2+ years ago, I sat down with Dr. Suzanne Berman to discuss the idea of a "Practice Management Calendar" on my podcast. Together - though it was mostly she who did the work - we came up with the idea of making a list of all those crazy little chores you have to do when you own an independent pediatric practice, and once we started, we couldn't stop!
"What about your wifi password? And tracking office inventory? And cleaning out the sample closet?"
We produced my favorite podcast ever and then had her come out to the PCC UC to do a live version of it. There, we added two pages of additional content to the list based on audience input! That list has been sitting here on my laptop until last week, when someone requested that I post it during our webinar series about the biggest business mistakes pediatricians make.
It all comes full circle!
Here's the new, updated list - I'm just going to cut and paste it cleanly, as you should be able to select and paste the results into whatever document suits you. The envisioned process is to pepper it into a working practice management calendar for your office so that in any given week or month, you have just a small handful of tasks to accomplish.
I encourage additions in the comments. And, thank you to Dr. Berman!
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Your Practice Management Calendar
Feat. Dr. Suzanne Berman
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 (including email) and internal mailing lists
Clearinghouse and payor WWW sites
Lab and hospital portals
Check all user permissions
Check all former user email accounts and confirm forwarding
Confirm authentication on third party purchasing accounts (Staples, PSS, etc.)
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)
Update employee lists, phone numbers
WWW site management
content, link check
cell phone
Update/change wifi passwords
Update practice address book looking for closed/moved practices and physicians
Update all DIRECT addresses, check for new ones
Cleaning and Supplies
Clean out cabinets and drawers
Purge old equipment
Remove last year’s holiday cards
Clean out sample closet
Go sit in your waiting room and judge the experience from floor to ceiling
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. 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 yourpractice 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, emergency contact list)
Update staff photos
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
Update pricing
Locate all contracts and fee schedules
Reconcile your insurance panel
Google yourself, check google alerts, read reviews
Unclaimed property check
OSHA Training
Check all voicemail greetings
Check your WWW site (including from a phone)
Review your lease agreement
Review active shooter/fire/evacuation plans
Test your UPSs and generator
Confirm the location of all utility shut offs
Check the crash cart
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 and diagnosis codes introduced this year
2017 CPT: 96160 / 96161, 99420
Make a 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
Waste disposal, stamp machine
WWW Site hosting
Pull all of your insurance contracts and confirm any “evergreen” dates
Clean up Quickbooks/account categories
Patient cleanup
Mark inactive families
Practice Education
Research Seminar Opportunities
Update your wall signs (and rotate them)