Create Checklists for your Patients
Checklists for Chiropractic Patients mean a consistent Patient Experience View this free webinar to see how to create checklists for your patients. Why do you need a checklist? Because there are too many steps involved for your staff to deliver the best Patient Experience possible. How many patients come through your door each day? How many steps are involved for Day 1? How many steps are involved for Day 2? If a step is missed, how will your patient feel? If everything possible is done for your patient, then how will they feel about your practice? They will love you and they will refer their friends and their family. Create a checklist of every step involved and then you can assign each step to a staff member for each Day 1 patient intake. Then that checklist can be launched with one click when the patient checks-in. Each step is automatically assigned to the appropriate staff member and then they must complete the task. The practice owner can see at a glance if every staff member has completed their tasks for the day, so the owner can go home with the peace-of-mind that everything has been done that had to be done, for every patient. Then your staff shares in that peace-of-mind that their work is done. [sc name=”schedule-a-demo”][/sc] [/vc_column_text][vc_column_text]Read the transcript: Jason: All right. Welcome. We’re gonna kick off. For those of you just joined us, my name’s Jason Barnes. And I’m here joined by the head of our…both our training team as well as our Help Desk, Jessica Pancoast. And today we’re gonna talk about…so I’ll talk about the feature but we’re gonna get mostly into why this feature involves great practice management and making sure that your patients get the same health care delivered to them day in and day out. So healthcare delivery is not just, you know, treating a patient but it’s also making sure that the right things happen to the patient, gains an understanding of why they’re there, what is their experience is gonna be like, and then duplicating it over and over and over again. So that’s what today’s topic is, and our webinar for this week. So to kick that off, I’m gonna bring up the term “checklist”. I’ve been to many practices across this great land have seen lots of checklists. I know you have as well. What form did you see them in? Jessica: Paper. Jason: Paper? Jessica: Post-it note. Jason: Post-it notes are my favorite. Post-it notes. And where are those post-it notes located? Jessica: Usually around the monitor. Jason: The monitor has been the place. But I actually see them on paper charts as well. I see them on doors. I’ve actually seen one stuck to a kid. All right. Where these are the things that need to get done with this kid, and that was only one time. It was in Texas and the kid didn’t mind. But there’s a better way. What kinds of things need to happen for a patient? Well, we’re gonna explore that for just a moment or two here. And Jess, while we’re doing that, you mind finding that day one? Check those so we can look at it. And what kind of things have to happen to your patients? Verifications. Patient comes in. You want to make sure that if they have insurance to, you know, “Can they use it? What’s their deductible?” You know, so the doctor knows when they go to have a financial discussion with that patient. You know, what’s happening? I’m not gonna put a comprehensive list together today as an example, but we are going to start talking about the things that need to happen. Scheduling, treatment plans needed to be given, do they need to sign waivers or ABNs. Whatever has to happen for that patient, it’s usually not a list of two or three things, but a list of 10 plus things. How many times does it have to happen? It has to happen with every patient. There’s no time that you want a patient to miss that process. Even if a step doesn’t apply to them, like an ABM because they’re not a Medicare patient, it’s not the worst thing in the world to make sure that we have a task list listed for that patient. So most of the clients that come and talk to us are ones who have those checklists via paper or we didn’t talk about the most dreaded way, Jess, just committed to memory. I knew you’d get it. Committed to memory, right? How did the practice owner, how does an office manager, how does a staff member remember all those steps that need to happen? They’re on the mission. They’re there for the right reasons, but it doesn’t mean that it’s going to happen every single time. There’s too many things that happen in a busy practice for someone to competently and very systematically remember every step that needs to happen. So, we wanna show you today how you’ll address missed steps in your patient health care delivery process. Is it foolproof? No. But is this provided a much, much better automated framework for you and your staff to do two things, remember the steps and then measure which steps are or are not being completed for those patients. So that’s gonna be the rest of the focus today. So we wanna make sure that every single patient gets their insurance verified. Every single patient has a recorded finding schedule. Every single patient has a care plan put in there. Every single patient signs all the things that they need to sign. Every single patient has a tour of the office, if that’s something that you wanna have happen. It can be customized for the patient process that you would like to have happen. Now today, I’m only talking about…patients are accusing me right now while I’m talking about patients. These checklists can apply to a
Care Plans for Chiropractic Patients
Learn how to create Care Plans for Chiropractic Patients View this free webinar to see how to create care plans for your patients and then you can 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. These care plans are a financial commitment plan for your patients and not a treatment plan of care. Read the transcript: Jason: Welcome and good afternoon everyone. We’re excited to have everyone here today, and as always, it’s Jessica Pancoast here with me, Jason Barnes, and today, we’re excited to be talking to you about care plans. And we’re going to spend about 20 minutes or so on a review of care plans, how they work, what their purpose is, and basically how they can help you foster better relationships with your parents, or with your patients. Little Freudian slip there never hurt. I would like your relationships with your parents to be good as well. But we’re gonna give this a couple of minutes before we get started. In the meantime, we see people, you know, logging in, dialing in. Make sure that if you have any questions, you type them in. Well, it’s a few minutes past the hour, so we’re actually gonna get started today. So to begin with, we’ve got a mission here to help two things, practices accomplish two things. You usually set financial goals which we end up focusing a lot on, but another thing that we do is trying to help them set goals for the amount of time it takes to manage their practice and the amount of effort that they have to put into helping their practice grow and hitting those financial goals. The same thing can be said for care plans. You want a patient to do two things. You want them to get better and you want them to tell other people about it. Well, one of the things that care plans can do is remove some of the doubt and some of the mystery about what a patient is gonna have to do to not only make a financial commitment but also a time commitment to get better. So this…understanding care plans helps with growing your practice, helping patients feel better with regards to their care plans, and helping them understand how their treatment plan is going to work. So to get started, what is a care plan in our system? I want to separate that from anything clinical. It is not how you’re going to treat the patient. I’m sorry, I got something in my throat here. This particular care plan is all about how on earth your patient is going to perceive their commitment, both financially as well as from a time standpoint. So the first thing a care plan is a financial commitment with the patient. Now, a financial commitment can be done in a number of different ways and one of the things that we’re gonna go over is how you can actually configure that financial agreement today. The second thing is that patient is going to typically come in for x number of visits. We see care plans range from 12 visits to 80 visits. But most of them incorporate some sort of step down program. We’re gonna get into that in a little bit more detail where the patient comes in on a weekly basis, maybe three to four times a week in the beginning and at the end of a traditional care plan they end up coming in once every two weeks or maybe even once a month. So these care plans can not only span a number of visits but longer periods of times ranging, you know, for six months, even a year in certain cases. Helping a patient make that one-time commitment, both financially as well as from a time standpoint, helps the doctor to gauge how progress is being made as well as the compliance with that care plan as the patient journeys through his practice and that care plan, to better health. So today, we’re gonna view how the Verical [SP] system can help a practice owner and staff, everyone understands how to help that patient make those agreements and commitments and track them. Jess, anything to add about what a care plan does? Jessica: No, I think that covered it. Jason: Awesome. So to get started we’re actually going to jump right into the system, many of you will notice that we’re looking at a schedule right now. The patient walks through the door, Jess, they’ve never been seen before. You usually don’t put a care plan together, you know, before a patient starts. They’re gonna come in. Some doctors do it at the end of a first visit. Some of them do it the second visit. Some of them make this at the third or in the fourth visits to do it. It really doesn’t matter how the doctor goes about planning to implement the care plan. However, dates are really important and when you start that care plan we want to make sure that everybody who is listening to this and watching this, understands that timeframe that you put the care plan in place for does not retroactively go back and look at previously billed visits. So this is something that I see very often, that people forget, so I’m just mentioning that here in the beginning of this broadcast so that everyone, as they’re listening, will hear us as we start to actually create a care plan. So that’s what we’re gonna do. We’re gonna create a care plan right now. We’re gonna review a care plan. We’re actually gonna talk about transitions from insurance over to cash, from cash to insurance, you know, from acute care
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
ICD-10 Codes for the Chiropractic Practice
ICD-10 diagnosis codes in a step-by-step free webinar. See what Genesis has built for ICD-10 diagnosis codes so your practice will get paid in full and on-time. View this free webinar to see exactly how Chiropractors can choose the correct ICD-10 codes. Comments so far have been positive, “Very Intuitive” and “Easy to Use.” If you’re not already our client, then schedule a free demo. Read the transcript: Jason: Welcome, everyone. It’s really good to have you here this afternoon. It’s Jason Barnes and joining me, as always, is my illustrious co-host to these webinars, Jessica Pancoast, the head of the training and help desk teams here at Vericle. We’re really excited to have everyone and this has been a hot topic. And so we are excited to talk about ICD-10 one more time. And so this will be a recap of a lot of the other webinars that you’ve seen including some of the system updates and what we’ve learned so far. It will not include all of the content because we won’t be doing things like macros today. We are just gonna include the actual system functionality for finding codes, choosing your ICD-10 codes based on your ICD-10s, how to search ICD-10 codes when you’re not cross walking over from an ICD-9 code and making sure that you know how to save those codes, save the searches and group them however you’d like to. So we’ve had some updates there and we’re really excited to share those today. Not only that, if you have not yet actually created those hierarchies in your system, we’re gonna show you how you can go about doing that with a test patient, and to kick it all off we’re actually gonna show you how to find your most popularly used or frequently used ICD-9 codes so you know which ones need to be mapped over. Jess, anything to add? Jessica: No, I think that covers everything that we need to go over. Jason: That’s what we’re planning on doing today. So, thank you for joining us and we’re just gonna dive right into it. Today everyone watching should be familiar with the screen that’s up. This is a fake patient where we are looking at the travel card. You can see there’s x-rays, there’s no ICD-10 or ICD-9 information, and we’re gonna go over that functionality. But before we get into that we actually want everyone to take a break and think about this process as a whole. In order to figure out which codes you’re gonna need to select so that you’re ready to more readily choose your ICD-10 codes, I wanna to take you into another system. This is actually a real practice in our system that we’re showing you right now. All the names have been changed so that we’re not using anybody’s real practice information, but this is the last year worth of billing information by diagnosis code. Our recommendation is that you run a billing status report to find out which ICD-9 codes you most frequently use because what we found is, although there are a number, 10,977 visits with 11,150 code selections used, there were only 40 total diagnosis codes used last year by this practice. And if you look at them by percentage, a vast majority of those visits were covered by 10 codes, 8 codes. So what we want you to do is know how to find out what those codes are for your office. To do that, you head to reports, go down to Billing Analytics, choose your billing stats report that’s how we got here. In the bottom of this report, I recommend going back one year, but six months should be adequate, you change the date range and most importantly you have to choose Diagnosis 1. Now, this might not exist in your drop-down or pop-up, in this case of selections. If it does not that is not a problem, you go back to reports…back to Billing Analytics and then choose your billing stats configuration report. This billing stats config right here will allow you to actually choose Diagnosis 1, make a name for it, save that name and then you’ll have to go back refresh your billing status report and that way you’ll be able to access that new code that you’ve just created for your billing status report. In this case, let’s make a note that 739.1 is the most commonly used code by this particular office. A high-volume office who sent out over 2345 claims in the last year with this diagnosis code on. Jessica, do you have anything else on the billing stats. Jessica: No, that explains all. The only thing I can think of is you wanna make sure that Insurance Only and Pip Only is unchecked down the bottom. Jason: Unchecked, great clarification, thanks. Okay, so getting back to it we want you to be able to create a hierarchy, create favorite codes that will allow you not have to search each time you have a new patient or an existing patient that walks through your door to know what your 739.1 equivalent or equivalents will be in ICD-10. So we’re actually gonna walk you through that process, but the first thing we need to let you know about the three areas where ICD-10 codes are going to be relevant to you. The first you’re gonna see is the ICD-10 traffic light which I am highlighting right now with my mouse. We’re not gonna click on that just yet but most things in our systems that have a color associated with it are drillable or clickable, you can click on those things. The second are the two lines right here where you used to see just your ICD-9 codes, but now you’ll see both ICD-9s and ICD-10s. And then, in two other places, you’re gonna get the same exact interface, both the Diagnoses tab as well as your EMR Assessment tab. And everyone