Reduce task completion anxiety at your clinic with ticket macros
Are you worried that some of your staff members might forget to complete any of the mandatory 10 tasks for each new patient visiting your chiropractic clinic on any given day? With approximately 300 weekly new-patient-tasks to be accomplished, chiropractors can gain peace of mind by using ticket macros that assign certain tickets to the appropriate staff members for improved workflow and accountability within the clinic. In that way, ticket macros can help ensure that every new-patient-task gets completed in a timely manner for compliance, maximum profitability, optimum patient flow and consistent practice growth. On the other side of the coin, any missed steps/tasks, such as forgetting to ask for the patient’s credit card or not scheduling the next appointment can result in loss of income and reduced patient flow. This often happens when chiropractors have to rely on their staff members’ memory and diligence instead of using a system for effective teamwork. Ultimately, task coordination, transparency, and accountability are the only way to avoid loss of control and loss of predictability, especially when training new staff members for your chiropractic clinic. Other advantages of using ticket macros are faster growth and higher profitability for your clinic since more tasks get done faster. Orderly completion of scheduling tasks not only fosters patient retention, but also makes a positive, professional impression on patients. Impressed patients are more likely to refer their friends and family to you and further contribute to your clinic’s growth by maximizing your patient flow. Orderly completion of billing tasks such as speedy submission of compliant claims will increase your clinic’s monthly cash flow, further accelerating your success. Naturally, chiropractors don’t have time to micromanage their employees and need to rely on delegation as well as verification of thousands of individual tasks. The only effective solution for successful practice management consists of a cultural change that substitutes convenience with benefits and automated processes to eliminate any dependency on human error or motivation. This automated process splits the entire patient life-cycle into a series of projects to reduce the complexity of 100 steps per new patient down to 7-10 projects. These projects are then further broken down into a series of predetermined tasks (a macro of tickets) that is triggered by a predetermined combination of events. For example, when a new patient visits your clinic you can create a ticket macro for Day One consisting of eight separate tickets that are assigned to the appropriate staff members. You can also create a ticket macro for Plan of Care for any patients that were referred by an MD to ensure all required documentation and insurance verification are handled by your staff. Follow these 4 steps to create a ticket macro in Genesis’ chiropractic software platform: 1) Ticket Macros are created by going to Configuration>System>Ticket Macros. 2) The screen will show any previous ticket macros you have created so you can edit them or you can create a new one by clicking the ‘Add Ticket Macro’ button at the top of the screen. 3) This will bring up a pop up window where you can enter the name for the ‘Macro’ and indicate whether or not it should be ‘Public.’ Please leave the Macro marked as ‘Active.’ 4) Create individual tickets for this macro and assign them to the appropriate staff members.
6 reasons to implement complete chiropractic patient life cycle management in 2013
Let’s face it– humans are fallible and the staff at your chiropractic office will always perform with a certain margin of error. So, if you are looking for a way to increase your practice’s profitability in 2013 you should consider using complete chiropractic patient life cycle management software to help take your practice from good to great. This in turn will keep your patients happier, resulting in improved patient relations, higher PVA and more referrals. Here are 6 vital reasons to use complete patient life cycle management software: Improve patient compliance: Tired of no-shows? Put the power of a schedule tracker to good use by collecting actionable data, such as no-show rates, reschedule success rates, average patient referral rates, and average visits per patient. The workflow management system tracks appointments and generates automated reminders that go right to patients’ phones via text, email, or a phone call. It also reminds staff about follow-ups in a timely manner so that no patient will be left behind. Reduce audit risks: The workflow system opens and tracks tickets for outstanding balance alerts, claim validations, real-time payments, and audit flags. The backlog of outstanding tickets serves as a proxy for an audit risk metric. A practice with a zero audit risk backlog is better prepared for an audit. Avoid patient billing errors: Billing errors make your practice look unprofessional in your patients’ eyes, no matter how great your spinal adjustments are. The Invoice and Patient Billing Tracker enables systematic billing quality assurance as each quality assurance task is mapped to an individual ticket. Improve patient education: Built-in illustrations and animations help break down complicated terminology so patients receive a more understandable analysis. As icing on the cake, a workflow management system can help schedule and track both patient education sessions and patients’ compliance, making sure that patients complete any prescribed exercise routines. Improve clinic teamwork: Workflow management included in best-of-breed software platforms improve transparency and task accountability. These systems are integrated with all aspects of the patient life-cycle including: scheduling, documentation, patient education, billing and analytics. Task management systems ensure that nothing fall between the cracks and everyone’s performance is visible and measurable. Strengthen patient relationships: Well integrated automated systems all but eliminate human error. The chiropractic software you choose to use in your practice should include a workflow task management system to measure patient participation, improve communication and foster execution of tasks. That means even when someone on your staff drops the ball or gets sick, your practice will continue to run smoothly thanks to system alerts and work tasks, that will be pushed to a workbench at high priority until the task is addressed. Needless to say, by using complete chiropractic life cycle management software you will sleep better, knowing that patients aren’t falling through the cracks, compliance risks are addressed, diagnosis and procedure codes are properly matched, claims submitted are clean, unpaid or underpaid claims are quickly identified and each staff member’s performance is transparent. All this so you and your staff can focus on the most important part of your practice, the patient!