doctors often need ways to quickly send pictures or snapshots of paperwork to staff
- Find a secure, HIPAA compliant technology platform to enable instant chat communications
- Cloud based technologies are the best choice for medical practices
- Greatly decrease risk for data loss
- However, staff can access remotely from web browsers, even at home
- Must have safeguards in place to restrict access
– Restrict based on user role, location, time of day, and clinical access - Maintain a complete HIPAA audit trail
- Most of us today are used to quickly scrolling through the top activities and messages
- The leading practice management platforms now have this concept built into their dashboards
- Easy ways to manage messaging and outreach
- Easy to understand snapshots of productivity – especially around denied claims
- At a glance monitoring of how well the practice is doing against key KPIs
Hack #14. Automate the tracking of insurance authorized visits
- Often series of visits for therapy or global periods are authorized by insurance
- Identify the visit type as associated with a defined authorization
- Create a countdown or tickler within your software to make sure you maximize visits
- Create a countdown or tickler to make sure you don’t exceed the number of visits for which the insurance company will pay
- Did you know that facsimile machines have been around for 175 years?
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