Legendary Mastermind Month 4 Quests

These are Month 4 Quests to continue the process of fully systematizing your practice.

Corresponding Video's from OmniPractice to watch - Phase III (this month and the next)

 

Quest #14

Complete the AR Cleanup Project - This is one of the largest projects that your OM (or whomever) will have to complete.  Most offices that enter in coaching with DPH have a horribly inaccurate AR.   They are Inaccurate in the sense that if an AR report is printed,  "it isn't the full story," because of, "old balances, payment plans, accounts that have never been collected, etc."

The AR report should be an accurate report that can be produced no less than monthly and presented to the doctor as an accurate reflection of the money that is owed to the office.  

Here is the steps to complete:

  1.  Print the report, go through line by line and check on every single balance.
  2.  Decide on what balances are worth collecting, which should be sent a final statement and eventual collections, and which should just be written off.  This will be different for every single office, but some things to check would be:   1) does the patient have an upcoming appointment in which we can collect? In that case, collect all unpaid balances going forward on check in.  Make this a policy if it is not already.  2)  Is the balance small?  Less than $50?  Certain balances are not worth your time.  If it is small, and you haven't seen the patient in a long time nor do they have another appointment,  you may choose to write off the balance and get it off the books.  3)  Is the balance real?  Audit the chart, make sure it is correct before you send a final statement letting the patient know that they will be sent to collections.  4)  Is it time to send this balance to collections and write it off the AR?  If so, do it.  Write off the balance with an adjustment of "bad debt", and send to collections.   5)  Make a plan to collect the balances by sending statments, calling or texting the patients.   It's time to collect these old balances.   6)  Follow up on unsent claims, rejected claims, claims requesting more information, and methodically start cleaning up these balances.  
  3. Are there balances that shouldn't show up on the AR such as Ortho accounts, payment plans, prepayments?  If so, recategorize these patient chart types so that the report can be printed and be accurate. 
  4. Repeat this process every month until the the 30-60-90+ balances are acceptable and current. 

Feel free to ask questions about this on the next OM or FD lead call. 

 

Quest #15

Implement phone skills training with the admin team.  Have them watch the 3-hour training while they are at work.  After training is complete, make an effort to listen and evaluate phone calls and provide coaching to the team.  This will help with NP conversion and is a huge blind spot for nearly every office.   

The phone training provided in the online program is outstanding.  Make sure when the team is watching the videos with the actual phone call examples that they are at a computer in which they can see the video.  While the phone calls are happening, critiques and suggestion will appear on the screen that the listener would not see if they were, for example, listening to the training in their car during their drive to work. 

The phone training is located under the subject specific masterclasses as well as in Phase III of the Admin Omnipractice Program. 

 

Quest #16

Add major blocks to your schedule.  At this point you should have already blocked out for NP's and SRP's. It's now time to add at least 2 Major blocks to your schedule each day.  Explain to the team the rules of the block, it's importance, and monitor the schedule going forward so that you can catch mistakes long before the day of the appointment.  

This will be a challenge for your team to get used to, but once implemented, nothing will increase your production more. 

The length of the major block will depend on your specific office situation, but here are some suggestions:

  • Milling in office 2-2.5 hours
  • Not milling in office 60-80 minutes.   

Make sure you team understands that nothing is to be side booked with the major block until it is filled.   Refer to the Block Scheduling Masterclass or scheduling video's in phase III for more information.  It would be helpful for your team to watch these videos. 

 

Quest #17

 Hold the first case calibration meeting with the hygiene team.  Please refer to the corresponding video's in phase III of the Omnipractice program for information on how to do this.  More or less, you are to look through cases with the hygiene team and discuss how you, as a doctor, diagnose as well as the best ways to present the information to the patient.  

Having your RDH be the first opinion to the patient will greatly increase your case acceptance and reduce the time you, as the doctor, are needed during exams to convince the patient about their needed treatment.