physical therapy billing

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.

Ideal Practice Workflow Part 3: Billing

by Nitin Chhoda PT, DPT | Feb 28, 2014 | Electronic Medical Records, Medical Billing, Physical Therapy Billing, Physical Therapy Documentation, Physical Therapy Software

Billing should be the backbone of any practice, but many vendors focus on the EMR with no billing function or view billing as an afterthought. An EMR must support billing and that’s one of the unique features of the In Touch EMR™.

It works in concert with In Touch Biller PRO and other systems to reduce denials, increase revenues and streamline the practice workflow.

Effective Billing

To be effective, billers have to enter the claim information, either manually or automatically.

In Touch EMR™ offers an array of automatic functions that make a biller’s life easier, more productive and allows clinicians to get paid faster.

In Touch EMR™ and In Touch Biller PRO have built-in crosswalks that automatically verify if ICD and CPT codes match, along with the date and time of service.

A unique feature of In Touch EMR™ is that the claim can be edited if necessary to bring all data into alignment.

More importantly, the system identifies any modifiers that are applicable and attaches them if necessary.

CCI edits are automatic and the software tells the biller if they need to be added, along with a supporting diagnosis. The software conducts matching to determine if the CPT code is related to a certain ICD code.

With the right depth of diagnosis provided with In Touch EMR™ and In Touch Biller PRO, clinicians minimize audits and denials, and remain more compliant.

Working In Tandem

Few EMRs have the ability to transmit data directly to billing software. In Touch EMR™ does and this is a huge innovation for streamlining practices.

After claims arrive from In Touch EMR™ to billing, it tells billers which codes are worth the most money.

The claim is scrubbed for errors before it’s ever transmitted to the clearinghouse.

ERAs automatically appear and can be posted with a single click.

It makes billing more efficient and allows clinicians to do what they like to do – treating patients.

Saving Money

In Touch EMR™ and In Touch Biller PRO pay for themselves quickly.

If clinicians save just eight minutes per patient with the systems, that’s 5 hours and 20 minutes per week.

That translates into $150 in savings per week and $10,000 per year at 50 visits per week.

The three steps for the ideal practice workflow (front desk, documentation and billing) will change the way clinicians do things.

Practitioners may have to drop their current billing software or service, but it’s worth the trouble.

It’s the difference between a practice that’s running out of steam and one that’s going like a speeding bullet.

In Touch EMR™ can have clients up and running in 24 hours and at a reasonable price.

Many clinicians are entrenched in the way their current system operates. They’re emotionally and financially invested in the systems, but if the software is inefficient and doesn’t work together for the benefit of the practitioner, it’s costing clinicians in wasted time and lost revenues.

Ideal Practice Workflow Part 2: Documentation

by Nitin Chhoda PT, DPT | Feb 26, 2014 | Electronic Medical Records, Medical Billing, Physical Therapy Billing, Physical Therapy Documentation, Physical Therapy Software

Clinicians are hearing a lot about being more efficient in their practice and it’s essential for professionals practicing in the Obamacare era.

Reimbursements are being reduced by Medicare and insurance companies, and clinicians must evolve in the way they operate their practice if they are to maintain a viable business.

One of the ways clinicians can accomplish that is through the use of EMR and billing software that works together.

In Touch EMR™ and In Touch Biller PRO interact seamlessly to accomplish the three key areas to improve workflow – patient intake, documentation and billing.

Patient Intake

During the intake process, In Touch EMR™ allows the front desk to verify and obtain patient information directly from the payer, create a patient file and schedule an appointment.

The information automatically goes into the EMR system where it can be retrieved by the clinician when the client arrives for their appointment.

Automatic Documentation

The one-click documentation available with the In Touch EMR™ saves an enormous amount of time. With one click, the clinician can create a document for that patient to record everything from an evaluation to treatment notes.

One of the unique features of In Touch EMR™ is that clinicians can make progress notes and they all appear automatically anytime the patient record is opened providing them with an at-a-glance overview.

Practitioners can make changes to their notes to reflect changes within the patient and their progress.

The EMR system also alerts clinicians to G codes and other pertinent data.

One Touch Billing

In Touch EMR™ works hand-in-hand with In Touch Biller PRO to make the billing process as easy as possible.

At the conclusion of the patient’s visit, clinicians simply hit one button – finalize claim.

Patient data and documentation is automatically sent to In Touch Biller PRO where it’s ready for submission.

The claim appears within the billing software and clinicians can designate if claims are sent individually or as batch files.

Increasing the overall efficiency of the practice workflow allows for greater accuracy, less wasted time and increased revenues.

The keys are patient intake, documentation and billing.

When those three aspects work together, it provides a better patient experience and increased revenues for the practice.

In Touch EMR™ and In Touch Biller PRO work together seamlessly to automate a variety of tasks to lessen the workload of everyone within the practice.

Ideal Practice Workflow Part One: Front Office

by Nitin Chhoda PT, DPT | Feb 24, 2014 | Electronic Medical Records, Medical Billing, Physical Therapy Billing, Physical Therapy Documentation, Physical Therapy Software

The current healthcare climate demands that practices become more efficient at every task. Efficiency begins at the front desk by gathering all the needed patient information and verification before scheduling the client’s appointment.

The entire process can be accomplished with the In Touch EMR™ for savings in time and reduced denials.

Online Verification

In Touch EMR™ works with thousands of payers across the nation, making benefit verification a matter of a few moments.

When the payer doesn’t have the ability to verify online or they don’t offer it for certain physician types, such as physical therapists, it’s still possible to verify the old-fashioned way with a phone call.

Online verification is critical for practices to avoid health insurance fraud and theft.

Even though more people have insurance coverage through the Affordable Health Care Act, health insurance theft is a serious problem that robs practices across the U.S. of millions of dollars annually.

In Touch EMR™ has the time saving tools to quickly verify every aspect of the patient’s data.

One Click Charting

Streamlining front desk processing takes a major leap with one-click patient charting built into the In Touch EMR™.

With just one click of a button, the front desk can capture all the needed patient information (with the patient’s permission), create a chart, and schedule the client’s appointment.

There’s no need to spent time manually entering demographic information by hand.

In Touch EMR™ captures the information from the insurance company at the time of online verification.

Online verification and one-click charting work together to minimize denials.

Patient enrollment and benefit information comes directly from the insurance company, eliminating spelling mistakes and incorrect contact information.

The integrated In Touch EMR™ works hand-in-hand with verification and charting, and documentation can be further streamlined with an iPad.

Manually checking patient information, creating charts and verifying eligibility is a thing of the past with the In Touch EMR™.

The integrated software system saves time, reduces denials and automatically creates patient files with the click of a button. Designed specifically for physical therapists, it allows practices to schedule more efficiently and get paid without worrying about reimbursement denials.

In Touch EMR and Its Voice Recognition Feature

by Nitin Chhoda PT, DPT | Feb 2, 2014 | Electronic Medical Records, Physical Therapy Documentation, Physical Therapy Management, Physical Therapy Software

There are many myths about the use of voice recognition. In the mid-1990s clinicians began using voice recognition with their EMR systems, but they weren’t very accurate for medical records.

Systems weren’t always able to distinguish from background noise and had difficulty with accents.

Voice recognition systems have come a long way since then and will save clinicians considerable time.

Built In Voice Recognition

The newest computers, devices and operating systems have voice recognition capabilities built in, and most people don’t even know it.

If the computer was built after 2011, voice recognition is built in whether it’s a PC or a Mac, and can be integrated with the In Touch EMR™ software.

Practitioners using an EMR with cloud computing are ready for In Touch EMR™.

One EMR, Multiple Devices

In Touch EMR™ can be used with an iPad, Android tablet, computer or laptop. In Touch EMR can be implemented on Windows, Apple and Android operating systems.

In the beginning, practitioners may feel uncomfortable or self-conscious using voice recognition capabilities.

Clinicians who have never used an EMR before may want to use a computer or laptop when they first begin using voice recognition.

Laptops and computers provide practitioners with the flexibility to type or use their voice when documenting patient records.

For clinicians who are familiar with EMR usage, have little background noise, and are in a semi-private setting, an iPad or other tablet makes sense.

Clinicians can combine voice recognition and typing for documentation.

Implementing In Touch EMR software on mobile devices means practitioners attain greater portability, but typing will be compromised due to smaller screen size.

Accelerated Productivity

Combining the use of voice recognition with In Touch EMR™ increases the speed at which patient documentation can be recorded for increased productivity.

Voice recognition dramatically decreases the time and cost associated with transcription and billing processes.

In In Touch EMR, Practitioners can dictate notes, edit, make referrals, document the entire patient encounter, and monitor follow up measures simply by talking.

It’s much easier, faster and efficient to speak than write/type.

In Touch EMR™ provides the means for clinicians to work more efficiently and quickly complete claims for billing.

Voice recognition capabilities allow clinicians to streamline all the office processes, document faster and spend more time with patients.

In Touch EMR™ provides a powerful tool that integrates easily with virtually any system. Combined with voice recognition usage, it simplifies life, completes documentation in a fraction of the time, and allows practitioners to submit claims faster.

Referral and Preauthorization: A Jump Start

by Nitin Chhoda PT, DPT | Jun 17, 2013 | Physical Therapy

An increasing number of healthcare insurance companies are requiring preauthorizations and referrals before they’ll pay for testing and treatments.

Even though the onus is typically on the patient to provide proof of either before seeking treatment, clinicians should take the lead to ensure the proper approvals were obtained.

In this informative article, Nitin Chhoda discusses the referral and preauthorization process to ensure reimbursements are approved.

Verify Coverage
It’s essential that clinics, especially physical therapy management, verify a patient’s healthcare insurance coverage before they arrive for their appointment. The referral information is essential for the payment and treatment process.

Payers are a law unto themselves, each with their own set of rules, regulations and parameters for reimbursements. Some won’t pay for anything that it has determined to be experimental or investigative, or will only pay for a less expensive or basic procedure. Others won’t reimburse for any procedure that doesn’t have a specific code.

Preauthorization Dictates Payment
Verifying the client’s insurance coverage, with or without referral, allows practitioners to locate potential problems with reimbursements or special protocols that must be followed. The data will also impact the treatment provided by the clinician.

For insurance carriers that require preauthorization, clinicians must receive an agreement from the payer for reimbursement before providing a proposed treatment or service. An authorization number will be provided that must be included on the claim for reimbursement.

The critical element for a preauthorization is the CPT code, which must be determined before the patient is seen and services rendered. The challenge is for practitioners to supply the correct code for the anticipated treatment, taking into account all possible options. Insurance carriers will only pay for the specific procedure that was preauthorized.

In emergency situations, it may not be possible to verify insurance coverage beforehand. It then becomes necessary to seek authorization or referral from the payer as soon as possible. When preauthorization is required and not obtained, clinicians may find that they won’t be reimbursed, even if the service was essential for saving a patient’s life.

Practitioners should be aware that many payers won’t issue authorizations after that fact.

The Rules of Referrals
Sometimes a client requires the services of a specialist or a second opinion, but their healthcare insurance demands a referral. It’s to the medical provider’s advantage to assist in the referral process and to ensure that the referral is clearly noted on the reimbursement claim. Once the referral has been approved, many clinicians assist by making the appointment with the specialist and notifying the patient.

The large majority of clients don’t have a clear understanding of what their medical insurance will cover or if there are any special requirements. When a referral isn’t obtained when one is required, the patient will be held accountable for the expense and will blame the referring physician.

It’s a situation that can cost the practitioner future revenues from the client and loss of potential patients in the future.

As more insurance carriers begin to require referrals and preauthorizations, it’s critical for any healthcare provider to obtain and verify a patient’s coverage prior to their appointment.

It will affect procedures and treatments provided. Obtaining the appropriate approvals ensures continuity of care for the client and that clinicians receive the reimbursements to which they’re entitled.