Genesis Patient Accounts Can Have Multiple Active Care Plans
Multiple Active Care Plans for Each Patient are Possible. Accurate patient care plans enable you to predict future income and keep track of insurance and cash payments. What if you have more than one provider in your office? What if you have a multi-specialty practice with Physical Therapists, Occupational Therapists, MDs, and Dietitians for weight loss? It’s possible to keep track of all of their scheduled visits on one care plan listing all of their visits, but it’s more complicated. It’s better to schedule separate appointments on their various schedules and then create a care plan for each specialty. That’s the simple way to do it. If you want to complicate things, then you can try to have their care plans combined into one or put it all on one from the beginning. So it is possible but there will be more details to pay attention to. Watch this Free Webinar to find out more from Jason Barnes, and to see exactly how care plans work. Enter your information and watch it immediately below. Read the transcript: And so today we’re talking about how you can actually manage a practice where you have patients that are coming in for more than one specialty. Now, this specialty requirement does not mean that it has to be something fancy. You can have somebody who has a care plan for acupuncture, a care plan for massage therapy, a care plan for chiropractic but this is where we’ve seen it more useful is where practices have opted to use multiple active care plans for physical therapy, for MD’s, for weight loss, for nutrition, or detox, for chiropractic and some of which are all of the above and more. So the why we’re doing this is, care plans are great. They do lots of great things for you but we’re gonna actually get into the old care plan versus the new care plan and why you should use the old one and why you should use the new one and what their differences are today. So that is the goal of today’s discussion. So when we start talking about a care plan, why on earth do you want to actually use a care plan? Now, this is a situation where it really doesn’t matter if it’s a cash patient or an insurance patient. When you have a new patient that walks through the door, and they’re gonna enter Care, the main reason for doing a care plan has to put a financial agreement in place with that patient that says, “Okay. Over the course of the next 10 weeks, you’re gonna come in for 60 visits and we are going to agree to pay this much money for your care.†Now that much money can be broken down into insurance versus patient or just patient money but you didn’t necessarily outline every single CPT code that you’re going to build because you can’t at that point. But your treatment plan includes over a period of time how much that patient is going to pay. So if I click on View Care Plan for our specific Genesis test patient here. and as we’re looking at this, we’re gonna break it down and I’m gonna get pretty specific here. So this training isn’t typically for the first time somebody is actually reading a care plan. And what that means is we have a care plan here on the first one that we’re looking at and I’m not gonna explain necessarily on the screen yet but just theoretically, if you’re gonna have a number of visits, you do have to put how much money is going to be charged per visit. So this top line here is a highlighted blue line is what we’re talking about. If you don’t know exactly what you’re gonna bill, each time a visit is built out, you have to go in manually adjust whatever it is you build to what you agreed that you were going to have the patient pay. That is very time consuming and very difficult if you have to do it on a not only a patient by patient basis, but a visit by visit basis. So what the care plan does is allow all of that to be automated as long as you set it up in the first place. If you’ve got one patient with one specialty, that has worked well for over a decade now and many of our users are found that super useful. But as practices have changed and began to evolve, the need has also changed. So if you have multiple specialties, you can still use a single care plan. And we’ll illustrate that today and we’ll make sure that we go through what your options are. But your primary goal for a care plan is still to have the manual adjustments that you would do on a visit by visit basis to bring down what the patient responsibility is going to be automated. That is the purpose to automate the adjustment of those charges down to what the patient actually owes. That doesn’t change no matter what. So even if we’re talking about multiple active care plans, we are still going to do just that. We’re just gonna help you do it and track it in a slightly different way so that you can discuss things with a patient more easily, you can hold clinicians responsible for what they’re doing and ultimately, the patient should have a better experience. So enough of the pomp and circumstance, we’re gonna actually get into the nitty-gritty of this. So, the first thing that you’re gonna to see here is this highlighted line, is yes we have an active care plan 36 V for 2015, 36 visits. And this one is starting from 1123 of 2015 to 1231 of 2016. It’s a long care plan. However, if you move over this, this is a really traditional care plan, probably the most popular 36 visits. And
Genesis Patient Accounts Can Verify Insurance
How does your Chiropractic Practice handle Insurance Verifications, Authorizations and Referrals? As a Chiropractor you know that accurate patient insurance verifications, authorizations and referrals is a very important part of creating a great patient experience in your office. Plus it’s the way you’ll be getting paid for your services, so it’s a very important part of your practice’s health as well. You must verify. It would be a perfect excuse for the insurance company to reject your insurance claim – you didn’t verify it and the treatment wasn’t authorized. Genesis Chiropractic Software has thought of these problems with insurance companies and the insurance verification tools are a click away in your patient’s account. Watch this Free Webinar to find out more from Jason Barnes and Jessica Pancoast, and to see exactly how it works. Enter your information and watch it immediately below. Read the transcript: Jason: Well, good afternoon and welcome everybody. Jason Barnes with Genesis Chiropractic Software. With me, I can’t say as always, because it’s been a while since we’ve been together. It’s Jessica Pancoast, the head of our training and help desk teams here, and I’m excited to be back in the same room with the amount of travel that we had recently. Being back in the same state, actually, is kind of nice. But it’s been exciting. We’ve been out visiting a lot of our practices and I know we’ve even met some of you guys that have been on the calls, so thank you for joining us. We’re gonna give it just another moment here. Great, and we’re just gonna get started then and if you do have a question, though, please use your chat. Jess, where do they get that again? Jessica: If you do not see the chat on the left-hand side, just open there for you, up at the top will be a button that says “Show chat,” and if you click on that the chat window will be there on your left-hand side. And down at the bottom you’ll be able to type in any of your questions. Jason: Okay. So, I’m looking forward to today because some newer things that I’ve heard that people have not been made aware of, as far as our software is concerned and our service. And then, some things that, even though people knew we had, I found that were not being used to their fullest potential. So, I’m gonna go ahead and introduce the topic for today. We’re gonna be talking about insurance verifications, the different ways that we can do those, the service that we can provide. Everyone, I think, knows why they’re so important, but then we’re also gonna talk about authorizations and referrals, as well. So, under this umbrella, really, it all comes down to, “Am I going to get paid for the services that I’m performing?” When I have insurance verification and it’s not done correctly, I wish I could tell you that no matter what information you got or the source you got that information from, it would always be 100% reliable, but I think there are probably a number of people listening to this right now nodding their head when I say, “Even if you’re in touch with the insurance company, you’re not always gonna get 100% accurate information.” Aside from that, authorizations that you have to obtain, how to be notified of those authorizations, and the referrals themselves that you’re gonna get. We’re gonna go over the nuts and bolts of how you’re actually gonna record that information in the system, and more importantly, how we can coach you to help the system reminds you when you’re running up against situations where somebody’s not gonna be covered. And if they’re not covered, what you can do and how you can be prompted to actually have conversations with those patients. Now, for those of you running all cash practices, there are certain times where authorizations are still needed, referring doctors are still needed, but very, very rare. This is mostly for our clients who are actually gonna see patients with insurance and bill to insurance. But that transition over to cash is also super important and there’s a few things, care plans, that can be discussed as well. So, actually, to jump right into it, we’re actually gonna get right into a patient. All right. And our favorite patient, well, maybe not our favorite, Jess, but… Jessica: The one we use a lot. Jason: The one we use all the time is our Genesis patient, and we’re in our regular scheduler here. And I’m gonna click on this patient tab, and we’re gonna zoom in just a little bit for clarity sake here. And so, Jess, I’m gonna ask you in a moment here to help us out with the actual anatomy of these sorts of things. But before we do that, you’re in the scheduler and you have a patient that walks through the door who is not covered by insurance anymore, is one situation we can go over, has an authorization that’s run out, which is a second situation. Or you have a referral that is only good for X number of visits or for a certain date range. Those are the main scenarios that we’re gonna cover today, and then we’re gonna go over how we can set up the notifications, which will help you guys being made aware of these situations, and what you can do with those notifications. So, Jess, can you help us? Jessica: Sure. All right. So, any of the authorizations, any of the referrals, they’re all gonna go on this referral tab, that way the system is able to, as best they can, help you out and automatically apply the appropriate referrals and authorizations to the claim when it’s created. So, when you go into this referral tab, a lot of times you’ll have a default row that just has pretty much no information, no real information, anyway. It has some basic dates
ClearGage is integrated into Genesis Patient Accounts
How does your Chiropractic Practice handle Patient Credit Card Payments? ClearGage makes it easy. As a Chiropractor you know that accurate patient credit card processing and patient accounting is a very important part of creating a great patient experience in your office. Can you charge a patient’s card in real time and automatically post it in your patient’s account? Do you offer patient financing where everyone qualifies with no credit checks? Well, now you can with ClearGage. Genesis Chiropractic Software has thought of these questions and the ClearGage tools you need are just a few clicks away. Watch this Free 45 minute Webinar to find out more from Jason Barnes and Chip Hunziker, and to see exactly how it works. Cleargage offers real-time credit card processing, electronic checks, ACH, patient financing, online bill pay for patients and a lot more. The patient financing will make it much easier for your patients to accept a long term care plan. Your patients will value their care a lot more because they’ll want to get their money’s worth. That means less no shows and a smaller number of no future appointments as well. Learn how to use Cleargage to improve your patient satisfaction. Enter your information and watch it immediately below.
How do you retain your patients?
Retain your Patients! How do you determine your chiropractic patients are at risk of missing their appointments? To retain your patients, you need a plan. How can you see what the trend is for your office? Can you find this information in reports? Probably, but you have dig deeply into them to find the information and then you have to take action on it by assigning follow-up to your staff. There must be an easier way to do this automatically and Genesis Chiropractic Software has it built-in for you! Learn how you can use alerts, notifications and the radar chart in addition to reports to retain your patients. The radar chart uses two time periods to compare several of your metrics. This lets you see if you’re meeting your goals with a quick glance at the graph. Alerts and notifications will let you create pop-up messages on the schedule to inform you when a patient has no future appointments or their care plan is running out of visits. Using these tools is how you automatically retain your patients. These will allow tasks to be created and those will prompt your staff to follow-up with those patients. To retain a patient is much less expensive than advertising to attract new patients. Learn more about patient retention with the free webinar that can be viewed right on this page. Enter your information and watch it now. Read the transcript: Jason: All right, it’s four minutes past the hour, Jess. I think it’s time to kick this off. Let’s share, and…perfect. Well, as all of our notifications said, today’s topic is on patient retention and, more specifically, really, how you can use alerts and notifications, and the big graphic up on the screen called your radar chart, we call it the radar chart, anyway, in addition to reports. So, we’re gonna start by talking about, you know, the problem that we’re trying to solve is, you’ve got a patient that walks through the door, how many of those patients are you able to retain? And everybody knows that this is the lifeblood of your practice, and yet we see so many practices, I was looking at one earlier this morning, Jess, just telling you about it, that’s averaging, over the last year, over 50 new patients a month, yet their visit counts remain stable. They’re plateaued. You know, with minor fluctuations. So, how do we avoid that? You have to change something, right? You’ve got to do something differently in your practice in order to do that, and step number one is figuring out how on Earth you can recognize which patients are at risk. And so, first of all, we wanna talk about how you can see what your trend is, how is it that you’re doing? And a lot of times, you think to yourself, “I’ve got to go digging deep within the bowels of the system to find all of the relevant reports,” and I’d like to point out, Jess, that’s it’s not really the case, is it? Jessica: No. Jason: So, what we’re showing here is, what we refer to as that radar chart. And just for one moment, Jess, would you mind ex-ing out of it and just showing them? This is on your homepage when you login. If you don’t see it, then you’re among the few that have not switched over and that center portion, pretty much, is just the place where you’ve been opening tasks, and it should have an option for you to, you know, show me my health monitor. Jessica: Yeah. It’s a blue link up at the top. It says, “Show me my practice health monitor.” Jason: Perfect. You click that, and the problem is, when you first look at it, it won’t be configured. So, we’re gonna need to do a little bit extra in order for this one to be meaningful, but I’d like to show you how meaningful it is now. So, pop it back out again, Jess, if you don’t mind. So, first is, what are we looking at? This allows you to look at a graph that’s a circle, and each one of the metrics ends up being an axis on this circle, such as new patients. You know, for this particular practice, our demo practice, they had 18 patients one month and they had 14 patients the next month. If you look at the upper-right-hand corner of the popout, those months and their corresponding colors, which Jess is highlighting right now, are there. So, July of 2013, all the way through April of 2016. I know it’ll be a little ridiculous, Jess, but if you don’t mind clicking on the metric, I’d appreciate it. It also will graph out exactly what your data points were between that time, and right now we’re looking at this on monthly basis. I don’t think it’s necessary to do it weekly or daily for this particular metric given the time span that we’ve got, but it will give you all of the data points. You know, for this practice, obviously, you can see that it was doing well and then it stopped doing well. But if it’s your practice and that was the case, you’d know about it. You don’t have to go digging too deeply. Close that one popup. But the one thing you should notice when looking at new patients is, along that new-patient axis, you’ll see two points, one in green and one, I think purple, you can call that color? Jessica: Yeah. Jason: Yeah? So, the one in purple is toward the outer edge of the circle, and the one in green is a little bit less than halfway, we’ll call that. And that is actually an indication of performance based on a goal set. So, when I said “configured,” that configuration will actually tell you how you’re doing according to what goals you’ve set for your practice. So, in this particular case, let’s just
Does PQRS affect your practice?
No PQRS codes? What happens if you forget to add it? PQRS stands for the Physician Quality Reporting System. It is a health care quality improvement incentive program initiated by the Centers for Medicare and Medicaid Services (CMS) in the United States in 2006. Medicare is moving towards a Pay-for-Performance structure where quality care should have quality outcomes. Medicare will compare your care to the care of your peers. If your care takes twice as many visits as other providers for the same diagnosis, then that will raise a red flag with Medicare for you. You can count on the fact that all other insurance companies will move in this direction soon. You can bet on it and win. A PQRS code must be appended to a billable service. They can not go out on a claim on their own, especially after the insurance claim has already been accepted. In addition, you can’t add it to a corrected claim if you forgot to add it the first time. It must be added in the first claim submission. If this is something that’s being used in your practice, then it would be a good idea to learn it and add it first whenever it’s appropriate to do so. Learn more about it with the free webinar that can be viewed right on this page. Enter your information and watch it now. Read the transcript: Jason: Thank you, Cathy, and I think we’re ready to get started and get back to business here. So, I just broadcasted out to everybody because I saw that some people are logged into the web portion of it and not the audio portion. But I think we’ll kick off, and hopefully, they’ll catch it, and if not, they can catch the rebroadcast. So, welcome, guys, and thank you for being a little patient as we got our technical portion up. This time the presenter and I are in two separate, not just locations, but states. And [inaudible: 00:00:33] let me introduce my counterpart for today. As always, I’m Jason Barnes, and I’ve got the head of our billing SWAT team, Cathy Casbarro [SP]. And, you know, Cathy, I’m probably not gonna go over all your credentials, you know, here, but you’ve worked here for nearly a decade, correct? Cathy: That would be correct. Jason: Yep, and much longer than that in the building industry in various capacities. And so today she’s going to help us by talking about PQRS. So what it is, what it means, and what it actually means to bill out and stay compliant when it comes to PQRS codes. And we’re gonna start off by, you know, some of those definitions. But then we’re gonna talk about, you know, what we’ve done on the back end to help prepare for this and what you can do on the front end to actually, you know, make this a reality, should you need to in your practice. So, without further ado, we have we have a presentation prepared, and Cathy and I will kinda be going back and forth. But she is definitely your go-to, on this particular topic, so, Cathy, thank you for joining us today. Cathy: Thank you, Jason. Jason: And, you know, we’ll kick off by, actually, just starting to define actually what this is. Cathy: Right, so PQRS, which used to be called PQRI which is, you know, physician quality reporting incentive, well, that incentive is now gone away. And now we have…you know, we’re dealing with PQRS. At this point now they’re really dealing with penalizing practices. But essentially, what PQRS is we are sooner than we think going to a Pay For Performance structure by the payers and by Medicare. And Medicare right now is actually working on a Pay For Performance structure. What Medicare is really looking for is quality outcomes, make sure that the treatment that the patient is receiving is quality care and that the outcomes aren’t taking forever for that patient to be well again. And for that reason, PQRS was installed numerous years ago, and now they used to incentivize practices for recording their quality measures, and now we’ve come into the time period over the last year or two where now practices are going to be penalized if they don’t report their quality measures to Medicare. That’s where we are today. Jason: I run into a lot of…I don’t want to call them conspiracy theorists, but when meaningful use came out, Cathy, there was an incentive to use that. And we’ve seen that has led to additional audits, not in every case, but in some cases they’ve actually had to give back the money for the care that they’ve provided. And so I would imagine that would be kind of woven in throughout this presentation of, you know, there’s a prescribed amount of time that a specific diagnosis should take, and unless you’re documenting why your care is taking longer, is there a risk there? For our providers who are listening to this? Cathy: There is a risk, and that’s why Medicare puts in guidelines, and that’s where they put in, you know, limited number of visits based on a diagnosis. You know, they’ve pre-set those roles, and, you know, that’s gonna continue to happen in this industry. Definitely gonna start seeing changes going forward in probably as soon as 2017. Jason: Okay, great. I would imagine most of our listeners or viewers, listeners/viewers, are thinking to themselves, “Yeah, that makes sense.” But at the end of the day, making sure that you can justify the care that you’ve given and billed for is really kinda the bottom line of what PQRS is about from their perspective. Is that a safe way to sum that up? Cathy: That’s absolutely a safe way to sum it up. You know, we have here on this slide that, you know, feedback will be used by CMS. They are looking to compare your performance against
How to Write SOAP Notes Faster
Use built-in SOAP Note Macros to type your narrative with clicks on macro buttons. Remember the good old days of typing and printing SOAP Notes papers for mailing to insurance companies? Those days are not quite over for some practices that are clinging to the old days. For the practices that are moving on with the required Electronic Health Records (EHR), you need it to be a simple, easy to use interface. Now imagine taking it a step further by creating a button to type a narrative that you type multiple times a day. You click that button and insert that text where ever you need it in your SOAP note. You can create as many time saving macro buttons as you want. Now imagine one more step further… you could use a touch screen in the exam room to touch your macro buttons and complete your note in seconds! Then touch a button to sign-off and submit it to the claim scrubbers. What could be easier than that? Learn how with the free webinar that can be viewed right on this page. Read the transcript: Jason: Good afternoon, everyone. We are going to give this a couple of minutes to get started. Jason Barnes and Jessica Pancoast here. We always give just a moment or two for a few people running a minute or two late to login. So, thank you for joining us today and we’ll get started in a moment. We’ll just give it another 30 seconds here, Jess, and then we’ll introduce the topic and get going. We usually get started four or five minutes past the hour and we’ve got a number of people that are logged in so far. What we’d like to tell everyone is you’ll notice that you’re muted, and if you’d like to ask a question, pretty much any given moment, feel free to absolutely type one in. Jess, can you give that little instruction you always give that I don’t remember? Jessica: Sure. On the left-hand side there should be a chat box. If you are not seeing that chat box, up at the top left there is a button that says “Show chat,” and you can click on that and you’ll get the text box where you’ll be able to type in your questions, and we’ll check on those questions throughout the webinar and, yeah, answer them. Jason: Great. So I do this to you, I don’t ever really forward the emails over to you because it’s my email that’s associated with the webinar account, but we didn’t get almost any feedback after the multi-specialty webinar but it’s been watched over almost 400 times since then. Jessica: Wow. Jason: So, by far, our most viewed webinar and the comments have been…actually, a spectrum of comments have been made, most of which positive, but a lot of which wanted to know more with a lot of questions. So, if you’re listening to this right now wondering if we got them, we did. We do not respond to anyone individually, but we have our team getting together all the questions so that we can take a second swipe out of it. We are projecting the first or second week of June to do a follow up webinar for our multi-specialty practices. But today’s topic is, again on efficiency. And I’ll start with…this is most for clinicians, but this also affects your billing and your coding of claims as well. One of the great things about the Verical system is that it’s going to create, every single time a clinician goes in to bill out a visit, it creates an exact duplicate of the previous visit, including your CPT and diagnosis codes. However, your first visit, it’s still up to you to fill in which CPT codes and diagnosis codes. So, today is about how we can save a lot of time on that first visit with things that you do often and repeatedly, I guess is a better way of saying that. And then, any time that you have a previous visit that’s been loaded with documentation as well as the CPT code and diagnosis codes, we’re gonna show you how to add things easily as well, so that you can save time doing that. So, we’re gonna focus how you can do that with the documentation, but with an emphasis today, really, on making sure that diagnosis codes and even some of your CPT codes can be included with those conditions or types of patients that you see on a frequent basis. So, to do that, we’re actually just going to get into a demonstration right now. So, Jess, we’re gonna start out with just a basic overview of our XMR and then we’re gonna move into our coding. Jessica: Okay. Do you want me to just go into a brand new patient? Jason: Yeah, absolutely. Jessica: Because I actually created one this morning. Jason: Yeah. Perfect, perfect. Thank you. Jessica: All right. This is actually a brand new patient I created earlier today. So, in the travel card, you’ll that the EHR tab is the first one that is opened on this account and this is where we’ll be able to create our note. There are several different tabs that can be used to put the note together, as well as blank text boxes so something can be just typed in. We do, of course, recommend using our button selections as that will make the note faster to create. And, of course, to fill in a basic note, you are clicking in the buttons and making selections in the popup that comes up. So, I’m just going to, for example, put in a quick little sports injury that happened, some shoulder pain. Jason: We were told in the past to slow down, to slow down, and I don’t fault you, but I understand completely. And just do one CTRL-plus for me, Jess. Jessica: Sure. Jason: Thank you. Jessica: So, I’m just clicking on
How to Use Patient Care Plans
Do you set-up care plans for your patients? Care Plans for your patients is a critical tool that you need to use in your Chiropractic Practice. How do you track the financial commitments of your patients on plans as well as their scheduled visits throughout the time period of their plan? One patient visit is never enough to completely solve their problem so how do you track it all? View this free webinar to see how to create your patient plans of care 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. Learn how with the free webinar that can be viewed right on this page. Read the transcript: Jason: All right, well, we’re gonna get started. Thanks, everyone, for joining us today. And one of our hotter topics, I would say, in just the sense that it comes up quite a bit because one of the features that we’re going to review today is one that is used quite often. And today, we’re actually gonna get into the nuts and bolts almost immediately. Lots of people use care plans, and let me be very clear what I’m talking about when I say care plan is this is not something…we’re not reviewing anything clinical today, we’re not talking about how to diagnose somebody, or how to treat them or even speak to them about that treatment. Today, we’re talking about how are you gonna track the financial commitments that you put in place for the patient, as well as their scheduled visits throughout a prescribed either time frame or set number of visits. So that’s the topic for today. And care plans are something that people ask about in a lot of different ways because not everybody uses them the same. Jess, you’ve gotta come across lots of folks who use care plans different from one another. Is that pretty common? Jessica: Yes. Jason: So today, we’re going to review the nuts and bolts of that care plan, how you can use it with your patient, how it’s beneficial. And we’d love to field any questions that people have regarding ways that they would like to apply it. Before we get into that, just the why, is something I always like to start with. Patient walks through your door and you want to help that person achieve and realize their health goals, maybe their fitness goals or both. And that patient at some point has to commit to more than one visit to make that happen. With almost every single clinician that we have in our system, one visit is never going to solve the problem. They’ve gotta commit to changing lifestyles, and changing habits. And our doctors are going to have to work with that patient and specifically coach them through, and treat them multiple times to get them there. That being the case, that commitment for that type of lifestyle change can span weeks, months, and sometimes even I’ve seen care plans last for entire calendar years. So today, as we’re going over those, we wanna to make sure that we understand how they’re going to be charged, how they’ll make payments, and then finally, how they’re going to schedule those visits, coupled with how are you gonna know when a care plan is off track? So we’re actually gonna go over all of those things today while talking about care plans and, Jess, this is where I’ll ask you to start jumping in and helping us here. Care plans, when somebody asks how to do it, I’d like to go through basically top to bottom creating one, setting up notifications, and then showing everybody who’s on today, how we would go about the workflow of where we would see those notifications and running reports. So can you start with the nuts and bolts on how to create one? Jessica: Sure, and I’m actually going to go ahead and create a new patient who will not have a care plan already created. So I’m just making up some information here, and create an account real quick. Jason: I looked at our webinar from last week, one Ctrl+ might do you some good just for the way that people are seeing it. And then if anybody ever has any questions, if they could chat them in, we’d be happy to answer them. Jessica: So I’m going to go into the Patient Care Plan tab, the CP tab. So this Care Plan tab is absolutely blank. It’s a new patient, never had a care plan set up a before. So what you’re gonna do, you’re gonna come down to the bottom because the top part would lift all…any care plans that are on this patient’s account. And I’m going to hit the New button. Hitting this button will give me an asterisk next to each of the required fields. So the first thing you’re gonna do is you’re gonna name your care plan. What I see many practices do is they come up with a naming convention such as how many insurance visits over how many total visits, or wellness spring 2016, that type of thing. Most practices come up with a way to name things so that by seeing the care plan name, they have a general idea of how many visits it should have and how long it should last. So that’s different per practice but that is, in general, what I do see. So I’m just going to go ahead and name this one 12/36 2016. So, we’re going to select the start date. Please be aware that the start date will… You can set it to go back. So right now it’s the 12th of April. I can set it so that it starts on
Do you reconcile your collections monthly?
When your practice receives payments by cash, credit card or checks, how do you reconcile your practice with your bank account every month? To reconcile your bank account with the collections you receive at your practice is something they teach in business school, but not in Chiropractic School. Co-payments are being taken from your patients every day but checks from insurance companies come in by mail, weeks after the date of service. How do you keep track of everything and everybody? How do you know the money showing in your billing software is actually arriving in your bank account? The Genesis Chiropractic Billing Software can eliminate this memory management with several built-in tools to reconcile your finances. Your Accountant will appreciate these tools because they’re very helpful to number crunchers and bean counters. Learn how with the free webinar that can be viewed right on this page. Read the Transcript: Jason: All right, thanks for joining today, I appreciate it. And looks like we’ve got most of the people that we were waiting for to log back in and actually allow us to get started today. We had a little bit of a technical difficulty. I’m Jason Barnes, and with me is Jessica Pancoast. Today our topic of conversation, we realize is not necessarily the…can I just use the term “the sexiest of topics” when it comes to provider interest, but it’s one of those nuts and bolts that you don’t want to put your car back together and have left over wondering if you actually needed this for the car to operate. Today we’re talking about monthly reconciliation. And this really has two definitions. When we actually post insurance money into the system, or even patient money into the system, and it doesn’t make it to your bank account, I…not to patronize anyone, but that doesn’t do you much good, does it? It can look really, really nice that you’ve got high collections that are represented here in Vericle, but unless they actually translate into funds that you and your practice can use, we realize that all together, this is not useful for you. So today, we’re actually gonna talk about that process that we urge, and would really beg everyone to do, if we could, to actually reconcile what we’re posting in Vericle versus what actually hits your bank account. And there are some nuances, but today we’re gonna highlight those tools that we utilize to do that. And to start, you can see here that I have zoomed in quite a bit on what we call our dashboard. And you can kind of see here I’ll zoom out. In the upper right-hand corner, I’ll zoom back in here that you can see, and I’m overemphasizing this dashboard. This dashboard is what we’d like to think is a tool that every practice owner or office manager could use to see where they’re at, you know, during the month. And if you look at this, that first number in green, the $27,000 number, represents insurance collections month to date. As you look at that number, and then if you were to log in to your bank account website and check that out, you wanna make sure that the discrepancy between the two doesn’t exist, but you also shouldn’t be too surprised if they don’t match. And today, we wanna go over why that is. Why would we expect there to be one number in Vericle, and perhaps another number in your bank account reflection? So today we’re gonna focus on that, and to get us back to basics here, we’re gonna switch over and we’re actually gonna start talking about the two tools that you’re gonna use to get there. Now, you’ll notice that one of these tools is the same as a tool that we recommended last week to actually perform some of your daily or more weekly reconciliation steps, which is your credit cards, your point of sale, anything that you’re entering into the system is gonna have a payment type associated with it, and we’re gonna use this set of tools in order to make sure that something posted in the system is actually in your bank account. So the two reports that we’re going to show you today, probably are…reports is somewhat of a misnomer, in this case, Jess? Jessica: Yeah, reports usually just give you information and that’s it, but [inaudible 00:03:35] you actually do something with. Jason: Yeah, it’s a tool that can report information back to you, but really, it’s only useful if you’re using it as an input and a place to store information that you’ve confirmed is in your bank account, or, conversely, we have posted and isn’t in your bank account. So, the Check and Cash report is one, and the Monthly Invoice is the other. First things first, how do you get to them? Under Reports, you’re gonna head to your Reconciliation dropdown. This Reconciliation dropdown offers a lot of different tools for you to utilize. In this particular case, we are recommending these two tools, the Monthly Invoice right here, and your Check and Cash report, as your two monthly tools to make sure that all the money that’s posted within Vericle is actually in your bank account. Let’s get out of those. So this monthly invoice, you’ll notice here first, going over the nuts and bolts of it, is that you have some options. The first thing is is you can print this. You can refresh it, you know, if there’s a need to, but this other portion is you can actually export this to an Excel file, that Csv, the comma separated value line, if you were to actually access that, will put it in a format that will allow you to copy and paste this easily into Excel and OpenOffice, a LibreOffice, something along those lines. But, you’ll notice here that you have the month collected. Today happens to be April 5 of 2016. You
Do you reconcile your collections daily?
When your practice receives payments by cash, credit card or checks, do you have a way to reconcile your practice with your bank account? Reconciling your bank account with the collections you receive at your practice is something they teach in business school, but not in Chiro School. Co-payments are being taken from your patients every day but checks from insurance companies come in by mail, weeks after the date of service. How do you keep track of everything and everybody? The Genesis Chiropractic Billing Software can eliminate this memory management with several built-in tools to reconcile your finances. Learn how with the free webinar that can be viewed right on this page. Read the Transcript: Jason: All right we’re gonna get started here. We’re just going to type out the message one more time to the people and then we’ll get going. And I’m grateful as always to have Jessica Pancoast, head of our health [inaudible 00:00:12] training team here with me. My name is Jason Barnes, and today we’re actually talking about something relevant to every single practice out there. Each day you’re seeing patients and there are all sorts of things that you wanna track and make sure that it went well, you know, how many patients were checked in versus checked out, how much money was brought in checks, cash or maybe even in patient payments versus insurance payments. You wanna make sure that, you know, there wasn’t something that went really off the rails for that practice…for your practice that day. And today, we’re gonna talk about how to reconcile at the end of the day to make sure you’re tracking all of the things that are important to you, number one. And number two, how to help your staff gain clarity on what their job and what their role is so at the end of the day when they come to report to you or they’re able to leave the practice for the day, they know that they’ve got everything done that they were supposed to. And that clarity really leads to ownership and in our experience where we see that front desk person or the office manager really has an understanding of how that practice is supposed to run, and what’s supposed to happen at the end of the day to make sure that all money was collected and all patients got taken care of, then they typically feel much more vested in the success of the practice. So, that’s the subject matter for today and that’s how we’re gonna go about tackling this. Two, we’re gonna divide this into a couple of different categories and we’re gonna start out with money. Money is just never a bad place to start out with, right? So one of the simpler things that each practice expects to be done every single day is, patients walk through the door, they’re paying copayments, coinsurance, deductibles and deductible season is rapidly coming to an end, but I still see it happening. And all of that money that came through the door, in addition to any paper checks or even electronic trust funds transfer, [inaudible 00:02:21] for the day, how do we make sure that all of the things that get posted in the system in Vericle are actually, you know, getting to the bank account? So we’re going to start out with how to we’re gonna actually reconcile those two things. So just one little recommendation as far as where should they go and what should they look at first if they’re going to try and reconcile how much money came into the practice versus what they’re actually gonna deposit for that day? Jessica: Well, there is a number of different reports in our system. What I usually recommend for reconciling the cash and the paper checks that they got from their patient is actually in the checking cash report. It breaks it down…the cash, of course, is all on together and nothing specifically add in a random code in the check number when they’re adding it on the patient account. But the check in cash report will break it down by each check number, so it’s a lot easier to match it up check number by check number. And that way as something’s entered in the system, they’re able…and can’t find the check they know exactly what check they’re missing and exactly which patient it’s from and vice versa. If they have a check and they can’t find it on that report, they know that that check was not entered. Jason: Oh, perfect. And we’ll show them that in just one second. But I’ve visited a lot of practices, and I’ve been there at the end of the day. I was in Vegas last year with a real high volume practice. You know, they had a couple of inboxes, right? And they had the drawer where they have the checks from the patients and the cash from the patient, you know, they have a credit card machine right then and there. Hopefully, they’re using an integrated credit card solution where they’re able to run that report and see exactly, you know, what number was associated with credit card bookings for that day. But, in the drawer right next to it was backed up all the checks that they received from the insurance company. So, what you’re describing, though, wouldn’t just help them with the cash, right, that they received from patients. They will use that same process for any insurance checks that they got as well, right? Jessica: Yeah, so any insurance check that they got, if they are using one of our billing teams, they’ll send over those BOPs [SP], the team will post them and then they’d be able to match it again on that same exact report. If they are posting those checks themselves, it’s just the same as posting patient payment so they’d be able to verify it right away. Jason: Thanks, nice. All right.
How Many Office Tasks Does a New Patient Generate?
When a new patient comes to your Chiropractic Practice, how many steps must your Front Desk person take to create a new patient account? Typically, a new patient comes in to fill out forms and then your Staff has to remember to copy their driver’s license and their insurance card. Next, the patient’s data has to be typed into a computer. Co-payments also have to be collected and future appointments need to be scheduled. Are all of these tasks being completed for every patient? How do you know? The Genesis Chiropractic Software can eliminate this memory management with a tool we call a Task Checklist. All of the steps are written down and turned into tasks that can be automatically assigned to your staff members. The Task Checklist is launched with every new patient and your staff will know exactly what to do without being told. The Practice Owner will be able to see at a glance if every task was done for every patient, which ensures a consistent patient experience in your office. It also gives you and your staff peace-of-mind knowing everything is done at the end of the day. Learn more with the free webinar that can be viewed right on this page. Read the transcript: Jason: Well, good afternoon everyone and welcome. Jason Barnes and Jessica Pancoast here for this week’s webinar, and this week we’re actually talking about all of those tasks that have to be done for every patient or for every day or for every month in your practice and remembering to figure out what those tasks are and making sure that they get opened and then done. Today we’re gonna talk about how we can more easily manage all those repeatable things that need to be done in your practice. So we’re going to…I think the term Jess, is reintroduce, reintroduce the task checklist because, you know, if you haven’t been reading all the release notes, we’ve got some new things which I think are kind of exciting, different ways we can manage these. So that’s what we’re talking about. We’ll give it another minute or two before we get started. Okay, let’s get started. I’ll do another brief intro. Jessica Pancoast is the head of our help desk in our training team. My name is Jason Barnes. Today we’re talking about operations of a practice. Those things that need to be done for let’s just say every new patient or every day you want your staff to do an end of day reconciliation, and there are steps that they have to remember to do, make sure they tally up the cash, make sure they tally up the…kind of previewing for next week, Jess…tally up all of the insurance payments and make sure we know what’s going in the bank account versus what’s posted in the system. Maybe you want to do inventory control on, you know, a certain time of the month, whatever it is. As a practice owner or an office manager, you wanna make sure that those tasks get done but sometimes just remembering to assign them to people can be a task in and of themselves. So today we’re going to talk about how we can, number one, identify what work in your office needs to be done on a repeated basis. Number two, figure out how we can create those items in a list somewhere. Number three, figure out how we can best execute those on a regular basis so that you as the practice owner or administrator can keep track of the fact that this work actually got done. The concept of what we’re gonna call a task checklist is not new. We used to call them ticket macros in our system, and Jessica just created or corrected me saying that they’ve been around for four years, not for three years. We’ve seen them more widely used in the last year or so by many of our practices. So, first of all, what exactly is a task? For anybody who’s not using our system which I believe most of the viewers end up being our users. They know what tasks are, uses are. But anyone who doesn’t know, a task is not an email. It’s not a notification that something happened. A task is an action item that needs to be done within [inaudible 00:03:12] by a certain individual. That task…and can you bring up a task work screen, Jess? Those tasks can range in varying spectrum from order more coffee cups to follow up on a no-show to get my credentialing done for Medicare. Any way you look at it, none of these tasks are created, you know, people ordering coffee cups is in no way on par with getting my credentialing done with Blue Cross Blue Shield. And so these tasks have a couple of things, and their anatomy is important. They have a priority associated with them, the critical tasks all the way down to low priority. And for us, we want everybody to understand that those priorities actually mean something. When we need something done, the people we assign it to, typically is not the only thing we’ve asked them to do, right? When I’m looking at an office manager role versus a front desk role, very different roles within an office. The front desk has to remember to do a lot of things though. Somebody checks in, how many things are they required to remember at that moment? Ensure they have an insurance card. Do they have a balance from a previous visit? Did they have their next visit showed up? I can keep going. How are they gonna remember to do all that? There are some old rock stars out there that do remember it every single time. But if you add to that saying “Order coffee cups,” or, you know, “Make sure that we get more vitamins in for this particular type,” that’s when you can start to throw people
