Next to caring for your patients, physical therapy coding is the most important thing you can do for your practice. Many practices choose to improve the quality of their coding by purchasing physical therapy coding software. There are a number of different things to consider before you invest in physical therapy coding software, including whether you want to use a large program on a shared server or whether you prefer to invest in a standalone system that will help ensure that your patient’s information stays safe and secure.
In the US, the HIPPA standards, created to ensure patient privacy, are an important part of the consideration when making decisions about purchasing physical therapy coding software. Keeping personal health information secure is an important responsibility of every physical therapy practice and this is one of the reasons that choosing the right physical therapy coding software is so important. The good news for practices is that a good software system should not be prohibitively expensive. Most software providers will offer an enterprise license, which means that a single software package can be used on every computer within your practice even if you have multiple offices. The pricing of that license will likely be affected by the number of users that will be working within the system.
Physical therapy coding software will divide individuals that use the software into two categories, provider and user.
In physical therapy coding software terms, a provider is a licensed health care professional. The user can be anyone in your practice who has access to patient information, including receptionists and medical assistants. One of the requirements of HIPPA is that each user must have a unique login and password that allows them to access the physical therapy coding software system. Most physical therapy coding software programs will allow you to track who has accessed a patient’s information to ensure that the information is not being misused.
When you start shopping for physical therapy coding software, you should ask for the names of other physical therapy practices that are using the same software so that you can talk to them about their experience with that particular product. You will want to ask them if they’ve had problems with the software, how easy it was for users to learn, and whether it meets all of the needs of their physical therapy practice. Be sure to talk to a few different companies to get the best picture of how the physical therapy coding software will work for you.
The cost of physical therapy coding software is an important consideration. In most cases, standalone systems are less expensive than large online records. For most practices, the cost of physical therapy coding software will quickly be offset by the savings in time and missed revenues. Physical therapy coding software will result in faster payments since coding will occur automatically and you can submit bills more quickly. It is worth spending the time to compare different physical therapy coding software programs in order to find the one that is right for your practice.
When it comes to managing your physical therapy practice, understanding what motivates your employees and keeping them happy and productive is one of the most important things you can do for your physical therapy private practice. Physical therapy management is unlike managing any other type of medical practice. As a physical therapy practice owner, you must find ways to keep your staff working toward a common goal. One of the first steps in physical therapy management is finding out what makes your employees do their best and what things empower and motivate your staff so they put their best foot forward for your clinic.
The goal of physical therapy management should be motivating your employees and allowing them to grow and learn while still meeting the needs of your business and your patients. The best way to do this is by understanding how the different personality types of your employees can be turned into assets that will help both your business and your employee reaches or her full potential.
The following are the three primary types of work personalities. Learning about each one will help you decide what type of employees you have and how to best use their strengths as part of your physical therapy management strategy.
The first type of personality is known as the motivator. These people know exactly what they want, are very ambitious, and thrive in situations where they’re allowed to affect change and help the practice graw. Physical therapy management of this type of person requires that you give them reasons to work harder for you. Motivators don’t respond well to threats of punishment, although they do need to stay in touch with what you expect from them before problems occur. These people are often the type who push boundaries and are always questioning whether there’s a better way to do things. Physical therapy management practices for these people mean accepting their desire to change and improve your practice, accepting and using their suggestions when possible, and taking advantage of their ability to multitask. The good news for your patients is that motivators are very flexible and they often bring a lot of enthusiasm to their job which makes them great for working with stubborn patients. Depending on the individual, they may be perfectly suited for physical therapy management positions, and are great for working on planning tasks such as implementing a new computer system.
The next type of person that you only encounter in your physical therapy management efforts is the stabilizer. These people are often the backbone of your practice. They prefer structure and like to work in an environment where there are rules and routines. These employees often stay in the same job for many years, and are happy to continue doing one job and being great at that job. These employees can be somewhat inflexible, which can be troublesome for physical therapy management when new situations that require quick changes arise. However, the more specific and detailed your instructions to stabilizers are, the more they will thrive. Physical therapy management can take advantage of these individuals by allowing them to balance motivators and help keep them grounded.
The third type of personality that you will encounter in physical therapy management is the perfectionist. Much like stabilizers, they work best in an environment where the rules are very straightforward and they’re allowed to plan, make lists, and follow schedules. This type of employee is always the first to show for meeting, always dresses well, and keeps his or her work area neat and tidy. Perfectionists enjoy having a strategy that they can turn to in any situation, and they take pride in doing their job well every time. Physical therapy management practices for perfectionists are to allow the individual to enjoy a set routine and letting them take their natural place as the solid foundation of your practice. These people work well when they are motivated by the other two personality types, and when physical therapy management provides them with clear expectations.
Physical therapy management should be aimed at helping individuals meet the needs of patients, and helping your practice grow. By understanding how the different personality types work together and what the motivating force behind each one is, you can help your employees reach their full potential as you grow your own practice. Physical therapy management should always be on the lookout for new ideas that will make their employees more successful. Happy, successful employees mean a stronger physical therapy practice.
One of the key aspects of physical therapy management is patient satisfaction – giving patients an experience they remember. In an age characterized by information overload, it’s becoming challenging to get and keep a patients attention.
It has become excessively difficult to sustain a patient’s attention and get them to come back to you since there are physical therapy centers in almost every corner and options are available in abundance. In fact, rather than patient satisfaction, the fact that no one has the time today to devote to word-of-mouth publicity or feed backs hurts physical therapies the most. So what do you do to secure incomparable patient satisfaction and make them a part of your ever increasing loyal clientele? For physical therapy management, this presents a unique, but surmountable challenge.
Have a “Patient Get Together Day”
This could be done once in six months or a year where all your patients can get to know each other and stay in contact. The more your patients interact, the better it is for your physical therapy business. You can rely on your physical therapy management skills in order to ensure that you send messages and invitations after checking at everybody’s schedule and then deciding the date of the get-together. You could opt for a dinner or a luncheon. These services can effectively boost your revenue as well as your patient satisfaction.
Give your patients gifts after they recover
This is yet another great technique to secure good patient relations. Your patient is more likely to remember you and the practice if you indulge him with perhaps an audio CD of “Get Fit Tips” or some other health related issues that he might be in need of. Here, again your physical therapy management skills come into play. It so happens that once you secure a good impression from your patients as being thoughtful and considerate they will keep coming to your clinic for all their health based needs.
Maintain communication with your patients
In case you do not believe in splurging gifts and the like for your patients, it will be good to at least keep them informed about all your updates, service information, changes in schedule and others. Be careful to note that, you must communicate with each of your patients at least once a month. In case you keep sending post cards or e-mails to your patients via using automated physical therapy management software to keep them in touch with you and your clinic, it sooner or later develops into a personal rapport and thus, you might win a reliable long term patient in the end. This will be beneficial for you and the patient over the long run.
Offer packages and discounts regularly
With the right physical therapy management skills, you should offer products and services of different types (different strokes for different folks) to appeal to the maximum number of patients. You want a ‘wide net’ that allows you to create multiple streams of income and serve several patient populations. This will then end up in better deals and packages that you can formulate for every group and divide them among the patients. Once you have different packages and different price points for patients, all you have to do as physical therapy management is raise awareness.
At the end of the day, be sure to keep your patients happy and satisfied and build a clinic that runs on the legacy of trust and consumer-oriented decisions.
Physical therapy management requires a diverse set of skills and is the hallmark of an excellent clinical setup. The physical therapy business owner should, in addition to being a good clinician, understand the importance and the monitoring of finances. A diverse skill-set is needed for a person to qualify as an expert in physical therapy management, and it includes the following:
1. Administrative skills
The initial skills that an individual in physical therapy management must demonstrate include efficiency with physical therapy billing coding mechanisms and practice management software. Compliance with various organizations including state laws is another consideration. These include multi professional audits, standard of clinical practice and code of conduct documents, statutory collaborations with various parties that include Federal Government bureaus and the others. Along with other jobs, the skill set must include checklist maintenance and surveillance reports.
2. Organizational capacities
Physical therapy management personnel must shoulder a lot of responsibility. This includes setting up meetings, creating salary sheets, providing bonuses and other jobs that are human resource based. You can get appraisal facilities and formal job descriptions and specification systems that would be useful while posting vacancies and other information in the press. The key to physical therapy management is effective management of the the entire work force of the clinic while maintaining an eye on physical therapy billing and maintaining cash flow to sustain profitability.
3. Communication with patient families on behalf of the clinic
The personnel in charge of physical therapy management must have extra-ordinary communication skills which will be put to use while communicating with patient families and their own staff. In case the clinic is large enough to undertake research and development activities, then the operator would need to communicate and act as a link between the American Physical Therapy Association and the patient. Hence, communication skills are critical.
4. Patient care and allied activities
Through the use of the software, the operator would be required to keep a thorough tab on the patient health and recovery process by conducting minute or elaborate diagnosis from time to time. The data is received and the evaluation is done in the form of charts and bar codes. So, the provider must be well-equipped with the billing code language as also with flowcharts and algorithms. The data generation is not limited to patients alone and can also include management statistics and health premium checkups and others.
5. Education and public awareness services
Many established practices also include Physical Therapy management in order to create social awareness about various health and vaccination programs so that the dual needs of increasing patient traffic and social health is achieved. This can be done through sending postcards that are automatically generated using the software and other advertising methods using physical coding software. These activities must be supervised by the personnel and hence a qualification in Mass Media can also be useful for a Physical therapy manager.
Physical therapy management necessitates a pro-active approach to problem solving. One of the major issues a therapist will face while practicing physical therapy is managing the clinic effectively. Even the most skilled practitioners may need to undergo special training to improve their skills as physical therapy business owners.
Several physical therapy management companies provide different types of services, but it’s best to have a comprehensive suite of physical therapy management services that include mobile, email and voice broadcasting to grow your practice.
If you already have physical therapy software to manage your clinic, you can integrate a web based mobile marketing solution like Clinical Contact to boost your physical therapy management efforts. It can integrate with your existing physical therapy management program and is a great tool to manage your practice successfully. You can manage and market your physical therapy practice efficiently using Clinical Contact and Therapy Newsletter. When you combine this with a good physical therapy billing solution, you can market your physical therapy practice more effectively and grow your clinic.
You can use Clinical Contact while scheduling patients’ appointments, sending appointment reminders, patients’ documentation, data entry and it can integrate with most billing solutions for insurance verification, coding, billing, insurance claim submissions, resubmissions and so on and on. These activities are taken care of by highly trained accounts professionals and physical therapists in the firm. This will help you to streamline your physical therapy management tasks.
The Therapy Newsletter uses professional designed ‘prospect stimulator’ pages to capture contact information on your website to funnel the maximum number of leads to your therapy practice. The free e-books offered on the website will help collect the e-mail IDs, names etc and thus your list of people to whom you can send your news letters is born. These automated newsletters can be easily customized to suite your practice. Personalize them with the patient’s name to make a rapport with them and add your version of the special services you offer in the news letter. You can even get the area exclusive license for your newsletters to make sure your competitors are not able to copy your successful ideas.
Marketing your clinical practice will be a major issue if you depend entirely on the conventional methods to promote your practice. You should be taking advantage of your ability to access the patients’ computer or mobile phone. Reach them twice a month with a well written and informative Therapy newsletter. Take this opportunity to offer them post treatment suggestions for their wellness. This will make sure that they will come back only to you if the need arises. Your patients will never look for another practitioner for their needs. You will also be highly recommended by them to their family and friends.
You can email the Therapy Newsletter or take a print out and fax them. The print-out versions are also used as hand out newsletters to physicians or walk-in patients for referrals. Every time you send a bunch of newsletters, you are effectively growing your list of patients. The rate of conversion to patients depends on the quality of the content and information contained in your newsletter, which helps your physical therapy management and patient retention efforts. You will be established as a leader in the physical therapy practice and your clinic will be the first thing they think of when they need the services of a therapist.
The overheads associated with operating a physical therapy practice can be a daunting proposition for a new physical therapy business owner. It starts from renting the space to set up the practice and goes on to buying equipment and furniture, marketing, cost of payroll, insurance and so on. The cash should flow in consistently to meet your overheads in time. Bringing down the overheads will make it easier for the physical therapy management in new clinics to compete with other established physical therapists in the community. By hiring the professional support of physical therapy billing firms and physical therapy management software solutions like Clinical Contact and automated patient newsletter marketing systems like Therapy newsletter, your clinic can enjoy automation and costs savings while growing your physical therapy business.You can also facilitate prompt payments from insurance companies.
With the right physical therapy management suite, you can generate more revenue from your physical therapy practice and serve patients better. You can schedule your patients more effectively, code and bill them with least possible errors, enter the patients data, submit insurance claims, follow up on the claims, re-submit the claims if there’s any denial, follow up and collect outstanding payments and so on in a professional manner. The cash flow in your physical therapy clinic will be a lot more consistent. Physical therapy billing coding companies will manage the submission of all your claims to Medicare and private insurance payers with minimal error. Physical therapy management requires a dedicated effort from all private practice owners. This is an essential part of all practice management for physical therapists.
Your physical therapy patient schedule prevents you from focusing on the main drivers of your physical therapy business.
The main goals for physical therapy management should be:
a) Focus on the practice (conditioning patients to refer, building new referral sources with doctors instead of being trapped in the practice (patient treatments, answering phone calls, voicemails, emails, sending faxes)
b) Educating, motivating and delegating to staff
c) Finding the right physical therapy management suite, and combining it with the best physical therapy billing coding solutions. Look for a billing software that can schedule appointments, detect data entry or coding errors, track patients, transfer data and interface with medical records.Ideally, this billing program should sync automatically with automated marketing programs that trigger patient reminders, improve patient arrival rates and condition patients to refer friends and family. The leading program that does all these things (and much more tasks like mobile marketing, email marketing and voice broadcasting is Clinical Contact. You may also want to consider automated patient newsletter marketing tools like Therapy Newsletter.
The best physical therapy management suites will handle data entry, insurance submissions, Medicare forms and more in a professional manner. Physical therapy coding and billing will be done perfectly. The coding errors or incorrect billing procedures may result in a delay in payments from the patients and insurance companies. Your invoices and claims are reviewed, processed and investigated by highly skilled and seasoned professionals of the government and insurance firms. Any error such as minor data entry or coding error or a miscommunication will be identified and the claims submissions will be denied or rejected.
Insurance billing procedure and coding systems are modified frequently. By hiring physical therapy billing professionals who use the latest physical therapy management software, you will minimize the chances of coding errors in your invoices. Your physical therapy software provider will appeal every denied claim after identifying and rectifying the error that caused the denial. Since they work on a percentage of the total revenue of your practice, the extra efforts or manpower used for the re-filing of incorrect claims should not be a source of stress for physical therapy management in a physical therapy clinic.
Once you find the right physical therapy billing and management program, you will be relieved from the stress of running your office and can invest your quality time treating and curing your patients. If you want to take your practice to the next level, you can concentrate on converting more prospects into patients, working on your practice instead of in it. Physical therapy marketing helps you manage your practice successfully.