Stop the Cycle of Missed Appointments: The Virtual Front Desk for Chiropractors
Missed appointments: a silent profit killer. They disrupt the flow of your practice, frustrate staff, and leave revenue on the table. Whether it’s no-shows or last-minute cancellations, the cost adds up quickly—not just in dollars but also in patient care opportunities. Maintaining a full schedule for healthcare practices isn’t just about numbers; it’s about ensuring consistent, high-quality care. Yet many practices find themselves struggling to keep their schedules intact. Traditional reminder systems, manual follow-ups, and overworked front desk staff often fall short of preventing missed appointments. What if there were a better way? The Problem: Overburdened Front Desk Teams Chiropractic practice front desk teams are the backbone of any practice, managing everything from patient inquiries to appointment scheduling. However, their workload can be overwhelming, leaving little room for proactive patient engagement. Missed calls, late responses to rescheduling requests, and incomplete follow-ups are all too common, creating communication gaps that lead to missed appointments. Patients need a consistent and seamless experience, and practices need a system that guarantees this without adding to their administrative burden. The Solution: Virtual Front Desk by ClinicMind The Virtual Front Desk (VFD) is a game-changer for practices struggling with appointment gaps. It’s more than just a scheduling tool; it’s a fully integrated service designed to keep your calendar full and your patients engaged. Specifically designed to handle the complexities of chiropractic appointment booking services, it offers a tailored approach that meets the unique needs of your patients and practice. Here’s how Virtual Front Desk solves the problem: Proactive Appointment Management: Automated reminders, confirmations, and follow-ups reduce no-shows and late cancellations. 24/7 Patient Support: The Virtual Front Desk is always available whether it’s rescheduling or answering patient inquiries. Effortless Coordination: Your staff can focus on in-office tasks while the VFD handles the chaos of behind-the-scenes scheduling. Boosted Patient Satisfaction: Timely communication and accessibility make patients feel valued and supported. Why Virtual Front Desk Stands Out Unlike generic reminder apps, ClinicMind’s Virtual Front Desk provides a human-centered approach to appointment management, enhancing the patient experience while fostering loyalty and trust. With services designed to streamline operations, a live assistant handles incoming calls, addresses patient inquiries, provides location details, and manages appointments, including scheduling, rescheduling, and follow-ups. Additionally, the Virtual Front Desk supports general practice inquiries at a cost significantly lower than hiring part-time staff. Ready to Keep Your Schedule Full? Stop letting missed appointments hold your practice back. See how ClinicMind’s Virtual Front Desk can transform your scheduling process and improve patient satisfaction. Learn More and Get Started Today!
A Proactive Approach to Patient Retention With SKED
Chiropractic care is evolving, and the use of technology in practice management is changing the way chiropractors communicate with their patients. Dr. Erik Kowalke, a chiropractor himself, has developed SKED, a software solution that streamlines communication, appointment scheduling, and patient retention. In a recent conversation with Dr. Kowalke, he shared the benefits of implementing SKED in chiropractic practices and how it has revolutionized patient care and communication. Improved Retention through Clarity and Convenience One of the main benefits of SKED is the increased retention rate among patients. Dr. Kowalke attributes this to providing clarity on both the chiropractor’s and the patient’s expectations. By mapping out appointments and integrating them into the patients’ calendars, it becomes easier for them to commit to their treatment plans. This real-time integration with Genesis allows patients to sync their appointments to Google Calendar, iCal, or Outlook, setting up their own reminders if needed. Enhanced Two-Way Communication via Text SKED has also improved communication between chiropractors and patients through its two-way text platform. This feature allows patients to feel more comfortable expressing their concerns or asking questions they may not be willing to share over the phone or in person. Consequently, chiropractors can address and resolve any issues more effectively, leading to increased satisfaction and better patient outcomes. Proactive Patient Management with Push Notifications To avoid overwhelming patients with excessive text messages or inundating them with unread emails, SKED utilizes push notifications to communicate important information. For example, if a patient leaves the office without scheduling their next appointment, they’ll receive a push notification reminding them to do so. This feature allows chiropractors to strategically follow up with patients who haven’t scheduled appointments, resulting in a more efficient and proactive approach to patient management. Conclusion By incorporating SKED into their practices, chiropractors can streamline communication, improve patient retention, and proactively manage patient care. The software offers a convenient way for patients to schedule and manage appointments while also facilitating open communication between them and their chiropractors. With SKED, chiropractors can not only enhance their practice management but also promote a proactive lifestyle both in their patients and themselves.
A Chiropractor’s Guide to Tax Deductions
Use a Financial Advisor, Not a Tax Preparer You want to get ahead of any potential tax issues by working with an experienced financial advisor. Someone who works as a regular tax preparer may not have the knowledge or education to understand the factors that truly matter when it comes to chiropractors. Plan for Tomorrow, Not Yesterday Don’t wait until the end of the year to put money into a savings account or retirement plan. It’s one of the biggest mistakes any professional can make when tax planning. Some business savings plans or retirement accounts reward you for putting money away sooner rather than later. The benefits can include higher interest in your favor, better investment matches, and other perks. Turn Your Practice into an LLC If you work alone or own a practice, you may operate as a sole proprietor. However, this is one of the worst ways to spend your tax dollars. Typically, you’ll end up spending more year-over-year on taxes than an established limited liability company. Be Smart When Spending Profits Make sure any additional spending that comes directly from your business revenue is wisely allocated toward continued education expenses, potential expansions, and other unexpected costs that may arise. Be mindful if you’re giving employees bonuses and make sure to calculate everything else. You don’t want to come up short at the end of the year when it’s time to crunch the books. Invest in Your Business to Save You may deduct the full amount of equipment or software purchases from your taxes, according to the IRS. The full purchase or lease price will be deducted from your gross income. There are a lot of moving components when it comes to tax planning for your chiropractic care business, but working with a financial advisor makes the process a lot smoother.
This Interview Is Just Jam Packed Full Of SO Many Amazing Truths
So one of the things that I want, I asked Brian to join me for today is I got to hear his personal story at Alpha One. And so, and shout out to Dr. Brian Johnston and Matt at Review Wave. Brian and I both got to speak there just a couple of weekends ago and it was an awesome event. And it was the first time I heard Brian’s story. And I was like, dude, that is so powerful. We’ve got to go on Facebook live and share that especially because it just blends so perfectly in with the ripple effect. In the bootcamp that’s like our theme this year is how are each of us stepping up in our lives in order to create a greater ripple effect in our communities, across our regions, within our continent and across the world. That’s the impact that we all can have and it really starts with who we are and what is our story. So Brian, jump in and tell us the story of how did you get here? How did I get to where I am? I graduated from life chiropractic school in 2002 and if you would’ve told me my former self at that time, probably about 17 years ago that I’d be doing what I’m doing today, I would’ve told you you’re out of your mind. There’s no way in heck I’m going to be in the software business. I’m going to go change the world, you know, build a huge practice, multiple practices. That was my mission. That was the vision, right? And here I am today actually. I feel like I have a bigger impact in a lot of ways, but I just, you never, it’s just, you don’t see these things coming, but it actually, um, kind of before I as you know, or if you don’t know if you’re listening, Genesis chiropractic software and we’re also a billing service. So a software with all the bells and whistles you can think of a cloud based software with. We also do billing as well. You know, that, that’ll make more sense to you in a second here as I go through my story. But yeah, so I didn’t think I’d be there. But, um, it started, um, with, before thinking about this, which is a solution. What is a solution? It started where you find a big problem, a major problem, and where there is no solution and it’s a been your purpose, just like you’re, I think you’re, you’re talking about Barb, is really what drives you, you know? Um, and the more tied you are to your purpose. Let’s just thinking about this. I asked this question on another podcast. What, you know, what’s the best advice you’ve ever had? It’s just find your purpose and think about your purpose and pray about your purpose. Because everything flows from that. No matter what you’re doing in life, the more anchored you are in your purpose, the bigger impact you’ll make, and it’ll be effortless, right? So, um, it started when I was in practice very early on in practice where I had, um, a patient come in, his name is Chris, and Chris gets under care….
3rd Party Software Apps are Integrated into Genesis
Find useful Apps in the Genesis App Store Watch this 20 minute webinar to see how Genesis Chiropractic Software has added many other company’s products to our software in the form of Apps and they’re integrated to make their implementation easy for you. We’ve added them to a page that we call the “Genesis App Store.” You sign-up with the company that has the App you want, right inside the Genesis Software on a separate tab. View this short webinar to see them all and then learn more. You can also view the integrations individually in our App Store. There are well known names you may recognize… Infusionsoft, ZingIt, ReminderCall, NotifyMD, MDReferralPro, etc. Our clients especially like the Reminders to their patients because it will reduce patient no shows, which then increases revenue. Other clients like the companies that handle your merchant account for charging credit cards, and others that handle patient financing of a care plan. Or perhaps you would rather dictate your typing with Dragon Medical. Any of the Apps will definitely increase the productivity of you and your office staff. Read the transcript: Jason: Probably just give it a minute or another two minutes and I’m here with Jessica Pancoast, my name is Jason Barnes and we will get going. Good afternoon everyone. Thanks for joining us today and we’ve got Jessica Pancoast here who is the head of our training and help desk teams. And my name is Jason Barnes and we’re excited to be talking to you today about one of our next topics and one topic that I know will become more of a hot topic I should say in 2016. Because today we’re actually gonna talk about a migration from the traditional way of doing things around here in Vericle to a brand new way of doing things. So to first start with an admission, something fairly obvious is we’re not good at everything over here. We know that there are areas where other companies have not only beat us to the punch, but they have special insight that we would just never have because they were only trying to solve one problem. We as a software platform offer a great place for doctors to bill, to schedule, to manage their practice workflow and outstanding tasks and automate those things. However some of those tasks, if you asked us to design it, code it, implement it, we would not be as good as the best-in-breed solutions that are already offered out there in the marketplace when it comes to online scheduling or really specific documentation having to do with a small narrow niche that only applies to a certain group. But this actually gets even wider because we’re talking about third party integrations today. Those software companies that offer protective content where there’s intellectual property that we simply don’t own that you would like to access, reminder services to additional patient education tools, something that you would like that even if we tried our best we wouldn’t be able to offer for one of two reasons. Jess, one, we don’t know how to do it. Two, we don’t have access to it because it’s not ours. That does not mean we’re in a lurch, it does not mean we do not have options. We have some fairly large groups that have worked with us. And up on your screen, we’re gonna start going over those particular technology solutions as well as the ways that you can access third party materials that are uniquely owned and copyrighted by those organizations. So that’s what today’s topic is, and Jess, I would imagine as we keep migrating from a traditional way of implementing these things to our app store that we’re about to go over, I would imagine you and your team are getting a little bit happier about this? Jessica: Yeah, it’s a lot easier for the practices to get themselves integrated with one of these third parties with the app store. Jason: What I’m gonna do is I’m gonna introduce that, and Jess, I’ll ask you to help talk about some of the older ways that somebody would have to go about it. Because for some of those, those are still the only way of doing it until we get everything migrated over. So I would like to use an example case. One of the easiest ones and one of the technology outlets that we have available to our current set of clients is reminder services. There are reminder calls, text messages, and emails that are currently available. We have a couple of solutions that we’re integrated with that offer all three services. There are ones that have great packages for really high volume practices. There are ones that have counsels available to connect text message conversations with your clients. We are not a texting service. If we were to try and get into a new niche or new business, I’m not necessarily sure how successful it would be because this has been done already and people are really good at it. And they do it on a large scale so they are abe to offer it in a cost effective way. So reminder, caller, Zingit, there are other ones that are available. But reminder services are a huge value to you as a practice owner. They are a huge value to your patient, who needs that reminder to make sure they don’t forget the priority that their health is in their lives. So when they are sitting there at home and it’s noon and they’ve got an appointment at your office at one, when that text message comes through that says it’s time to get up and start heading towards the office, we know that we can retain that patient. There’s a question, what is that worth to you? I know that there are a lot of platforms that offer variances of this but here at Vericle, we offer the best
Automate Your Care Plans for Chiropractic Patients
Care Plan Automation: Your Chiropractic Patients can have it! Your patient’s care plan – would you like to automate them? View this free 20 minute webinar to see how to create your patient care plan and then apply automation to them. Automatic care plans will save you a lot of time and you won’t have to memory manage any of it. You can even setup a notification when visits are running out. Plus, projecting staffing and cash flow levels will be easier and more accurate. Read the transcript: Jason: Hello and welcome. My name is Jason Barnes and I’m really excited to be here with you today. The subject that we’re talking about is near and dear to my heart and it’s something that has helped hundreds, literally hundreds of providers that I’ve worked with, and in thousands of clinicians simplified a way that they describe how they’re going to implement their plan of care with their patients. So today, we’re gonna talk about that problem, why it’s important, why it’s difficult to solve, and finally, what are our approaches to it so that we can hopefully make your like a little bit easier, too. So let’s get started. And as we do get started today, we’re going to go through this step by step making a difference in the way that you actually look at this problem. So, what is it exactly? You got patients that come in, that don’t have standardized care. It’s not like you can set everybody up with the same exact problem. The diagnosis and the evaluation that you arrive at is going to dictate what this program is gonna look like. So some patients are going to have a hundred visits, some patients only 36 visits, but you’re gonna have to be able to explain how you’re gonna charge for those visits, especially if those patients come in with insurance, gonna switch over to cash, whether or not you’re gonna offer discounts to some, and you want to do so compliantly. Maybe even somebody’s got a coupon for a couple of free visits and you have to be able to put that in there. You have to be able to discuss the patient responsibility upfront and make sure this patient not only understands how you’re gonna treat them to get them better but what their out-of-pocket cost is going to look like so that they can make an informed decision right up to the front. And when you resell that patient time and time again you are able to reference that conversation that you had. So, those discounts that we talked about can lead to enormous compliance problems and you, unless you’re gonna standardized those patient payments across visits and across payers, right, it’s not a good idea to charge one patient who’s got Medicare on one thing and another patient who has Medicare on another thing, that can lead us to some hot water. So we have a system in place that can help with that, then actually scheduling all of those visits. And for a lot of those practices that we talk to who are not just looking to schedule visits with the one doctor but they might want to schedule it with a chiropractor, a PT, a nurse practitioner, a physician assistant, or a massage therapist, how do you make sure all of the appointments get on the right calendars, especially, especially when you’re gonna have those step-down visits where you’re gonna come in three times a week for five weeks, two times a week for five weeks, etc. So we want to reduce that complexity. By reducing that complexity we’re gonna make it easier for you to explain to your patient exactly what those financial commitments are gonna look like and how you’re gonna implement them, whether or not you’re gonna charge upfront, whether or not you’re going to take money as you go, but we do have to make sure the charges that you put in, even though they can be different from week to week, don’t change the expectation financially for the patient that you’re working with. So when you have to write off those amounts, you know this system will write off the amounts for you. When you have to adjust those amounts, you know that the system will adjust the right amounts for you. So taking a step further, those long-term plans, they were part of a bunch of things. First of all, you’re gonna track them and you want to make sure that if they go from acute care to maintenance care that, you know, number one, you make insurance changes should you need to, right? Most of the insurance plans out there aren’t gonna pay for maintenance care, they’re only gonna pay for acute care, and we can set that up. We’re gonna have those reminders in place not only for the evals where you can make that decision, but even if it’s during a daily visit or a regular adjustment visit, we notice that the progress has been achieved that you want to. But, again, if you end up manually trying to adjust those amounts off and change that plan from acute care to maintenance care, it can be messy. If we automate that for you with a click of quite literally a button, where we just move the remainder of the visits on that care plan over to maintenance, we can really change how your practice operates. All right, so, again, what is our approach? So you’re making some pretty outrageous promises here, but I want to actually talk about how we go about doing it. First of all, our care plans are a financial commitment. We create that agreement when we’re gonna assign a value to a result that you are going to deliver. You know you’ve done it before, you know you’re able to get the patient to where they want to be, but we want to make
Dr. Beau Pierce Circle of Docs Chiropractic Network
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Automate your Complex Patient Care Plans
With Browser Pop-up Messages You Will Love An Automated Care Plan is needed because Chiropractic Practices repeat the same list of tasks for each patient and are all of those steps getting done? How do you and your staff remember all of the steps to do for each patient, multiplied by hundreds of patients? If each patient generates 10 things to do multiplied by just 100 patients this week, that’s 1,000 steps to remember and to actually do. Your staff needed to accomplish all of the steps (tasks) to create the best patient experiences. Imagine a system that automatically alerts your staff with a pop-up message that reminds them to do this, this and this for that patient. Imagine a tool that tells your staff exactly what needs to be done today and they actually get it done. Imagine a practice owner having 100% follow-up with every task for every patient. Imagine an automated care plan that incorporates automatic reminders. Imagine the increased revenue for your Chiropractic Practice and the happy staff who know what to do each day without being told specifically by you. Well, imagine no more. The tool is called Genesis Alerts and Notifications and you can learn about it in this 20 minute webinar. It will be time well spent! Read the transcript: Jason: Well hello, and thank you for joining us again. Today, we’re gonna actually talk about office workflow in a little bit of a different way than we’re used to. We have about 600 practices here and that means we’re able to keep track of how many of our offices and I imagine our offices aren’t too different than your office if your not one of our clients that’s listening in. We get to see how many times they add a new user. Now most of the time, a new user is something we think about in a really good way. It means that this person represents growth. That means your practice got bigger, but a lot of the times everybody, this means that your practice is having some turnover. Finding, keeping, and training good people is a challenge. So I wanna talk about patient retention, patient experience, but also today, I wanna include the aspect of making sure that your staff knows how to create that same experience each and every time. It also dabbles…today, we’re gonna dabble a little bit in compliance and making sure we’re collecting the right fees from the patients and all of…there’s all these little steps that each one of your staff members has to remember. So today, we’re gonna talk about other ways that we can keep that staff no matter if they’ve been with you for three years, three weeks, or three days up and running with your system. So it’s going to be a journey through what type of pop-ups, what type of reminders, how you’re gonna manage these things so that your patients all have a really similar experience, you stay compliant, and lastly of all, you don’t have to spend your entire day thinking and managing these things. So let’s dive into the problem a little bit more. So to start with, you’ve got a complex process and you can’t expect yourself or your staff members to memory manage all the steps. When a patient relationship actually suffers, it’s when there’s lack of clarity on what the patient knows, what their plan is, when they have evaluations, when they have to be here for a longer visit or a shorter visit. They have to budget their time for these things and if you don’t, they won’t and you’ll lose that patient. So going on to exactly why it’s important is a lot of the great practice owners that we deal with, spend a great deal of time, energy, and effort making sure their staff is fully trained but when they lose that person, that repeatable process that they put in place that the current stuff was able to understand and execute without flaws…well, without a number of flaws that would be considered unacceptable, they tend to not reinvest that time and they think that the person will look at the post-it notes that are on the side of the computer or pay attention to a 8 by 11 printed out pieces of paper that has the information on it that they’re supposed to follow to make sure all of the things at the right stages with the patient are followed. It doesn’t sound likely to happen, right? So if revenue starts to decrease, most of the time in my experience everybody, they don’t exactly look at their processes, the problem, or the training. They tend to think that somebody’s incompetent or that somebody just doesn’t care. It’s not always the case and in fact, most often, we found that it’s not. So, the challenge on this is how do you get somebody in your office through your door that you don’t have to put an extraordinary amount of time in? Because people don’t change. It’s not as if this person is all of a sudden going to care one day, not care the next day and then flip flop yet again. You don’t have a full understanding all the time of which part of the process is broken. So understanding the problem can be difficult. Finally, where are you going to put the reminders and alerts and how are you gonna make sure that they see them so that they know what process to follow? Because this landscape keeps changing, you have to keep updating this and then retraining. This will drive you nuts. So we’ve got some suggestions. First, use technology. It’s out there. We are able to create repeatable processes that are gonna be there whether or not you’ve got a new person, an experienced person, because even that experienced person is gonna have to deal and work through the changes that are happening. When you take away
Chiropractic Success Principles
Learn chiropractic success principles and the single most important factor to achieve success in your practice.
Are You Doing A Chiropractic Radio Show?
Learn how to use radio to bring in hundreds of new patients to your chiropractic office. Radio shows are a great way to reach people.
