practice management systems 1 features that will save you time and might improve your bottom line...

Practice Management Systems11

Practice Management Systems Practice Management Systems

Features That Will Save You TimeFeatures That Will Save You TimeAnd Might Improve Your Bottom LineAnd Might Improve Your Bottom Line

Steven D. Atwood, M.D., FACPSteven D. Atwood, M.D., FACP

[email protected]@pol.netwww.adultmedicine.com/www.adultmedicine.com/presentations/presentations/practice-management-systems.pptpractice-management-systems.ppt


Key Points for TodayKey Points for Today

1.1. What you need to know, not nice to knowWhat you need to know, not nice to know

2.2. What might separate the winners from the losersWhat might separate the winners from the losers

3.3. Specific examples of how your PMSSpecific examples of how your PMS can actually help you do your job or help can actually help you do your job or help

1. save time

2. improve efficiency

3. increase patient satisfaction 4. improve your bottom line your bottom line


Key Sections for the PhysicianKey Sections for the Physician

1.1. Scheduling / registrationScheduling / registration

2.2. Billing / accountingBilling / accounting

3.3. Serving the patientServing the patient

4.4. Which programWhich program

5.5. Where to get suggestions and specsWhere to get suggestions and specs


Let’s Get To It Let’s Get To It

Scheduling Everyone Must Be Able to ScheduleEveryone Must Be Able to Schedule

nurse when telling coag resultsnurse when telling coag results doc when telling patient to drop indoc when telling patient to drop in

See Schedule at Every Station and From Home 30 Second Rule– Book Appointment in Seconds30 Second Rule– Book Appointment in Seconds––

patient name, doc, reason, when, donepatient name, doc, reason, when, done trim names selection to those that are relevanttrim names selection to those that are relevant


See Schedule

Easy to Add or Change


Know key data beforethe time is reserved


How much time, which room

Robust detail

Bundled procedures


Are You Behind?When Can You Get Back to the Hospital? Are You Behind?When Can You Get Back to the Hospital?

ArriveRoomedExitNo Show

Helps to track when patients

Show the data by using symbol, color, highlights

9 Practice Management Systems

e.g. 9am and you are behind

You are seeing now

Arrived

X No Show

Seen and left


One Write, No DuplicationOne Write, No Duplication

Cut & Paste Drag & Drop Notes Everywhere e.g. individual claims, individual codes such as with prolonged detention


Cut and Paste or Drag and Drop to any spot that week or in future months


Notes, Notes, Notes Everywhere


Archive the Inactive DataArchive the Inactive Data

No scrolling through 30 people with similar names

Index patients by doctor or site then use the list associated with this site etc.


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


Summary--Scheduling Summary--Scheduling

1. Book an appointment in seconds2. Anyone at any workstation can book the appointment

3. 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


Summary--Scheduling Summary--Scheduling

4. Scheduler can easily see all the key data as the appt. is made and as you are working through the day’s schedule

5.5. Cut & Paste, Drag and Drop, Cut & Paste, Drag and Drop, one write system

6.6. Notes everywhere, appointments, insurance, Notes everywhere, appointments, insurance, billsbills


BillingBilling

Fee structure every insurance company PAID vs. EXPECTED


BillingBilling

Past we used numerous fee schedules generally 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 schedule e.g. 1.6 x Medicare rate, no coverage for carve outs another is 0.8 x Medicare rates


BillingBilling

Paid vs. Expected - your computer should show you the expected payment as you enter payments


BillingBilling

Paid vs. expected--see as you enter


BillingBilling

charge vs. paid for each insurance company


BillingBilling

2. Export almost any field for report of data analysis Best of Breed, not locked in


QUERIESQUERIES

PMS is basically linked databasesthe setup is proprietary coding and formattingyou are locked inwhen 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


QUERIESPMS Design Linked Databases QUERIESPMS Design Linked Databases


QUERIESQUERIES


QUERIESQUERIES

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


BillingBilling

3. Modular not All-in-One Off-the-Shell Software


Off the Shelf Software vs. All-in-One Package

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


Off The Shelf Software vs. All-In-One Package

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


Billing and Practice Management SoftwareBilling 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 can Provide the Connectivity Between Programs


BillingBilling

4. Security specific for each section or each staff member


SECURITYSECURITY

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

Too many programsgive full access to everythingafter you log on


BillingBilling

5. Print-to-File vs. Programming an Interface to transfer data between programs Print-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

Print to FilePrint 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

Print to File—Data to Clearing HousePrint to File—Data to Clearing House

e.g. Claims to a clearing house via the www

1. Generate HCFA type claims to Print

2. then you can Print to File so you can save the printout and all it’s formatting

3. Send to your claim clearing house as file upload

4. Your clearing house can use this file and the print layout to transfer this information to their database NO INTERFACE NEEDED-- NO MORE TYPING


PRINT TO FILEPRINT TO FILE


Every letter and number is exactly where it would be on a claim

Thus a computer can import the data

PRINT TO FILE—can look like a HCFA claim with just your data being displayedPRINT TO FILE—can look like a HCFA claim with just your data being displayed


Print To FilePrint 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 prints thus you can save anything you want to print


Print to File printer must be connected by LPT-1 port Print to File printer must be connected by LPT-1 port


Summary BillingSummary Billing

1. Security specific for each section or each staff member

2. Fee structure every insurance company PAID vs. EXPECTED

3. Export almost any field for report of data analysis not locked in, Best of Breed

4. Modular not All-in-One Off-the-Shell Software

5. Print to File vs. Interface programming


Physician in Back OfficePhysician 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


must be able to tag individual data

progress notes claims to send schedule spots to reserve rooms or equipment to reserve

then as a batch you can

printfaxreservereformat

Same as hold down Control then left click to

select desired data in MS Windows


FAX FAX

If you can print it you should also be able to fax it


Send to fax machine rather than printer


prescriptions goal is to order the right med quickly

formulary which med, which dose

vs. Voice Mail at Pharmacy

OrdersOrders

FAX a Script--how do you sign if digital signature not OK


FormsForms

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)


Any word processor & hopefully your PMS can prepare and store any form

Start box 1

F11 to jumpto next field

bookmarks



Email at every work station internal network vs. entire web

inexpensive


Summary Physician Seeing PatientsSummary Physician Seeing Patients

1. Face sheet

2. Create batch for faxing or printing all at once

3. Fax directly without converting to paper

4. Outside forms become part of your program

5. Internal e-mail system


What’s Out There What’s Out There

How Many Different Programs List of Vendors Cost Features

Selecting Your Practice Management System


PMS VendorsPMS Vendors

List on Internet atwww.HIPAA.org/ pmsdirectory

www.HealthCareInformatics.com/ issues/2002/10_02/spotlight.pdf

about 110 listed

www.aafp.org/ PreBuilt/fpnet_techguide.pdf

9 rated


PMS VendorsPMS Vendors

1. Medical Manager

2. Millbrook

3. IDX

4. NextGen

5. CompuMedic

There are over 110 programs perhaps ½ have ASP (web based) option

1. Lytec

2. Medware

3. Medisoft

4. E-MD

5. FoxMed

e.g. Larger Systems Smaller Offices


PMS Purchase or Lease PricesPMS Purchase or Lease Prices

Varies by options—wide range

• Buy and own, then elective updates

• Yearly lease and required yearly updates

• Monthly lease per provider or per station


PMS Purchase or Lease PricesPMS Purchase or Lease Prices

$ 200 Medisoft $ 600-2000 MedWare, Lytec $ 7,000 NextGen & per provider $15,000+ IDX, Medical Manager

Varies widely and changes - many options - must contact vendor

perhaps

Where to Go for InformationWhere to Go for Information

1. www.acponline.org/PMC/practice.htm

2. www.ComputingForClinicians.com by ACP Fellow

3. www.aafp.org/practicemgt.xml user comments

4. www.ctsguides.com/medical.asp buy reviews

5.5. www.HealthComputing.com/KLASwww.HealthComputing.com/KLAS buy reviews

6. www.MGMA.com members only

7. www.KnowledgeStorm.com needs free registration

8. www.CivicResearchInstitute.com/mi5.html


SUMMARYon Leveraging Your Practice Management System

to Save You Time, Improve Efficiency, and Improve Your Practice



1. Everyone Working with Patients can Schedule and Has Access to Registration Data

Just seconds to reserve an appointment Need to know the health plan and contact numbers Registration data effects your medications and tests Old unused data to archives MS Office type features—cut/paste, drag/drop, tag


SUMMARY on Leveraging Your Practice Management System to Save You Time, Improve Efficiency, and Improve Your Practice

SUMMARY on Leveraging Your Practice Management System to Save You Time, Improve Efficiency, and Improve Your Practice

2. Your software will serve you needs betterif you can easily import, export, and query almost every field in the PMS

List of who is on a medication if a new alert List and # of patients on a HMO Export your data to your new software

3. Need ability to track expected payments for each

insurance company as the payment comes in






4. Need ability to easily find, complete, and fax

paper – e.g. Referral form–who, what, where, when, why

5. Inexpensive programs like Quicken can easily manage key functions– Maybe everything in one program is not a good idea

6. Every work station needs office e-mail


Questions Questions


Practice Management Systems Practice Management Systems

Features That Will Save You TimeFeatures That Will Save You TimeAnd Might Improve Your Bottom LineAnd Might Improve Your Bottom Line

Steven D. Atwood, M.D., FACPSteven D. Atwood, M.D., FACP

[email protected]@pol.net

www.adultmedicine.com/presentations/practice-management-systems.pptwww.adultmedicine.com/presentations/practice-management-systems.ppt

practice management systems 1 features that will save you time and might improve your bottom line...

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