Electronic Medical Records Healthcare Practice Management

Make Life Easy for Your Biller

by Nitin Chhoda PT, DPT | Mar 19, 2014 | Electronic Medical Records, Healthcare Practice Management, Medical Billing, Physical Therapy Billing, Physical Therapy Documentation, Physical Therapy Software

Next to the clinician, the biller is the most important person in the practice. The biller is the individual that ensures claims are correct, submits them, and monitors each reimbursement request to ensure the physical therapist gets paid. The In Touch EMR™ and In Touch Biller PRO make the biller’s job easier, thereby increasing productivity and revenues.

Simple Solutions

Billers need billing software that’s simple, efficient and super powerful. Those three attributes are contained within the In Touch Biller PRO software. The most time consuming task for a biller is manually entering information from paper documentation. That’s a task that should be avoided at all costs. In Touch Biller PRO works with multiple operating systems, allowing billers to work with the system they’re most familiar with, whether it’s a PC, Mac, iPad or Android.

The integrated In Touch Biller PRO can be used in conjunction with In Touch EMR™ and other software to send claims directly to the billing system. The software allows billers to access one-touch functionalities to scrub, edit and submit claims.

In Touch Biller PRO software is compatible with hundreds of payer and clearinghouse systems through the United States. Built in crosswalks assist billers with the ICD-9 to ICD-10 changeover.

Automatic Functions

When ERAs are returned for the biller’s attention, he/she can post patient statements to the client’s file with a touch of a button. Billers can utilize multiple methods to communicate with patients about their portion of the bill, send reminders about outstanding balances, and print paper copies if needed. With In Touch Biller PRO, the patient billing process is accomplished quickly and efficiently with no need for hours spent entering data by hand. Claims can be transmitted individually or as a batch.

Billers are highly skilled professionals, second only to clinicians in their importance to the practice. Billers keep the flow of revenues coming in and anything practitioners can do to make their biller’s job easier will pay dividends well into the future.

In Touch Biller PRO provides one-touch abilities and automatic functions that eliminate manually entering information. Billers are more efficient and practices attain better cash flow.

The Importance of Flexibility in Your Documentation

by Nitin Chhoda PT, DPT | Mar 15, 2014 | Electronic Medical Records, Healthcare Practice Management, Physical Therapy Documentation, Physical Therapy Software

There’s a big problem with most EMR software providers and the templates they typically include. The documents are often created with a one-size-fits-all approach, include far more detail than the average physical therapist will ever need, and they don’t allow practitioners to document their work in their own way. These templates turn therapists into data entry experts rather than clinicians.

Too Much Information

Each practice is different. Every clinician must have the ability to create their own templates to match their workflow and office processes. Most EMR software templates force practitioners to conform to the way the template is designed. In Touch EMR™ allows each user to create and customize documents to reflect the practice and its services.

The clinician is the most important person in a physical therapy practice. He/she is what drives the money that supports the practice, allowing the bills to get paid and the clinic to make a profit. Therapists have to treat patients to support the clinic. In an effort to be efficient and comprehensive, most EMR templates take excessive time to complete, don’t enhance the workflow and don’t consider the individual needs of the practice.

Be Creative

With the In Touch EMR™, clinicians can create their own templates from scratch, providing them with greater flexibility in their documentation needs. The ability to create customized templates ensures that clinicians remain compliant. The goal of documentation should be to minimize the time needed entering information, while providing enough data to support the diagnosis and treatment.

The advantage of custom templates is that if the clinician is audited, he/she is able to go directly to the documentation data to support their actions. Custom templates ensure that the data is very precise. Templates are easily integrated into the workflow for greater efficiency at all levels of the practice.

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There’s No Perfect Documentation

In Touch EMR™ provides the tools for clinicians to focus on their practice and patients. Therapists need an integrated workflow instead of focusing on the best form. The “perfect” documentation form is never going to be seen. The majority of EMR templates attempt to achieve that goal, but only succeed in creating more work for clinicians.

The goal of documentation for every therapist should be threefold. It should be simple, minimal, yet provide enough information to support their actions. Anything else is overkill and turns clinicians into data entry experts instead of the highly trained and skilled professionals they are.

Time Management for Private Practice Owners

by Nitin Chhoda PT, DPT | Mar 13, 2014 | Healthcare Practice Management, Physical Therapy Documentation, Physical Therapy Management, Physical Therapy Marketing

Time management is essential for practices, yet many clinicians and practice owners find themselves wondering why their business isn’t more profitable. They’re seeing more patients but being less profitable, and there never seems to be enough hours in the day to accomplish everything. The problem could easily be that the clinician is spending too much time involved in negative-dollar or no-dollar tasks.

Many jobs can and should be handled by integrated EMR software. The In Touch EMR™ system provides clinicians with automated functions to save time and money, increase productivity and accelerate profitability.

Negative-Dollar Value

A negative-dollar task actually hurts the practice, whether it’s the clinician or staff engaging in the activity. These actions steal time from the practice and severely hinder productivity. Negative-value activities include checking Facebook, email and texts. Making or taking phone calls via landline or cellphone reduce the time spent with patients and directly affect the bottom line. Clinicians need to ensure that negative-dollar activities within the practice are kept to a bare minimum.

No-Dollar Value

A no-dollar value task is one that can be done by someone other than the clinician. Responding to email, calling patients and physician offices, and ordering supplies are all tasks that should be delegated to someone within the practice that is efficient and capable.

Other no-dollar value jobs that clinicians shouldn’t be doing include answering the phone, paying the bills and scheduling appointments. These are tasks that fall within the $10-$15 an hour range. It doesn’t mean they aren’t important, it just means they can be done by someone other than the clinician.

High-Dollar Value

Clinicians should strive to only perform high-dollar value tasks. These are things that only the therapist can do. All facets of patient treatment fall within the high-dollar value range, from examinations to documentation.

Lifetime-Value

A medical practice is a business and there are some things that require the personal attention of the owner. These are tasks that provide lifetime value for the viability of the clinic. Owners should concentrate their time on conferences, business development, and managing and motivating staff. These are all jobs that will provide long-term dividends. Other jobs reserved for the practice owner include conferring with the accountant, working with a business coach and speaking with other professionals to learn what works for others in the profession.

Looking at reports is an essential part of business operations and among the lifetime-value tasks. They provide the clinic owner with information about the financial wellbeing of the practice. In Touch EMR™ provides business owners with a wide variety of sophisticated, in-depth reports to determine where referrals are originating, the most productive staff members, and which payers provide the best reimbursements.

Clinicians/business owners must manage efficiently to spend as much time as possible on lifetime value tasks. In Touch EMR™ helps practitioners staff with better people and choose better office systems to facilitate the clinic’s efficiency, productivity and overall earning power.

The Three Key Elements of Claim Submission

by Nitin Chhoda PT, DPT | Mar 11, 2014 | Electronic Medical Records, Healthcare Practice Management, Medical Billing, Physical Therapy Billing, Physical Therapy Marketing, Physical Therapy Software

The financial success of a practice relies on the biller’s ability to complete claims and submit them as quickly as possible. Automation is the key to accomplishing that goal. In Touch EMR™ provides practices with an extensive array of automatic functions to make clinics more efficient, productive and profitable.

Billers should have access to three key functionalities within their billing software. Those elements make their job easier and allow them to submit clean claims that are far less likely to be denied or encounter problems during the payment process.

Automatic Forwarding

When the clinician has completed the patient encounter documentation, he/she should be able to hit a single button and have the EMR system automatically forward the claim to the billing department. In Touch EMR™ provides that ability. Claims are carried forward form the EMR to the billing system automatically, complete with the CPT and ICD codes, documentation and other pertinent information needed to submit the claim.

Making Changes

In Touch EMR™ allows billers to make changes within the claim when a conflict arises. The software automatically notifies billers of potential problems and incompatibilities within the claim. Billing professionals can then utilize their experience, expertise and insight to edit the claim appropriately. In Touch EMR™ and In Touch Biller PRO work together to seamlessly expedite the claims process.

Next to the clinician, the biller is the most important person in the practice. Providing the biller with software that offers the ability to rectify coding conflicts and works with them to expedite claims makes their job easier and creates a better cash flow for the clinic.

Keeping It Clean

The ability to scrub claims before they’re transmitted is essential. It reduces denials and facilitates every step of the payment process. In Touch EMR™ provides automatic scrubbing to create clean claims that are paid faster. It makes the biller’s job easier, promotes productivity and simplifies the claims process from start to finish.

The built-in abilities of the integrated In Touch EMR™ and In Touch Biller PRO work harmoniously to facilitate the claims process, while automating key abilities it with a variety of one-touch functionalities. The software systems provide the means to edit claims to resolve conflicts that would result in denials, allowing billers to submit clean claims that are paid quickly for improved cash flow.

The Importance of Patient Pay Online Options

by Nitin Chhoda PT, DPT | Mar 9, 2014 | Healthcare Practice Management, Physical Therapy Billing, Physical Therapy Documentation, Physical Therapy Management, Physical Therapy Marketing

Studies have shown that people are more likely to pay any bill rather than their doctor bill. Collecting patient pays can be difficult, especially larger amounts. Making it as easy as possible for clients to pay their portion of medical bills improves collection rates, while fostering the patient’s perception of the practice as one that’s modern and makes an extra effort on their behalf.

There Are Always Options

Clinicians must offer patients options and the first place to start is through the ability to make payments online. Clients are already used to doing things online and many utilize a mobile device for their transactions. With the In Touch EMR™, online payments can be linked with the clinician’s merchant account and deposited directly into the practice’s account, usually within seven days.

Online payments offer patients the convenience of 24/7 access and the ability to use a variety of payment methods, from credit and debit cards to electronic checks. Older patients may not have access to the Internet, while others may be afraid to disclose the appropriate information. For these patients, traditional checks and cash are still an option.

In Touch EMR™ also offers patients the ability make recurring payments. The software breaks down client amounts into manageable amounts that they can pay over time. Clinicians may want to consider offering discounts for situations that include cash payments or balances that are paid within a specified amount of time.

Convenience And Security

In Touch EMR™ provides the means to accept payments without the need to store sensitive data on-site. Information is maintained in the cloud and strict security protocols are in place that complies with the Payment Card Industry Data Standard. In Touch EMR™ is HIPAA compliant.

Going Green

Accepting online payments utilizing the In Touch EMR™ is significant progress in the process to go green. It eliminates a majority of paper bills and statements, though there will still be instances necessitating a paper bill be printed and mailed.

“Online payments create better revenue cycles and reduce the expense of collection costs.”

Billers spend less time on sending reminders and statements, and can focus more on the claims process. Necessary payment data is sent to the billing department for posting to patient accounts. The team at In Touch EMR™ will even help clinicians set up the system to begin accepting payments electronically.

The ability for patients to pay their bills online is crucial as more individuals shift away from carrying cash or writing checks. For many, paying for products and services is simply a matter of entering a credit or debit card number. Any clinician that doesn’t have the ability to collect payments online is cheating their medical practice of a quick and convenient way to improve revenues, and incurring significant costs in time, effort and printed reminders.

Studies have shown that people are more likely to pay any bill rather than their doctor bill. Collecting patient pays can be difficult, especially larger amounts. Making it as easy as possible for clients to pay their portion of medical bills improves collection rates, while fostering the patient’s perception of the practice as one that’s modern and makes an extra effort on their behalf.

There Are Always Options

Clinicians must offer patients options and the first place to start is through the ability to make payments online. Clients are already used to doing things online and many utilize a mobile device for their transactions. With the In Touch EMR™, online payments can be linked with the clinician’s merchant account and deposited directly into the practice’s account, usually within seven days.

Online payments offer patients the convenience of 24/7 access and the ability to use a variety of payment methods, from credit and debit cards to electronic checks. Older patients may not have access to the Internet, while others may be afraid to disclose the appropriate information. For these patients, traditional checks and cash are still an option.

In Touch EMR™ also offers patients the ability make recurring payments. The software breaks down client amounts into manageable amounts that they can pay over time. Clinicians may want to consider offering discounts for situations that include cash payments or balances that are paid within a specified amount of time.

Convenience And Security

In Touch EMR™ provides the means to accept payments without the need to store sensitive data on-site. Information is maintained in the cloud and strict security protocols are in place that complies with the Payment Card Industry Data Standard. In Touch EMR™ is HIPAA compliant.

Going Green

Accepting online payments utilizing the In Touch EMR™ is significant progress in the process to go green. It eliminates a majority of paper bills and statements, though there will still be instances necessitating a paper bill be printed and mailed.

“Online payments create better revenue cycles and reduce the expense of collection costs.”

Billers spend less time on sending reminders and statements, and can focus more on the claims process. Necessary payment data is sent to the billing department for posting to patient accounts. The team at In Touch EMR™ will even help clinicians set up the system to begin accepting payments electronically.

The ability for patients to pay their bills online is crucial as more individuals shift away from carrying cash or writing checks. For many, paying for products and services is simply a matter of entering a credit or debit card number. Any clinician that doesn’t have the ability to collect payments online is cheating their medical practice of a quick and convenient way to improve revenues, and incurring significant costs in time, effort and printed reminders.

What to Expect From Your Front Desk Staff

by Nitin Chhoda PT, DPT | Mar 7, 2014 | Healthcare Practice Management, Physical Therapy Billing, Physical Therapy Documentation, Physical Therapy Management, Physical Therapy Marketing

The front desk staff has a variety of critical tasks to complete that will directly affect patients and the practice. Clinicians can make the job of the front desk easier, more efficient and help grow their practice with integrated software that has the ability to automate many of the duties for which the front desk is responsible.

Perception Is Reality

The front desk staff is the first person a patient comes in contact with when they schedule an appointment and when they arrive at the office. People make snap judgments and a patient’s first impression of the practice will be dependent upon their interaction with the front desk.

The person at the front desk must be pleasant, knowledgeable and efficient. They must possess people skills and like working with the public. Not everyone has the necessary skill set for the job and clinicians shouldn’t hesitate to shift staff around to ensure the first impression a patient has of the practice is a pleasing one that makes them feel comfortable and eager to come back when they need services.

Scheduling And Patient Intake

The front desk is responsible for scheduling appointments, obtaining essential information and sending reminders. A lot of information is obtained in a very short time from patients, ranging from eligibility and identification to secondary insurance and contact information. Scheduling can be completed directly from the In Touch EMR™.

Many of those tasks can be accomplished automatically with In Touch EMR™. Eligibility can be determined online with hundreds of insurers. Payer information is built in and new companies can be added. Patient demographics come straight from the insurance company, resulting in fewer claim denials. With a single action, a patient file can be created and all the data will be transferred automatically.

In Touch EMR™ is the only EMR software that has an app specially designed to work with the iPad. Patients can take a photo of themselves with the tablet for identification and even fill out patient forms. The information received via the iPad is automatically transferred to the patient’s file.

Front Desk Marketing

A clinician’s front desk should also be doing marketing and In Touch EMR™ provides the necessary tools. When intake information is obtained, all the needed contact data is available to send reminders, greetings, newsletters and special offers.

In Touch EMR™ has built in functionalities that enable practices to contact patients via phone and email, voice and text message, along with traditional mail using built in greeting card software. In Touch EMR™ can be used with the automated Therapy Newsletter or Clinical Contact software systems.

In Touch EMR™ simplifies the entire front desk process, from intake to maintaining contact. The software helps reduce reimbursement denials, automatically creates patient files, and helps practices maintain contact with patients through reminders and newsletters. Practitioners must work harder than ever to retain patients and generate new clients. In Touch EMR™ is a single source solution to automate and market practices.