Our Top 15 Medical Office Management Hacks For 2018

Hack #1. Evaluate the number one best, medical office management software system
– Cloud based. Access from anywhere
– Complete end-to-end system
– 155 specialties supported
– Free single user edition
– No purchase required
– Guaranteed to replace any paid system
people found this helpful
Hack #2. Begin benchmarking key performance areas of your practice
– What to measure
– How to measure
people found this helpful
Hack #3. Automate appointment time slot length based on type of appointment

– What practice managers need to know about reducing costly scheduling conflicts
– What practice managers need to know about purchasingmedical appointment scheduling software

people found this helpful
Hack #4.Graciously Collect Past Due Patient Balances
  1. Train your staff
  2. Know your State’s collection laws
  3. Use a software that offers a robust collections workbench (Collections workbench features)
people found this helpful
Hack #5. Communicate with your patients – not just about money
  1. Establish routine cadence of communication with your patients
  2. Avoid your only communication being about balances or statements
  3. Avoid communication that is only trying to get them to schedule an appointment
  4. Expand the ways you communicate with patients including social media outreach and targeted ads
  5. 93% of patients prefer email communication, making reaching out to them and staying connected much easier
people found this helpful
6. Setup Your Practice’s Google Local Presence
  1. A no brainer for any brick and mortar practice
  2. Specify specific aspects of your practice – such as business hours
  3. Link to areas of your website
  4. Express why you are different
  5. What doctors need to know about online patient reviews
  6. What doctors need to know about online reputation management
people found this helpful
7.Double Check Demographics and Insurance Benefit Coverage
  1. It is unbelievable how many practices do not electronically check eligibility
  2. Check upon initial patient registration and appointment booking
  3. Check prior to visit
  4. Check on date of visit
  5. Check before claim is submitted (if there is more than a 3 day delay)
people found this helpful
8.Setup Underpayment Alerts
  1. Document contract rates for each major insurance payer
  2. Document your practice’s standard “Usual and Customary Fee Schedule”
  3. Use dashboards or reporting tools to monitor the difference between payment amounts received and contract rates
  4. Know if you are victim to underpayments and by which insurance company
  5. 11% underpayment is not uncommon
people found this helpful
9.Automate Month End Reporting
  1. Identify the critical month end reports for your practice
  2. 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
  3. Use software that will automatically produce these practice management reports
people found this helpful
10.Implement Text-based Appointment Reminders
  1. Texts get exponentially greater views and interaction that phone calls or emails
  2. Text messages help reduce no-shows and cancellations by reminding patients the day before
  3. Text messages should include information about outstanding patient balances
  4. Prompts patient to pay and/or call to reschedule
people found this helpful
11.Don’t take their phones away, give Doctors secure chat capabilities
  1. 92% of physicians use unsecure texting to discuss patients with medical staff
  2. Smartphones are the most convenient means of communication, especially for doctors on the go
  3. Doctors and staff need easy ways to quickly exchange messages – to individuals or groups within the practice
  4. Doctors often need ways to quickly send pictures or snapshots of paperwork to staff
  5. Find a secure, HIPAA compliant technology platform to enable instant chat communications
people found this helpful
12.Restrict after-hours system access
  1. Cloud based technologies are the best choice for medical practices
  2. Greatly decrease risk for data loss
  3. However, staff can access remotely from web browsers, even at home
  4. Must have safeguards in place to restrict access
    – Restrict based on user role, location, time of day, and clinical access
  5. Maintain a complete HIPAA audit trail
people found this helpful
13.Utilize Management Dashboards and KPIs
  1. Most of us today are used to quickly scrolling through the top activities and messages
  2. The leading practice management platforms now have this concept built into their dashboards
  3. Easy ways to manage messaging and outreach
  4. Easy to understand snapshots of productivity – especially around denied claims
  5. At a glance monitoring of how well the practice is doing against key KPIs
people found this helpful
14.Automate the tracking of insurance authorized visits
  1. Often series of visits for therapy or global periods are authorized by insurance
  2. Identify the visit type as associated with a defined authorization
  3. Create a countdown or tickler within your software to make sure you maximize visits
  4. Create a countdown or tickler to make sure you don’t exceed the number of visits for which the insurance company will pay
people found this helpful
15.Update Your Faxing Technology For The 21st Century
  1. Did you know that facsimile machines have been around for 175 years?
people found this helpful

Explore all the features you need to increase revenue, in one easy solution

Getting Started
Our free trial is a perfect way to begin cost-free in an All-In-One end to end system that grows with you as your business grows. A single system, a single vendor, a single database, from a single trusted source. As your needs grow, we have valuable Add-On features to enhance your practice and take it to the next level.

Create a Free Account today and discover first hand all the benefits of using PracticeSuite. We believe you’ll become a fan for life!