Practice Management Systems

1. Practice Management Systems Features That Will Save You TimeAnd Might Improve Your Bottom Line Steven D. Atwood, M.D., FACP satwood@pol.net www.adultmedicine.com/presentations/practice-management-systems.ppt Practice Management Systems

2. Key Points for Today What you need to know, not nice to know What might separate the winners from the losers Specific examples of how your PMS can actually help you do your job or help save time improve efficiency increase patient satisfaction improve your bottom line Practice Management Systems

3. Key Sections for the Physician Scheduling / registration Billing / accounting Serving the patient Which program Where to get suggestions and specs Practice Management Systems

4. Let’s Get To It Scheduling • Everyone Must Be Able to Schedule • nurse when telling coag results • doc when telling patient to drop in • See Schedule at Every Station and From Home • 30 Second Rule– Book Appointment in Seconds– • patient name, doc, reason, when, done • trim names selection to those that are relevant Practice Management Systems

5. See Schedule Easy to Add or Change Practice Management Systems

6. Know key data beforethe time is reserved Practice Management Systems

7. How much time, which room Robust detail Bundled procedures Practice Management Systems

8. Are You Behind?When Can You Get Back to the Hospital? Helps to track when patients Arrive Roomed Exit No Show Show the data by usingsymbol, color, highlights Practice Management Systems

9. Seen and left You are seeing now X No Show e.g. 9am and you are behind Arrived 9 Practice Management Systems

10. One Write, No Duplication Cut & Paste Drag & Drop Notes Everywhere e.g. individual claims, individual codessuch as with prolonged detention Practice Management Systems

11. Cut and Paste or Drag and Drop to any spot that week or in future months 11 Practice Management Systems

12. Notes, Notes, Notes Everywhere 12 Practice Management Systems

13. Archive the Inactive Data No scrolling through 30 peoplewith similar names Index patients by doctor or site then use the list associated with this site etc. Practice Management Systems

14. Archive or leave out the data you don’t need >>leave out patients not seen in 10 years >>just your site’s patients--not entire system 14 Practice Management Systems

15. Summary--Scheduling Book an appointment in seconds Anyone at any workstation can book the appointment When locating the patient on your list, the list should be trimmed to just your active patients—not every patient who was ever entered into the database Practice Management Systems

16. Summary--Scheduling Scheduler can easily see all the key data as the appt. is made and as you are working through the day’s schedule Cut & Paste, Drag and Drop, one write system Notes everywhere, appointments, insurance, bills Practice Management Systems

17. Billing Fee structure every insurance company PAID vs. EXPECTED Practice Management Systems

18. Billing Past we used numerous fee schedulesgenerally a Medicare max allowed fee schedule and a fee schedule for the rest of your practice • Now generally all accounts assigned but everyone has a different payment schedulee.g. 1.6 x Medicare rate, no coverage for carve outs another is 0.8 x Medicare rates Practice Management Systems

19. Billing Paid vs. Expected - your computer should show you the expected payment as you enter payments Practice Management Systems

20. Billing Paid vs. expected--see as you enter Practice Management Systems

21. Billing charge vs. paid for each insurance company Practice Management Systems

22. Billing Export almost any field for report of data analysisBest of Breed, not locked in Practice Management Systems

23. QUERIES PMS is basically linked databases the setup is proprietary coding and formatting you are locked in when you buy it you might be married for life because you might not be able to get your data out if you switch to another program Practice Management Systems

24. QUERIESPMS Design Linked Databases Practice Management Systems

25. QUERIES Practice Management Systems

26. QUERIES Now STANDARDS Provide the Connectivity Between Programs Not Locked In, so Programs Compete on Performance Best of Breed may be easier to determine Export every field will help all this Practice Management Systems

27. Billing Modular not All-in-One Off-the-Shell Software Practice Management Systems

28. Off the Shelf Software vs. All-in-One Package Software doing majority of operations for a large corporation may have dozens of pull down menus and take 3 days of training before you can use e.g. IDX or similar software for large health systems Practice Management Systems

29. Off The Shelf Software vs. All-In-One Package Separate Programs or Discrete Modules helps 1.) Training 2.) Security 3.) Upgrades 4.) Can Reduce Down Time Quicken $79 --bank activity and office expenses QuickPay $50 or QuickBooks $179 -- payroll HotFax --can fax any file as if you were printing it Practice Management Systems

30. Billing and Practice Management Software Future Is Modular No All-in-One Program Separate Program or Module for Each Part e.g. EMR, Billing, Schedule, Ordering Now STANDARDS & Ability to Import and Export data canProvide the Connectivity Between Programs Practice Management Systems

31. Billing Security specific for each section or each staff member Practice Management Systems

32. SECURITY Too many programsgive full access to everythingafter you log on User ID, Password Station ID Section Permission e.g. Hospitalize Senator, only treating staff have access to this patient’s tests e.g. charge and collection for the day not accessible by file room staff Practice Management Systems

33. Billing Print-to-File vs. Programming an Interfaceto transfer data between programsPrint-to-File rather than a printer makes report or papers go to a digital file then can save it, send it, print it or automatically add the data to a database Practice Management Systems

34. Print to File Best thing since sliced bread EG. 50 page AR report made in digital form then save this file rather than paper then send your satellite office(s) this via e-mail rather than mailing or faxing 50 pages can use a claim clearinghouse & NO INTERFACE PROGRAMMING NEEDED your digital file fills in their database

35. Print to File—Data to Clearing House e.g. Claims to a clearing house via the www Generate HCFA type claims to Print then you can Print to File so you can save the printout and all it’s formatting Send to your claim clearing house as file upload Your clearing house can use this file and the print layout to transfer this information to their databaseNO INTERFACE NEEDED-- NO MORE TYPING

36. PRINT TO FILE Practice Management Systems

37. PRINT TO FILE Practice Management Systems

38. PRINT TO FILE—can look like a HCFA claim with just your data being displayed Every letter and number is exactly where it would be on a claim Thus a computer can import the data Practice Management Systems

39. Print To File Select printer then click print to file option Go to DOS prompt (in Windows>Accessories) Enter the command PRINT and file name e.g. Then strike enter and your file printsthus you can save anything you want to print Practice Management Systems

40. Print to File printer must be connected by LPT-1 port Practice Management Systems

41. Summary Billing Security specific for each section or each staff member Fee structure every insurance company PAID vs. EXPECTED Export almost any field for report of data analysis not locked in, Best of Breed Modular not All-in-One Off-the-Shell Software Print to File vs. Interface programming Practice Management Systems

42. Physician in Back Office Need a full current registration sheet or face sheet right at your finger tips insurance type may dictate where to go for tests insurance type may dictate which hospital to use insurance type may only cover certain meds may need DOB may need SSN may need phone numbers for patient may need phone numbers for insurance company Practice Management Systems

43. Physician in Back Office • then as a batch you can printfaxreservereformat must be able to tag individual data progress notes claims to send schedule spots to reserve rooms or equipment to reserve Same as hold down Control then left click to select desired data in MS Windows

44. FAX If you can print it you should also be able to fax it Practice Management Systems

45. Send to fax machine rather than printer 45 Practice Management Systems

46. Orders prescriptions goal is to order the right med quickly formulary which med, which dose vs. Voice Mail at Pharmacy FAX a Script--how do you sign if digital signature not OK Practice Management Systems

47. Forms Scan the form Insert the file on a page as a background Overlay text boxes where the data goes Bookmark each box (control+F9) Jump box to box / bookmark to bookmark (F11) Practice Management Systems

48. Any word processor & hopefully your PMS can prepare and store any form Start box 1 F11 to jumpto next field bookmarks 48 Practice Management Systems

49. Physician in Back Office Email at every work stationinternal network vs. entire webinexpensive Practice Management Systems

50. Summary Physician Seeing Patients Face sheet Create batch for faxing or printing all at once Fax directly without converting to paper Outside forms become part of your program Internal e-mail system Practice Management Systems