Genesis Chiropractic EHR | New user tip #1 – Practice makes perfect
By Lisa Ogden ~ Profitability Coach for Genesis You can achieve success with the Genesis Chiropractic EHR system and build your dream practice when you and your staff complete the recommended training prior to going live. Chiropractors who wait until they actually see patients to learn the system “on the go” commonly run into the following 4 problems: Frustration: Not being able to use something when you most need it can be very frustrating for anyone. Even more so when your livelihood depends on it. Wasted time: Without establishing a level of comfort, documenting a patient visit can take much more time than Genesis is designed for. Compliance issues: Very similar to the paperwork that might be piling up on your desk, not getting to know your Genesis system can often result in incomplete and/ or unsigned SOAP notes. Unsigned notes are a major compliance or audit risk. Delayed payments: Payers don’t submit payment for incomplete or unsigned notes. The good news is that these four issues do not occur for practices that take the following 4 steps PRIOR to going live with their Genesis platform: Step 1: Participate in live online training session with Genesis staff: Our staff will walk you through proper visit documentation, step by step. Step 2: Create mock patient accounts: Spend time documenting several test patient visits including note sign-off and claim submission. Document the type of visits that are common for your practice. Document initial and follow up visits. Initial visit documentation will obviously take more time than follow up. You should be shooting for under 2 minutes for documenting initial and 10 seconds for most follow up visits. Step 3: Customize your Genesis platform: After you have spent some time getting to know your new platform, you may discover that minor customization is needed to improve efficiency. Schedule a second live training session to learn how easy it is to improve your user experience with customization. Step 4: Practice documenting: Now that you have made some minor tweaks to your documentation platform its time to practice documenting again to ensure you have everything set the way you want it. Your goal should be to document a visit, sign off on your notes, and submit a claim while the patient is still in your office. If you haven’t achieved this level of efficiency yet, it is important to contact your profitability coach and discover what might be holding you back. Take the time to get to know your new platform to eliminate frustration and achieve the top tier performance you are looking for with your chiropractic EHR.
Control Your Claim Flow Visually Using Radar Software
Do you worry about insurance claims payment delays? Lack of control over your chiropractic claims process causes inconsistent cash flow for your practice. If you cannot track and predict your cash flow easily you will have a hard time making your business profitable. You might even drive away patients when you are stressed out, which further hinders the growth of your chiropractic clinic. Ultimately, you cannot achieve any long-term profitability without sufficient growth. Since seeing patients is your priority, you can’t make time to micromanage each chiropractic billing aspect. Addressing the large amount of failing or rejected claims is virtually impossible with limited resources. Nevertheless, you need to follow up on your chiropractic claims to avoid reduced cash flow. Inconsistent and ineffective chiropractic billing performance can have many culprits including incompetent or untrained staff. But no one can adequately keep track and follow up on all underpaid and denied claims without effective chiropractic software. Not correcting these claims causes payment delays and can increase the percentage of your AR past 120 days. That’s why you need to track your active claims backlog and evaluate your chiropractic billing performance. Managing a chiropractic office is a balancing act of multiple Key Performance Indicators (KPIs), though. It can be challenging to prioritize tasks as many chiropractors tackle easy problems first before they focus on more complex matters. You need to keep your eyes on the big picture if you want to improve your claims workflow management and chiropractic billing performance. To accomplish this you need a centralized organization of tasks and performance. It is important to choose the right chiropractic software functionality. You should be able to look at multiple aspects of your practice at once, just like the snapshot Genesis’ Practice Health Monitor (a.k.a Radar) provides. To improve teamwork every member of your staff can also see this Radar chart on Genesis’ Home page every time they log on. You don’t need to waste time on compiling your practice stats, including claims status since data collection is automated. Furthermore, you and your staff can monitor trends to detect any problem areas before they cripple your practice performance. You can track your practice performance over time and measure any improvements with Genesis’ radar. But first you need to customize your workflow KPIs. Your Practice Success Coach then configures your radar to help you reach your goals.
Control Claim Flow Visually Using Radar Software
Do you worry about insurance claims payment delays? Peace of mind is hard to come by when you don’t have control over your chiropractic claims process since this affects your practice cash flow negatively. If you cannot track and predict your cash flow easily your business is doomed to die. To make matters worse, you drive away patients when you are stressed out, which further hinders the growth of your chiropractic clinic. Ultimately, you cannot achieve any long-term profitability without sufficient growth. Since seeing patients is your priority, you can’t make time to micromanage each chiropractic billing aspect. Addressing the large amount of failing or rejected claims is virtually impossible with limited resources. Nevertheless, you need to follow up on your chiropractic claims to avoid reduced cash flow for your practice. Inconsistent and ineffective chiropractic billing performance can have many culprits including incompetent or untrained staff. But no one can adequately keep track and follow up on all underpaid and denied claims without effective chiropractic software. However, not correcting these claims can affect the entire practice negatively since they will be forgotten and as such increase the percentage of your AR past 120 days. In fact, you need to track your active claims backlog in order to evaluate your chiropractic billing performance and AR. Managing a chiropractic office is a balancing act of multiple Key Performance Indicators (KPIs), though. It can be challenging to prioritize tasks as many chiropractors tackle easy problems first before they focus on more important matters. Instead of just putting out random fires you need to see the big picture consistently if you want to improve your claims workflow management and chiropractic billing performance. In order to do that you need a centralized organization of tasks and performance. Hence, it is vital to choose the right chiropractic software functionality. Naturally, your practice has a unique workflow that can only be supported by configurable and customizable chiropractic software. Yet, learning new chiropractic software can be a hassle many chiropractors would rather avoid. For that reason you should focus on ease of use for workflow management when evaluating possible chiropractic software solutions for your office. Moreover, all data should be displayed in an easy to digest way so you can complete a meaningful analysis on your own without wading through long and boring text reports. You should be able to look at multiple aspects of your practice at once, just like the snapshot Genesis’ Practice Health Monitor (a.k.a Radar) provides. To improve teamwork every member of your staff can also see this Radar chart on Genesis’ Home page every time they log on. You don’t need to waste time on compiling your practice stats, including claims status since data collection is automated. Furthermore, you and your staff can monitor trends to detect any problem areas before they cripple your practice performance. In order to track your practice performance over time and measure any improvements, you only need to customize your workflow KPIs. Genesis’ daily radar analysis and consistent follow ups in form of monthly Health Checks with your Coach further provide support to help you reach your goals.
How Genesis Chiropractic Software Can Help You Build Retention In Your Practice!
How’s your Patient Retention? Picture this; you start noticing a strange phenomenon going on in your office. You can’t explain it, but people seem to be disappearing. Every time you think of a particular patient, you look through your chiropractic software for their name, and realize they are no longer in your practice. Another face pops up in your mind, and they are gone too! What is going on? These patients were not “one-timers”. They have been in your office many times. They told you they were ready to regain their health. You thought these people understood the principles of chiropractic. So, what happened? You have been hard at work ever since you started your practice—,putting in long hours, networking, marketing, getting new patients in the door, then educating and orientating those new patients while trying to cultivate a community of practice members that will be with you to the end! And yet, here you sit, in front of your computer, looking at your office stats for the month and saying, “Where the HELL have all my patients gone?!”… Does this scenario sound familiar to you? You may find yourself thinking that maybe it’s just the “name-of-the-game” in chiropractic. Maybe you should just accept the fact that people come and go while you have to work your butt off for the rest of your life to fill the vacancy of every patient who mysteriously disappears; is that it? I’m here to tell you (thank goodness), “That’s not the case! You don’t have to be the Bermuda Triangle of chiropractic anymore.” Something happened to all of those patients, yes. They slipped through the cracks in your office. That’s what happened— some offices have “cracks” and others have huge, gaping holes! Either way, as the captain of your ship you are responsible for finding and fixing those leaks. Leaks in your office could be anything that causes (or encourages) a patient to leave before they should. A “leak” could be caused by one, or more, of four things: poor education, poor service, poor procedures, or poor organization in your office. Now, I’m going to show you FOUR TIPS TO STOP LEAKS IN YOUR OFFICE NOW. By following this advice, you will be able to help more people, grow your practice to the next level, and sleep easier knowing your patients will still be there when you go to work the next day. 1) Educate: Education is key. Most chiropractors educate their patients in some way, shape, or form, but are you really providing the patient with a valuable education in health that will change their life forever? Are you really teaching them the chiropractic story with passion? After all, there are hundreds of thousands of self-proclaimed “health gurus” bombarding your patients with info every single day, but simply “providing info” is not educating! Start passionately educating your patients about the body’s healing power, adding value by instructing them how they can maximize that power! 2) Great Service: Do you train your staff to give great service to each and every person who walks in your door? Does your staff greet the patient with a smile every time they come in? They should. Great service should start with the first phone call and continue throughout the patient’s interaction with your office. Make sure you and your staff are trained and conscious about giving exceptional friendly service. Now let me ask you another question related to service: How long do your patients have to wait when in your office? If your patients are spending hours in your office, that is bad service. Even if they love the care they are receiving from you, people just don’t have time to spend hours in a doctor’s office anymore. Get your procedures down and start creating a smoother, more efficient visit for your patients. This single tip could blow your retention through the roof! 3) Get Your Procedures Down: Allow me to give you a sports analogy— Do you think there has ever been a world champion team that couldn’t run a proper play? No way. That’s one of the first things coaches go over in the beginning of a season. If you can’t run a play, and I mean run it with perfection over and over again, then the synergy will be off. If this is the case with your office, be aware that patients take notice. You must have your procedures down and train each your staff members to know their position in your office. If you do not do so already, set up a weekly staff training session where you practice running through office procedures. You may even be surprised by how many questions your staff members have about their specific roles and responsibilities. 4) Get Organized! This may just be the single biggest reason behind your poor patient retention. Your patients are walking out of your practice, and you don’t even know it! This happens to so many chiropractic offices it’s not even funny. A patient who has been coming in for years suddenly stops coming in, and by the time you realize you have not adjusted Mary in a while and check the schedule, she has been gone for two months. Now, what do you do? Do you call and check on her? Oh yeah, that will look great, “Hi Mary I noticed you missed your appointment.” Mary replies, “Yeah, two months ago Doc. You’re just now calling me?” Don’t do that to your patients and don’t do that to your practice. The fact is that Mary didn’t just quit your practice two months ago. She started showing signs of leaving way before that. Maybe she started asking you questions about how her spine was doing, and whether she was “fixed” yet. Perhaps she’d already missed an appointment or two. Maybe she didn’t show up to the workshop she told you she would attend. All of those things are just some of the signs of a patient who is