Your Dream Practice Starts With a Plan
We’ve talked about using cutting edge Chiropractic software to break down, quantify, and improve the patient experience. We’ve even talked about your “Big Why”, your reason for doing what you do, your one big goal. Now we’re are going to talk about how you get there, your roadmap to your Big Why. One of the first things we do when we are preparing a new practice to utilize our chiropractic software is what we call the “Dream Practice Analysis”. When we are doing this practice analysis, we have our doctors take a conscious look at their goals and think about what they really want in both their practice and their lives. We do this because everything must begin with the “Why”. There is a quote by Eisenhower that says, “To plan is nothing but planning is everything.” This means that although things may not follow your plan exactly, just the simple process of planning itself is powerful. Nowhere is this more true than in planning your future and the future of your Chiropractic practice. By laying out your goals, you go through the process of internalizing what you truly want over and over again. This will change your history. There is one more quote that I think illustrates this point so clearly. “If you don’t know where you’re going, any road can take you there.” This means that if you don’t have a goal, it doesn’t matter what you do because you have no end in mind. Knowing what your goals are keeps you true to yourself and motivates you to keep moving toward your dream practice. Writing down your goals and keeping them where you can read them and internalize them on at least a weekly basis is a reminder to you of why you are doing the things you do each day, even when you may feel tired or start to forget their purpose. Just like our patients can start to forget the benefits of Chiropractic in their lives and drop off from care, we as doctors and practice owners can begin to forget the benefits of utilizing our Chiropractic software and practice management techniques. And, when we let them fall to the wayside, our practice and our patients suffer. By having a plan and beginning with the end in mind, we can avoid these pitfalls. Start by setting out your goals. What do you want from your practice and from your life? What type of care do you want to give your patients? Who do you want to be to your patients and to your family? What do you want your tombstone to say? Ask yourself these questions, picture your dream life, and write down your goals, clearly and in detail. Everything, including your dream practice starts with a plan.
How to Increase Collections for Your Chiropractic Practice
Increase Collections with Your Provider Workbench Increase Collections from insurance companies by watching this 35 minute webinar. Learn how to increase your insurance collections by getting every claim paid in full and on-time. Your provider workbench lists every claim that needs your attention and once you provide the missing information, they get re-submitted and get paid. It’s much easier than trying to determine what needs to be done from a list of claims in a report. Watch the webinar immediately right on this page by filling out your name and email address. We know it’s a lot to ask for your email address and we promise not to ever sell it to another company. Read the transcript: Jason: So, we’ll get started here in just a minute. During the holiday season, Jess, just to kinda kick off this conversation. I probably had more conversations with our providers, our actual customers than I had maybe the previous three or four months because we’re covering so much. And patient volumes were down, so you had time to actually look at collections. And I think most were just saying, “Oh, we’re doing fairly well. I’d just like to see if we can do better.” But then there was one provider who had a conversation with some other of his trusted peers. And they’re an in-house provider in Texas, and by in-house just for anyone listening in, I simply mean that our billing team isn’t doing the follow-up and the posting. They’re doing that in their own office and frankly they know what they’re doing. They’re not an office that needs a lot of direction. They got some top notch people. And they were asking me, you know, about the workbench and I said, “Well, you’ve got an issue with yours and I’ll tie this into our topic here in just a second.” Their office has been so used to following up on claims a certain way that they would print lists of claims, put them on their Excel spreadsheets and then organize them how they’re used to for years and years and years. And they’ve got 20 years of experience so they knew what they were doing. And so the results were okay. They weren’t spectacular but they were okay. And because I said to him, “Listen, I’m really worried about your collections right now because I see that your workbench claims are so high.” And he said, well, for anonymity’s sake, I’ll just call her Jessica. Jessica, you know, was on the call and said, “Oh, I just don’t do it that way.” And so today, we’re gonna talk about what way people use our system to follow-up on claims and what best practices are. Because Jessica is an expert. She’s a billing expert. She knows more than I’ll ever know about medical billing. She cared about the practice, she was engaged. Jessica was doing the right thing, it’s just that nobody knew about it. And so I wanted to help Jessica accomplish her goals but also give the practice on her some piece of mind as to how to check up on Jessica should something go wrong. Because Jessica could win the lottery, Jessica might have to quit and move somewhere else, you know, there are lots of things that can happen. And so today, we’re gonna change our focus to not necessarily billing perforJasonce, per se, but the thing that helps you achieve billing perforJasonce and that is the tool in our system that helps identify claims that need an action. That action can vary and we’re gonna talk about what type of actions, you know, can be done. But more importantly, what the methodology is to choose and identify those claims that need follow up. And so that’s how we’re gonna spend this first 15 to 20 minutes of today’s time together. And then after that, we’re gonna open it up to any questions that anybody has regarding this topic or any other topic. So to do that, we’re actually gonna jump right into this topic and talk about measuring. We’ve done that here before and we’re gonna start off the same way. I’m gonna blow this up, Jess, to make it really easy for our viewers/listeners, webinar participants to see this. And I’m gonna start by focusing really largely on our dashboard. We’ve gone over this before but we’re gonna focus on a few numbers. Our 32,000 is our total outstanding accounts receivable. Those are the insurance charges that have either just been submitted or I don’t care if they were submitted ten years ago. If they still have a balance on them they’re gonna show show up here. Then we break those numbers down into buckets, 26,000, 4,600, and zero. I’ve talked about this on this program before but we like to measure how long it takes for a practice to get paid. If that practice is getting paid in 30 days, everything is great. If that practice is getting paid in 30 days, everything is great. That practice is not getting paid in 30 days and we have our 120-day bucket, meaning those charges, you know, our date of service from over 120 days ago, we get worried. Not just a little worried, we know that the likelihood of collecting on those claims goes way, way down. So today, we’re gonna talk about how to address the total outstanding backlogs that comprises an accounts receivable of 32,419. When I was on the phone with our hypothetical, Jessica, who is a real person in Texas, I asked her the question. I wish you could have been on this phone call, it was great because her answer made a lot of sense and I’d like to move our discussion and look at those particular claims. I asked her, “Well, how do you know which claims are gonna follow up on?” She goes, “I always work the hardest ones first.” That’s surprising, right? I can see the
Genesis Chiropractic Software Releases a New Care Plan Solution for Chiropractors
Automated Care Plan Management Software Is Now Available with Genesis Chiropractic Software Genesis Chiropractic Software helps practice owners automate patient care planning and monitoring. Their Care Plan software creates an agreement between the practice owner and the patient that automatically manages all five aspects of the patient care plan, including financial, scheduling, monitoring, notification, and projections. According to Dr. Brian Capra, President of Genesis Chiropractic Software, design and tracking a comprehensive care plan is very complex. “Patient will not commit to care if they cannot easily understand their financial commitment. As importantly, chiropractic office owners must stay compliant by charging, adjusting, and writing off the correct amounts. In our experience, insurance companies leverage any opportunity to delay longer and underpay more insurance claims. We leverage the cloud, billing experts, and Artificial Intelligence to create an effective and easy to use individual patient care plan,” says Capra. About Genesis Chiropractic Software by Billing Precision, LLC: Genesis Chiropractic Software by Billing Precision was designed by chiropractic business owners with both patient experience and practice profitability in mind. Genesis chiropractic software provides a complete chiropractic practice management system that supports every role in a busy chiropractic practice, from the owner and practitioners to the front desk and back office. It automates the vast majority of standard tasks, including patient relationship management, revenue cycle management, compliance and office management. Its exclusive workflow functionality continuously improves productivity, control and predictability, fostering teamwork and time savings, which leads to greater profitability and practice growth.
Does X-Ray and Posture Software Make Your Practice Better?
X-Ray and Posture Software That Makes Your Practice Better!
Handling the Mission Critical Points of the Chiropractic Patient Experience
In a previous blog article, we talked about how using proactive Chiropractic software to quantify and improve the patient experience can take your practice to a new level. Chiropractic software can do this by handling the mission critical points of the patient experience, making sure that no detail is missed. So, what does mission critical mean when we’re talking about the chiropractic patient experience? Mission critical points for your practice are things that you have to follow-up with in real time or risk losing your patient. Every task performed by you and your staff each day, from scheduling to billing, inventory, collecting recurring cash payments, etc. From the first exam to following up on chiropractic insurance claims will have an impact on the experience your patients have in your office and will determine whether they continue with or drop out of care. Think about how many tasks you and your staff must perform each day to achieve a perfect patient care experience. Exams, adjustments, chiropractic SOAP notes, diagnosis codes, billing, taking patient payments, credit card on file, asking for referrals, scheduling future visits, and following up on no-shows and expired care plans are just a few of the mission critical points your practice experiences every day. These all have to be monitored in real time or the patient experience suffers. To retain just one chiropractic patient, there are an estimated 331 tasks that have to happen perfectly every single time. But, why are these tasks mission critical? Let’s take no-shows as an example. What does a no-show really mean to not only your business but to your patient. If a patient was going in for chemotherapy and they had to miss a visit, would they be waiting for you to call them to reschedule that visit? Absolutely not. Would they walk out of chemotherapy forgetting to schedule their next visits? Or, would they reach the end of their treatment, get their testing done, and not follow-up to get their doctor’s recommendations for the next phase of their care. Never…it is too important to them. So, when a patient in your chiropractic practice no-shows for a visit, walks out without a future appointment, or is not excited about their re-exam, what are they telling you? They are telling you that they don’t value their care. It is no longer important to them. They are telling you that they don’t value their care. Patients visit a Chiropractor and sign up for chiropractic care for the right reasons. They don’t sign up for 36 visits if they don’t understand the value Chiropractic brings to their lives. The problem is that they forget. And, they don’t tell you they have forgotten. They show you they have forgotten by not showing up for their appointments and forgetting to schedule new ones. If you don’t monitor and follow-up on these things in real time, you are in immediate danger of losing that patient. This is mission critical. A proactive Chiropractic software, like Genesis Chiropractic Software brings real value to your practice by monitoring each and every mission critical point in real time. It ensures that every one of those 331 tasks that have to be performed to retain each patient are not only assigned to the best staff member to handle them but also have been completed, giving you the ability to create an outstanding patient experience. Managing these mission critical points is the ultimate key to building patient loyalty, boosting patient retention, decreasing staff frustrations, increasing referrals and dramatically increasing the revenue per patient on average.
Chiropractic Software ROI Increases with Higher Patient Retention
We’ve talked about how important the patient experience is to the success of your practice. We’ve also discussed how using proactive Chiropractic software and technology to quantify and improve that experience helps you to run your practice at the level of big business. Now, let’s look at it from a purely marketing perspective and break down your Chiropractic software ROI (Return On Investment). Most already know what return on investment is. For example, if you gave me one dollar and I gave you back five dollars that would be a 5 times return on investment, a good ROI. But, if you gave me five dollars and I gave you back only one dollar that would be a bad return on investment. Almost every Chiropractor knows that they should be calculating their return on investment when they put an ad in the paper or send out a mailer. However, what these same Chiropractors don’t realize, is that they need to calculate their cost of marketing and getting new patients versus their Chiropractic software ROI of increasing patient retention. According to Harvard Business Review, it costs you five times more to get new patients than it does to retain patients you already have. Five times more. So, what does that mean? It means that you give me five dollars and I give you back one dollar – a bad return on investment. Bringing in new patients is five times more costly than utilizing a solid patient retention program. Yet ironically, most Chiropractic marketing software and systems focus on increasing the number of new patients rather than boosting your patient retention. It is interesting that the best businesses in the world are also the best at customer retention. Take the Ritz Carlton for example. Every single thing they do is broken down into small steps to ensure no detail is missed, every customer experience is personalized, and each person that stays at the Ritz receives the ultimate gold-standard care. The Ritz Carlton focuses on customer retention and in return achieves a huge return on investment with customers who return time and time again, happy to pay their five hundred dollars plus rate per night. It is time for Chiropractors to understand what the largest, most successful businesses in the world already know…retaining your current customers or patients equals a higher return on investment than marketing for new customers or patients, a five times higher ROI. This means that increasing patient retention by focusing on improving the patient experience is vital to achieving success in your practice. Any business person knows that you put your money where you will achieve the highest return on investment. For Chiropractors, the greatest ROI is not found in new patient marketing where most of the marketing dollars have traditionally been spent. Instead, investing in a solid patient retention program, similar to the Ritz Carlton, where each step of the patient experience is broken down and quantified so that no detail is missed, will generate the highest possible return on investment for your practice. Don’t miss our next post where we will discuss managing the mission critical points of the patient care experience.
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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
A New Webinar Teaches How to Use Checklists to Accelerate Chiropractic Office Growth
Checklist Technology Is Now Available in Genesis Chiropractic Software CLEARWATER, FLORIDA (PRWEB) JULY 17, 2015 As long as practice owners don’t realize they have a problem, they don’t feel the need to solve it. This new webinar educates providers about how can they measure and rate the efficacy of their process or staff and how can they use checklist technology to establish repeatable, scalable, and effective processes. Learn about it here. To run a successful practice, complex processes need to be repeated for each patient treatment and billing lifecycles. – Jason Barnes, COO According to Jason Barnes, COO for Genesis Chiropractic Software, running a practice is not just about treating patients. “To run a successful practice, complex processes need to be repeated for each patient treatment and billing lifecycles,” says Barnes. “For every process in the office that requires a repeat group of tasks to be completed, e.g., patient intake, open a task checklist that assigns the work to the appropriate personnel with the correct tasks, priorities, and ability to measure completion. These checklists are created one time and can be opened multiple ways.” About Genesis Chiropractic Software and Billing Precision, LLC: Genesis Chiropractic Software by Billing Precision was designed by chiropractic business owners with both patient experience and practice profitability in mind. Genesis chiropractic software provides a complete chiropractic practice management system that supports every role in a busy chiropractic practice, from the owner and practitioners to the front desk and back office. It automates the vast majority of standard tasks, including patient relationship management, revenue cycle management, compliance and office management. Its exclusive workflow functionality continuously improves productivity, control and predictability, fostering teamwork and time savings, which leads to greater profitability and practice growth.
ICD-10 for Chiropractic Practices is now upon you
A valid ICD-10 code will be required on all claims starting on October 1, 2015. ICD-10: Is your practice ready for this challenge? View this webinar to see how easy your transition to the new coding system will be using Genesis chiropractic billing software. Genesis displays the old ICD-9 codes that you know and shows you the corresponding new ICD-10 codes as well. See what Genesis has built for you to get paid in full and on-time! Read the transcript: Jason: All right, I think we are ready to get started, Jess. Thanks for joining me today. Jess: No problem. Jason: All right. My name is Jason Barnes. I’m the Chief Operating Officer here, and with me, I’ve got Jessica Pancoast, and she heads up our help desk and training team. So she is one of the best resources that we have for the system as well as one of our project managers whenever it comes to huge transitions. She’s one of our go-to resources that make sure that we’ve got our ducks in a row to help our clients make good choices and be informed while we’re making huge transitions. And ICD-10 is probably one of the biggest ones. You know, the people listening to this webinar just might not remember a 50101, but they most likely remember meaningful use, right? And I know you’ve spoken to a bunch of our providers, maybe not you personally all of them, but I know your team, quite a few of them. So today, we’re going to help our providers learn a little bit more about what they need to do to understand how we’re preparing for ICD-10, how they can prepare for ICD-10. So that’s what we’re going to tackle today, and we’ve got an agenda of the things that we’re gonna go over. And I’d like to review that now with you to make sure that you know exactly what you’re gonna get out of this next time that we’re spending together. So the major bullet points, the review of the new Vericle interface. I wanna show you, top to bottom, what you’re gonna do with your existing patients, new patients coming on board, how you’re going to manage those and making sure that you can see a clear path about how you can reduce the amount of time, energy, and effort that is going to go into selecting the same codes that you actually do over and over again. And that goes into the second bullet point. Jess will definitely take over at this point in the webinar, how to start practicing, where we’re gonna show you how you can set up a test patient, including a test ICD-10 payer so that not only can you figure out how to choose these and, for lack of a better term, play around with them, Jess, that’s how you say it, but actually create the favorites that will be there on October 1 so that you’re familiar with it when your new patient comes through the door and you wanna choose that code that you’re used to choosing all the time, or if it’s some more obscure code, how you can go about finding that and making it a part of that patient record. And then the third item is we wanna go over the backend processes, the ones that perhaps you’re not gonna see, but I need you to know that they’re there and what we’re doing to prepare for the complexities that ICD-10 offers our providers and how your technology company that you’ve teamed up with to tackle this is helping you on the back end and the workflow that goes along with it when it will pop up and become part of your life. And then what to expect moving forward is the last thing. There are some really good things here because…there’s gonna be rejections. There’s going to be changes. And so I want you to know how we plan on tackling those together, and we’ll come back to this agenda as we complete each item. And at this point, Jess, anything else you wanna add to the agenda review? Jess: No, I think that’s gonna cover everything. Jason: Perfect. So we’re gonna start by actually showing you the interface. Here is just a Vericle home screen view. This is what you see when you log in. Most of the doctors on the call are gonna go over to your roster. This is where you’re logged in. Maybe you’ve had your team huddle already, you’ve met with your staff, and it’s time to start treating patients. So we’re gonna click on our pre-prepared patient which is ready to go. This interface should look familiar. If there’s somebody viewing this webinar who’s not a client of ours, we’re not gonna do a complete overview of this interface. Right now, we just wanna make sure that those people who are looking at this who are our clients know what we’re doing, but if you’re not a client, I think it’s still really useful to see exactly how we’re gonna help map from ICD-9s to ICD-10s. So this first thing that I’ll go over is this top portion here where…you can see where I’m highlighting. Before, we used to have one simple line, ICD-9, and not too terribly complex, we’ve added a second. But for this particular patient, you can see that it’s not their first visit. They already have ICD-9 codes chosen. I can mouse over them and see their favorites. They’ve got four different codes, you know, chosen. I can mouse over them and see what they are. But at this point, I wanna know, hey, do I need an ICD-10 code? We’ll tackle that in just one second. Let’s assume I know I need an ICD-10 code, and I’m gonna start treating this patient and I need to know before I bill it out, before I actually finish it, that I need to include ICD-10
