Documentation | Keeping Notes Compliant
Cooking Up a New Plan Can Dr. Ben make the commitment to find a better way to achieve fast and compliant patient notes? Ben arrived home after a busy day to find Carmen reading to Jonathan on the couch. He swung Jonathan up in his arms and gave him a firm hug. “How was your day, Daddy?” asked Jonathan. “It was so busy,” Ben said. “I’m tired but very happy to be home!” Jonathan gave Ben a big hug back, then turned to Carmen. “Mommy, I’m hungry,” he announced. This was not surprising, because Jonathan was always hungry. “Jonathan, why don’t you go upstairs and finish your homework,” said Carmen. “Your daddy and I will get started on some dinner for everyone.” Carmen squeezed Ben’s hand as they walked toward the kitchen. “So tell me about your busy day,” Carmen said. “Well, Luisa and I had a really good conversation this morning and I’ve been thinking about it all day,” Ben said. “We’re both getting pretty frustrated with patient notes. I have to write everything down – every single detail of each patient visit – and then Luisa has to take my notes and enter them into our system, along with images, forms, test results and more.” “That sounds like you’re doubling the work for yourselves,” mused Carmen. “Plus, you know, I’ve heard Luisa give you a hard time for your handwriting.” “Yes, that’s certainly a continuing topic of discussion in the office,” admitted Ben. “But it’s so important to capture every detail. Medical professionals have it drilled into their heads that if we don’t write it down, it didn’t happen.” “Sounds just a bit like our inventory process at the pizzeria,” said Carmen. “Every tidbit of food that gets pulled out of the freezer or off the shelves has to be recorded. I have to know how much we use of everything and how quickly, or else I may not reorder in time. If we don’t have the ingredients customers want, they may never return – and they certainly won’t refer us to their friends and family.” “Luisa and I were talking about that today,” said Ben. “The less time we spend on patient notes, the more time we can spend on patient interactions and care. Happy and healthy patients are going to be much more likely to refer us to others.” Carmen nodded. “Plus, my bookkeeper needs to track my inventory costs in exquisite detail, or else we might be in trouble if there’s ever an audit,” he continued. “So even though I grumble about what a pain it is to manage and report on our inventory, I make sure to dedicate enough time to the process to do it right.” “You know, our Genesis coach, Charlie, has warned us that every practice that has been in business for more than five years will likely be audited by a state board or insurance regulatory agency,” said Ben. “It’s been a while since our last audit – we really need to do better with our documentation. We need to be able to have notes that are both fast and compliant with state, federal and insurance rules.” “You know what we really need to do better with?” asked Carmen. “Preparing dinner, or else Jonathan might grow weak with hunger!” Ben laughed and opened the refrigerator to get out the salad fixings. But he knew he’d be thinking more about this issue in the coming days. What are Dr. Ben’s options to simplify the patient notes process while enabling him to remain in 100% compliance with state, federal and insurance rules? Disclaimer: For HIPAA compliance, all characters appearing in this post are fictitious. Any resemblance to actual persons or actual events is purely coincidental.
Visual Embedded Analytics in Your Software
Can of Worms What do the numbers mean to you and your practice? Opening your own practice means opening a whole new can of worms. That’s because there are so many elements that they don’t teach you about in school: aspects of running a business that you’re left to learn on the fly — all while attempting to provide quality care for your patients. One of the most critical components of achieving practice success is making sense of the numbers. There are numbers everywhere, from revenue to no-shows, from patient visits to accounts receivable. When you first start to look at them, it can almost seem like you’re staring at signs in a foreign language, hoping that the context might shed some light on what they mean. Practice management software can help, but until you know what numbers are most important to your practice — and how they signify growth or, conversely, difficulties — you’re still left wading through a mess of mathematical gobbledygook. Fortunately, there are analytics — tools to help you make sense of the data — available, and the best chiropractic software solutions, such as Genesis, embed those tools into the program so that they’re easily and immediately accessible. Offering a visual presentation of the numbers, these analytics finally make it possible for you to interpret and understand the numbers that drive your practice. Examples include: Radar chart — Visually resembling a spiderweb, the radar chart shows multiple variables on axes starting from the same point, radiating outward like spokes on a wheel. The length of the spoke is proportional to the magnitude of the data. This allows you to examine the correlation of values — say, accounts receivable and NFAs — that aren’t otherwise measured in comparable units. Trend report — A trend report presents data on a traditional line graph, thereby allowing you to see the peaks and valleys of your information — and the inter-relation of different data sets — over time. Histogram — With a histogram, you can choose three charts to show you a graphical representation of a single area of your practice over a given time period (weekly/monthly), depending on the selection. This allows you to gauge how your practice is doing comparatively for a set amount of time. Dashboard — A dashboard is an organized presentation of the numbers, so you can get an at-a-glance picture of where your practice stands on collections and outstanding work. Genesis, for example, can show you failed claims, AR > 120 and outstanding tasks — or “tickets” — on a single screen through its homescreen dashboard. Billing Stats Report — This type of report allows you to view claims by date of service. The report can then be broken down in a number of different ways, depending on what you’re looking for (customizable by practice). The Billing Stats Report, or BSR, is very useful for digging into problems. Ultimately, it’s up to you to determine which numbers provide the best snapshot of practice success; however, analytics are the tools that help bring that snapshot into focus.
The Deadline Approaches
Is Ben’s practice ready for the EHR deadline… or will he have to make more changes? Does he have questions about meaningful use? Ben and Carmen Wilson said goodbye to their friends at the door and walked arm in arm to their car. “That was fun,” said Carmen. “It looked like you and Richard were having some intense conversation.” “Shop talk,” said Ben, opening the car door for his wife. He walked around the car and slid into his own seat. “It was all about Meaningful Use.” “Wow — I haven’t heard about that in a while,” said Carmen. “Wasn’t that what got you to change to electronic health records in your office?” “That’s right. Back in 2009, there was a big push to make the switch to Meaningful Use of electronic health records, and I did. But at that point, there wasn’t a lot of clarity about what exactly would count as Meaningful Use. We knew the solutions we used would have to be certified, but the powers that be hadn’t certified anything at that point. And of course things have changed since then, both in technology and in our office.” “Very true,” mused Carmen. “Our little boy wasn’t even born yet. Time flies when you’re having fun!” Ben chuckled. “So why did that come up tonight?” “Back in 2009, the goal was to get everyone to Meaningful Use of electronic health records in five years. Well, it’s been five years. October 1st is the deadline, and anyone who isn’t using an ONC-certified EHR by October 1st faces penalties.” “But you’ve already done what you were supposed to do!” objected Carmen. “Things have changed,” Ben repeated, pulling into their garage. He turned off the car and turned to Carmen. “I remember reading the New York Times that year that small practices like mine –” “It was just you!” his wife broke in. “Right. So making changes was pretty easy. Smaller practices were leading the way and the biggest organizations were putting significant funds into big five-year plans. But you know, something like 10 percent of doctors weren’t even online yet.” Carmen slowly shook her head. “Hard to imagine now, isn’t it?” “Very. Still, the deadline is approaching, so I need to make sure that what I did way back when meets the requirements now.” “The babysitter is going to be wondering what we’re doing out here,” Carmen said, climbing out of the car. “It doesn’t sound like this is going to be a big problem.” “No,” Ben agreed. “It’s just one more thing to think about.” Is Ben’s practice in compliance… or will he have to make more changes?
New Genesis Network Members | April 2014
Ninety-seven new members across fifty-six practices joined Genesis Chiropractic Software and Billing Network in April 2014! There is strength in numbers due to the shared knowledge – we call it the “Billing Network Effect,” as the billing performance of each member practice improves in step with the total volume of processed claims. Each office that uses our chiropractic software will benefit. Please welcome our new Genesis network members: Cassidy Karls of Action Chiropractic, LLC, Steamboat Springs, CO. Megan Grimes of Advanced Chiropractic, Yuba City, CA. Linda Banman, Michael Banman and Jessi Rattink of Aligned Chiropractic Corporation, Kelowna, BC, Canada. Ann Wise of Art of Life Chiropractic, Nolensville, TN. Carol Berg of Back On Track Family Chiropractic, Chippewa Falls, WI. Jodi Belter and Emma Kronebusch of Back To Health Chiropractic And Wellness, Winona, MN. Devon Smith of Bartholomew Family Chiropractic, Ithaca, NY. Jenny Berry, Kaylea Cohen, David Phllips and Paige Samora of Benchmark Medical Group, Inc., Windsor, CO. Rebekah Kumm of Bridge to Health Chiropractic, Hillsboro, OR. Brandon Bishop, Sharon Camp, Dr. Trent Camp, Dr. Andrew Chas, Sarah Craig, Cori Demott, Audra Emerson, Laura Foskey, Jennifer Haldas, Sandee McMullen, Amanda Nichols, Nikki Patel, Megan Shand and Krissy Shorb of Camp Chiropractic, Inc., Middletown, DE. Andy Brooks of Carolina Chiropractic Of Charlotte, LLC, Charlotte, NC. Jessica Stanziale of Central Jersey Spine & Wellness, LLC, Freehold, NJ. Amber Stewart of Dr. David S Chalke Chiropractic PSC, Paducah, KY. Maria Gonzalez of Claborn Chiropractic, Corp., Granada Hills, CA. Alexis Mcleod of Columbia Family Chiropractic, Columbia, SC. Esperanza Marin of Connected Chiropractic, LLC, Johnstown, CO. Alli Damas of Courtley Chiropractic, Lenoir City, TN. Dr. Katally Strauss and Dr. Seth Strauss of Creation Health, LLC, Mt. Pleasant, SC. Meagan Simmons of Crouch Family Chiropractic, Bowling Green, KY. Janice Barthel of Delano Chiropractic Center, Delano, MN. Laura Dilday, Dr. Christi Shuppe and Dr. Jake Shuppe of Family Healing Chiropractic, Charlotte, NC. Joann Huff of Fort Bend Corrective Health Center, Missouri City, TX. Sandra Herbenson and Erika Urban of Hallie Chiropractic, Chippewa Falls, WI. Chad Huston of Heritage Family Chiropractic, Olathe, KS Lisa King of Integrated Spine & Disc, Mandeville, LA. Dr. Melanie Gartside and Brad Holtgrave of Invision Family Chiropractic, LLC, Bentonville, AR. Jodi Ebert and Brittany Holzer of James E. Judge, St. Charles, IL. Sarah Mancha of Keen Family Chiropractic, Austin, TX. Meaghan Martin of Life Is Good Chiropractic, LLC, Brodheadsville, PA. Amanda Childs of Livingood Family Chiropractic, Cary, NC. Janette Tlaseca of Lombard Chiropractic, Lombard, IL. Cameron Nyman and Milton Sniadach of Longmont Spine and Physical Medicine, Longmont, CO. Lauren Nicholas of Maryland Chiropractic, Silver Spring, MD. Zulma Valerio of Milonas Chiropractic, Naperville, IL. Dr. Brent Fetzer of New Life Chiropractic, Brentwood, TN. Joanna Munoz and Heather Pfeiffer of Next Level Health, Rockford, IL. Yolanda Barbosa, Veronica Ortiz and Tierney Rattler of North Dallas Chiropractic Center, Dallas, TX. Adam Ponchick of Pacific Spine & Joint Medical Group, Inc., Daly City, CA. Erin Cleary of Paris Chiropractic, Rockville, MD. Stephen Ramirez, Fija Reed and Nicole Stasio of Postureworks, San Francisco, CA. Dr. Jacqueline Buscemi of Proactive Chiropractic, LLC, Rockville, MD. Linda Blackshear of Pss Injury Wellness – E D Schneider DC PC, Atlanta, GA. Leslie Clements and Dr. Marty Lorentz of Purpose Chiropractic, LLC, Onalaska, WI. Britteny Robrahn of Rivertown Family Chiropractic, LLC, Grandville, MI. Dionna Couch and Lauren Oldham of Rock Springs Family Chiropractic, Smyrna, TN. Kent Gallego and Birgit Hefler of Shin Wellness, LLC, Miami, FL. Vicky Letson of Sports & Spine Chiropractic, Dallas, TX. Penelope Ortega of Stability Spine & Wellness, Seattle, WA. Olivia Schinski of Summit Family Chiropractic, Coeur D Alene, ID. Sheryl O’Toole and Kristine Sharpe of Sweeney Chiropractic Wellness Center, LLC, Franklin, TN. Dr. Khaled Azizi, Zoe Frassetto, Stephanie Knaeble, Ryan Mahrt, Robin Rath and Koreana Schmittat of Symmetry Spine And Wellness Center, Alameda, CA. Dr. Kayla Glover of Tri-City Family Chiropractic, LLC, Arlington, TX. Desiree Pardo of Trinity Chiropractic – Bohemier, Naples, FL. Joessa Austin of Woodbury Family Chiropractic, Woodbury, MN. Cortnie Belmonte and Dr. Robert Belmonte of Woodland Family Chiropractic, LLC, Kentwood, MI. Soria Mam of Zenaptic Chiropractic, Vancouver, WA.
