Have you thought that it is time you started thinking about becoming more organized, more efficient, and open to change?

If so, then follow along.

These easy tips will improve cash flow, increase marketing potential, strengthen staff competence, and even manage your time and systems.

Let the countdown begin!

10. Monitor the money handlers.

Introduce standardized money handling protocol and embezzlement safeguards. Regulate how each phase of the money is to be handled (patient collections, recording, receipts, end-of-day reconciliation, depositing) and by whom. It is also a good idea to conduct unannounced spot checks to start.

Note: Staff need to understand that financial safeguards are not implemented due to a lack of trust; rather, they are a necessary business mechanism. If anyone is uncomfortable or shows signs of resistance, consider it a red flag.

9. Stay “in the know” by receiving weekly and monthly financial data as well as quarterly productivity reports, including the status of account receivables, aging, credits and refunds, clean claims analysis, and denial/appeals progress reports.

8. Make sure your daily schedule indicates patient balances owed so the front desk staff can collect them at the time they collect patient copays. For more effective outcomes, encourage staff to be proactive in their collection efforts by stating, “Your copay/balance today is…” rather than asking, “Would you like to pay your past due balance today?”

7. Increase your market acumen. Ask yourself, “What makes our practice so special?” and build on your unique strengths. It wouldn’t hurt to get some insight into what your competitors offer that you do not.

6. Use your patient emails to stay in contact with them. (Think: practice updates, educational info, newsletters, birthdays, etc.)

5. BUMP UP staff training! Give staff the proper knowledge and tools to maximize their output to grow and succeed - in their career and your practice.

4. Tap into the staff’s strengths and talents in order to assign proper placement. A team that feels challenged and enjoys what they do will apply themselves in a much bigger way, whereas improper job placement creates a less energic, slower-paced employee.

3. When managing your appointment schedule, be realistic. If a procedure takes 30 minutes, do not schedule a brief 10–15-minute time slot. Time align your procedures so staff can schedule appropriately and keep an on-time schedule. And note your start time. Arriving and starting 10 minutes late is enough to snowball in a schedule backup. If you can’t be on time…BE EARLY.

2. Make the time to regularly review current operating systems. Monthly staff/office meetings are a very effective place to have this discussion. Ask for and listen to staff input. The front line is likely more aware of daily obstructions. Give their ideas a shot, innovate. And try new strategies for at least six weeks at least before invalidating their potential.

1. Send new patients to your website or portal to fill out their registration forms in advance of their visit. Don’t age-discriminate (for example, assuming Medicare patients cannot comply). Advise them to send forms electronically (the best) or ask if they have access to a computer/printer. Their cooperation will save a solid 15 minutes when they arrive, and you will receive a much more accurate/comprehensive health history as a bonus!

Bonus Tip: Don’t let those empty appointment times go to waste. PLEASE insist that your staff use a waitlist to at least attempt to fill cancelations and holes in your schedule. I can attest that patients scheduled weeks/months in the future would genuinely appreciate an opportunity for an earlier appointment.