---
title: "Confessions Podcast #3: Featuring Suzanne Berman And Your Practice Management Calendar"
description: "Confessions Podcast #3: Featuring Suzanne Berman And Your Practice Management Calendar"
---

# Confessions Podcast #3: Featuring Suzanne Berman And Your Practice Management Calendar

November 30, 2015

[podcast](https://chipsblog.pcc.com/tag/podcast)

This may be long overdue, but worth the wait.  A few months back, Dr. Suzanne Berman (star of SOAPM list and stage) emailed me with a question about her practice.  That question led to a quick back and forth exchange of "all the things a practice should do on a periodic basis."  We brainstormed a long list and then sat down to talk about it for almost an hour.

Below, I provide a written copy of the list for you to cut and paste into whatever tools you need to make sure they appear on your to-do lists and work calendars.  *Please* email or call me with items we didn't name, I'll gladly add them below!  The podcast adds a lot of color and advice related to each section below, so don't skip Dr. Berman's insight - listen to the podcast.

You can play the podcast below, [download it in iTunes](https://itunes.apple.com/us/podcast/confessions-pediatric-practice/id1037060783?mt=2) (subscribe! it's free!), or go to the [podcast site itself](http://directory.libsyn.com/episode/index/id/3985831).

I reference [this amazing service](https://www.theverdengroup.com/policy-search/) from the Verden Group during our conversation.

The list!

---

 

**User Management and IT**

- Lock out former users from: 
    - EHR and PM systems
    - Quickbooks (or other accounting software), time clock software, etc.
    - On-line accounts 
          - clearinghouse and payor WWW sites
          - lab and hospital portals
- Update the Administrator security 
    - Office security system
    - Computer system
- Update your office inventory for insurance purposes. 
    - You can use a video camera (like the one on your cell phone!) to  
       document each room and closet.
- Perform a security audit (per MU guidelines)

**Cleaning and Supplies**

- Clean out cabinets and drawers
- Purge old equipment

**Policies and Procedures**

- Review your policy and procedure manuals to make sure that your  
   actual process reflects what's documented.  Have everyone review it  
   annually
- [Review the payor policy manuals](https://www.theverdengroup.com/policy-search/).  Most are available on line or  
   are searchable with friends like the Verden Group
- Review all of your patient policies and handouts 
    - Check the handouts you distribute at your office, including your  
       practice brochure
    - Check all of your on-line materials
    - Use "version control" (i.e., put date or version numbers on each  
       handout so you know if what you are holding is up to date)
    - make sure any list of your staff and clinicians is up to date (letter  
       head, sign on your door, WWW site)

**EHR and PM**

- Make sure that you are taking advantage of every electronic transaction  
   opportunity your clearinghouse/PM vendor offers. If you are not doing  
   eligibility or electronic claims for every payer, check again
- Perform all vendor-specific cleanup functions
- Software updates
- Perform optional updates
- Review update training and materials to take advantage of new features

**Practice Management**

- Update your pricing for every single procedure listed in your system
- Review your coding patterns. 
    - How is your E&M distribution?
    - Did you bill any odd procedures last year?
- Check your vaccine product combinations 
    - Are the combination vaccines you use the most cost and price efficient?
    - Are there any new coverage rules from your payors?
- Check for new procedure codes introduced this year 
    - 2015: 99188, 90651, 96127
- Make an periodic report of KPIs. 
    - If your PM doesn't make it easy to re-run reports for previous time frames,  
       get your periodic sample.
    - Review your measures for comparative and discussion purposes.
- Check your third party vendor costs 
    - Credit card
    - Cable/Phone/Internet
    - WWW Site hosting
    - Pull all of your insurance contracts and confirm any "evergreen" dates
    - Check your third party vendor costs
    - Credit card
    - Cable/Phone/Internet
    - WWW Site hosting
- Clean up Quickbooks/account categories
- Patient cleanup 
    - Mark inactive families
- Practice Education 
    - Research Seminar Opportunities

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