Running a medical practice isn’t easy. You have to balance your insurance billing, patient privacy, and laws – like HIPPA. The government makes it semi-difficult to store and sort information within your practice, though it is to protect consumer identity.
That’s to say – your staff is busy. There’s probably been more than one miscommunication in your office in the last month – or at least the last six months.
So how can you keep costs low and help things stay more organized, without losing out on time with the people that really make your practice run – the patients? You need a dependable and capable physician practice management service.
Whether you choose to use software or outsource – we’re showing you the benefits and drawbacks below. (Hint – there are more benefits!)
What is Physician Practice Management Software?
Like the title reveals, practice management software is just that – technology that helps manage the clinic. It can handle day-to-day tasks like scheduling appointments, to things that are more complex, like accounting.
It can also handle:
- Employee scheduling
- Billing and claims
- Public relations
- HR management
- Current information systems
- Managed care contacts
- Plus more …
Don’t get us wrong – you’ll still need staff to work the software and interact with clients. We know that people prefer talking to other people rather than filling out form after form.
It’s not going to replace your staff (who are your biggest asset) but it’s going to act a tool to make their lives and jobs much easier.
Did we pique your interest and you want to learn more? Do you need some more convincing? You won’t after you read the benefits below.
1. It Helps Train Employees and Maintains Quality of Work
When you’re training a new employee without a system, there’s a good chance that one person does something one way, while another person trains them a different way. That’s confusing to the newbie, and that’s where mistakes come in.
Though you’ll have to take some (paid) time to train everyone on the new system, you’ll now only have one correct way of doing things.
If a mistake was made or keeps being made repeatedly, it’s easier to go back and find who made it with software. Each person has their own login, so you can identify the employee that made the mistake and train them on the correct way to do things.
And if they don’t get better going forward, you know who you need to replace.
2. It Increases Your Revenue
When you have a solid system in place, that everyone uses the correct way – you minimize mistakes. And when you minimize mistakes, you can maximize your profit.
Imagine how much money you spend paying employees to go back and fix their own or someone else’s mistake. We’re going to be conservative and say you’re paying for at least five hours a month of “fix it” time.
That time could be better spent doing future and daily duties, not fixing something someone made up.
You’re essentially paying someone to do the same task twice – and you’re paying the first person to do it wrong!
Of course, you’ll still have mistakes here and there – it’s just part of having employees. But you can minimize those issues with a good management program.
3. It Makes Employees Happier
Let’s get one thing straight. Your employees are not going to like the new system at first. They have to put effort into learning the new system and change their daily routines.
You may even have to change the way you do things, on the higher administrative end. But think of it (and say it) this way: it’s like a slide. You’ll have to do the hard part first, by learning the system and climbing the ladder, then it just gets easier from there.
In a few months, schedule a check-in with your employees and see if they like the new system. Most system providers have IT support if there’s an individual or overall issue, so make sure your employees have access to that resource.
If people don’t like it – don’t give up right away. It’s even more off-putting and annoying to switch systems quickly and make your employees learn the ropes of this new one, right when they were figuring out the old one.
4. More Efficient Billing and Payment Processing
We all know what a pain insurance billing is. If you don’t know – spend a day, or just an hour, with the person at your clinic that handles it.
There are more than ten plan options for each brand of insurance, and there are more than twenty brands.
Your billers have to process all that and figure out what to bill the service that was just rendered as. It’s a hard job that takes a lot of checking and double-checking.
When you have that many variables in play, it’s easier to make mistakes. Having a good software program that can handle the complexities of medical billing makes it easier for everyone.
If you’re really struggling with that aspect of practice management, you can get more info here.
Working (with) The System
Anytime you change the day-to-day operations of a clinic, things are going to feel chaotic for a while. It’s like the opposite of the saying “the calm before the storm”.
In this case, the storm will be first – then all will be calm and work together in tandem even better than it did before.
Your clinic, your staff, and your patients deserve a more streamlined experience. Give it to them by getting physician practice management software!
For more advice and business resources, find the “medical” category on our site.