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Practice Management


Improve Billing Department Efficiency with Four Management Techniques
Practice Management
Written by Dr. Eric Kaplan, D.C., F.I.A.M.A.   
Tuesday, 08 June 2004 19:50

To operate your billing department effectively and efficiently, you need to recognize that billing and collections require good management. Following are some techniques that can improve your billing efficiency and help you get paid.

1. Establish expectations with your patients, your payers, and your staff. A common problem practices face is getting patients to pay their bills, deductibles or copays. Although nearly every practice has a financial policy covering when payment is due and how it can be paid, patients often don’t know about it. You have to have a written financial policy that is given to all patients when they register as new patients, stating what you’re going to do about time-of-service payments, how you handle collection later, whether you have any rebilling fees, and anything else you want to establish up front.

Expectations also need to be set for your billing and collections staff. This can be done by adopting policies and procedures regarding how your practice will handle past-due accounts, including addressing questions such as when patients should be called about their past-due accounts and when to send an account to a collection agency. Failing to define follow-up protocols means that work may never be done and renders the financial policy meaningless.

Practices should also strive to set expectations with payers. Just because an insurance company sends you a contract, that doesn’t mean there’s nothing you can do about it, and you have to accept all their terms. Maybe you cannot change the fee schedule, but what you can do, for example, is, if the insurance company has a 45-day timely-filing provision, you can say you want that to be 60 days. Be prompt; develop a system.

Techniques that can improve your billing efficiency and help you get paid.2. Establish accountability among your billing staff. Organize your billing department by payer, because every payer is different, and there are different rules and regulations for each. If you have someone who really understands Medicare, for example, that person should submit the claim, look at the claim reports, review the remittance edits, work the rejections, and do any follow up work.

3. Avoid batching work. Organizing work in batches may delay work and create bottlenecks. People don’t realize how much time they spend organizing the work versus doing it. We gather the charge tickets on a desk or gather referral forms to be typed into the system, but we’re not doing the work.

For example, a practice has some problems with claims with a particular insurance company. Every time the problems occur, they are recorded in a log in the hope that someone will eventually discuss them with the payer. If you focused on the problems, instead of writing in the log, the problems might get addressed. To focus on the problems, the practices need to look at the processes in which they occur and decide how to improve them. Review all the practice’s superbills to make sure diagnoses are linked to the codes and check for coding errors. If there’s a problem, the bill is to be sent back to the physician to make sure the diagnosis is accurate for the visit and treatment rendered.

Try to keep the work moving day by day. For example, everyone knows that you’re working on Monday’s data entry on Friday. And then it’s done and out the door. There may be some stragglers that doctors have to review, but now the work is moving every day instead of sitting. Claims now should take four days from the date of service to get billed. This system can be done in any office. The goal is to process a day’s claims in one day.

4. Acknowledge the billing staff members and make them a part of the practice team. Putting photographs of the billing staff in the reception area can help patients better identify with the people who handle the bills. It can also make the billing department feel as if it is part of the practice, rather than stuck in the “back office.” 

Communication is the key to teamwork. The business office and front-desk staff should meet often so each unit can discuss what it needs from the other to make patient registration and billing easier. The practice’s senior physician should visit the business office often, making a point to acknowledge work well done and, also, routinely write notes to staff members inquiring about the status of claims and problems. We know that nobody can do his or her job without the others. If one person doesn’t do his or her part, it can kink up the whole system. TAC

Dr. Eric S. Kaplan, is CEO of Multidisciplinary Business Applications, Inc. (MBA), a comprehensive coaching firm with a successful, documented history of creating profitable multidisciplinary practices nationwide.  For more information, call (561) 626-3004.

 
Results Rule in Practice Management
Practice Management
Written by Frank J. King Jr., N.D., D.C.   
Saturday, 03 April 2004 17:16

Our patient base is changing for the better!  Accep-tance of alternative medical modalities is a result of a number of positive and negative variables.  First, our culture is dogged with chronic conditions, many of which are given absolutely no hope of resolution through traditional medical treatment, and many have become progressively more discontented with traditional allopathic treatment. 

Additionally, patients are becoming increasingly aware of the importance of the choices they make for their personal wellness and are developing lifestyles more conducive to health maintenance. 

They shy away from more radical or invasive procedures and lean toward those offering safer treatment with less likelihood of risk or side effects.
That’s the good news.

The challenge comes with the competition introduced in this environment.  If we chiropractors don’t aspire to higher levels of service, there are nutritionists, herbalists, naturopaths, acupuncturists, massage therapists, and MD’s ready to step into our role as the premier natural healthcare provider.

The bottom line in attaining the consistent position of primary healthcare provider is found in smart practice management.  Many, if not most, patients come to us with some degree of knowledge about alternative healthcare, expectant of results, cognizant of costs, and shorter on time.  They want safe and effective treatment in less time with the least possible cash outlay.  New, contemporary homeopathic procedures meet each of those requisites.

Homeopathy empowers the chiropractor to take the lead in wellness care while maintaining a high volume, broad scoped practice.  Homeopathy is truly a key element to providing more effective and efficient results.  Additionally, homeopathy’s safety record is unmatched in 200 years of recorded clinical trials:  There are no known drug interactions or side effects with homeopathic formulas. 

Homeopathy and chiropractic work similarly, bringing closure to many of the issues irresolvable by chiropractic alone.  Together, they offer a deeper-acting therapy to better address the roots of disease and address the whole nervous system than chiropractic alone. 

It is important to educate our patients on the distinction between the biochemical and bioenergetic realms of the body.  I have actually told patients that the body is made of chemicals, but those same chemicals can be found in a corpse!  That’s the biochemical realm.  The distinction between a living being and a dead one is the bioenergetic realm.  That’s where homeopathy works.  I further educate patients to understand that when the energetic control systems of the body (like the nervous system) work properly, everything else begins to perform optimally.

Every chemical within our body has a very specific charge to respond to and to do what it is told by the energetic control system.  When the total control systems of our body function properly, everything works better.  Conversely, when the control systems of our body are not working properly, many of our efforts, including adjunct modalities, such as nutrition, cannot achieve their maximized effect.  

Homeopathy, like chiropractic, works at the highest levels in the hierarchy of our health to maintain homeostasis.  The marriage of chiropractic and homeopathy empowers the chiropractor to more successfully work with the whole nervous system to better fulfill the high call of chiropractic.  Without it, chiropractic can never realize its full potential. 

When our effort to manage our practice meets the favor of patients, managed care will not be far behind.  As we are all acutely aware, the dollar efficiency of our practice is an unspoken first consideration when it comes to recommendation from managed care companies.  When we clearly offer more cost-effective, undeniably successful service, we will maintain our well-earned position as Number One Natural Healthcare provider!

 

Because our patients are now better educated, have very busy schedules, and expect instant-everything, here are a few points that can assist you in becoming Provider of Choice:

Education Your Patient.  Education is to chiropractic and homeopathy what location is to real estate.  Provide your patients with education and they will provide you with their confidence.
Use Easy & Cheap Stuff that Works—FIRST!  Simple, easy-to-use protocols create greater compliance and success.  Use conservative methods first and save the expensive, protracted treatments for last.  Homeopathy offers exceptionally fast results at an extremely low cost—as little as 4¢ per dose!
Use Easy & Cheap Stuff that Works—FAST!   Chiropractic and the contemporary application of homeopathy are fast acting, time-efficient protocols; use them as your primary tools to provide the greatest good for the most people.  Use the more highly effective, but labor-intensive, supportive therapies (nutrition, herbs, physical therapy…), when needed, in their most efficacious roles.

 

Frank J. King, Jr., is a nationally recognized researcher, author and lecturer on homeopathy.  In addition, Dr. King is the founder and director of King Bio Pharmaceuticals, a registered homeopathic manufacturing company dedicated to completing chiropractic destiny with the marriage of homeopathy.  Dr. King offers, complimentary to all Doctors of Chiropractic, his turnkey procedural system for the high volume practice called, The Chiropractic Enhancer systemÔ (CES).  It is so easy to use that you can successfully apply homeopathy in your practice using any company’s products in one day. Call King Bio Pharma-ceuticals, Asheville, N.C. 1-800-543-3245 or e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

 
Q&A: Advice from the Experts
Practice Management
Written by TAC Staff   
Saturday, 03 April 2004 16:44

Expanding on Dr. Mark Sanna’s regularly featured Practice Management Tips, this issue we’re adding some bonus tips in celebration of our annual Practice Management issue! That’s right; we’ve asked twelve of the biggest names in chiropractic practice management to share some of their most frequently asked questions and their advice and insights for achieving success in practice and in life! Read on to see what the best minds in the business have to say about how to realize the practice of your dreams!

mark_sannaQ: What have you found to be the most successful marketing tool available to chiropractors?

A: Attracting new patients to your practice is, at its essence, a matter of making contacts. The more contacts you make with potential new patients, the greater your opportunities to convert them to patients in your practice. Consider that 53% or 143 million Americans access the Internet, and that 2 million Americans each month access the Internet for the first time. The best investment in new patient marketing technology that a chiropractor can make is to invest the time, energy, and effort in becoming Internet proficient.

The Net’s most powerful application is E-mail, because it offers “frequency for free.” Frequency of contact leads to a sense of community among your existing patients and, ultimately, to the key ingredient in any long-term relationship—trust.

You can encourage your patients to volunteer their attention by keeping in touch with your practice community through a weekly or semi-weekly inspirational, motivational and informational electronic newsletter. The best part about an electronic newsletter is that, with the click of a mouse, your patients pass it on to everyone in their address book. Today, the most successful chiropractors regularly connect with their practice members and community through online technology.

Dr. Mark Sanna is the CEO of Breakthrough Coaching, LLC, a leading resource for personal coaching to chiropractic and multidisciplinary practices throughout the country, and the author of the best-selling book, Breakthrough Thinking. For more information, call 1-800-723-8423 or visit www.mybreakthrough.com.

Q: Should I integrate my clinic into a DC/MD or DC/PT Center?

A: Absolutely. There is no question that the wave of the future I have been predicting for over 16 years as a consultant is definitely here. Our world has evolved into a very fast paced life, and patients are demanding the best healthcare available in one convenient location and at reasonable cost. The DC/MD or DC/PT center offers this alternative. The chiropractor can ethically and profitably set up such a center and give all patients the necessary care they deserve, while keeping chiropractic as the initial first choice of treatment. Of course, all other treatments are also available under the same roof.

daniel-dahanDue to the fact that less than 8% of the population receives chiropractic care, yet more than 93 % of all US residents seek medical care, one can only imagine the great increase in revenue a multidiscipline center can generate. Nonetheless, one must be very careful to insure that the set up is legal and managed appropriately, using protocols as per federal and individual state rules and regulations. The DC/MD/PT center provides a viable solution to the current American healthcare crisis. DC’s are trained healthcare practitioners who are genuinely concerned about rendering 100% unadulterated care to all people of all kinds, using expertise, knowledge, compassion, kindness, teamwork and love.

Patients deserve the best of both worlds. There has never been a better opportunity to service all people for all needs at all times as now. This is your time to make a difference.

Dr. Daniel H. Dahan is the founder and CEO of Practice Perfect, the nation’s largest management and consulting firm for multidisciplinary centers. For more information call 866-67-DAHAN, (866) 673-2426 (Toll Free #), email This e-mail address is being protected from spambots. You need JavaScript enabled to view it or visit www.dahan.com

Q: Why is the profession becoming so attracted to the Identity-Based model of coaching?

hoffman_markson_permanA: The issue of “identity” is the missing piece in the puzzle of success for doctors of chiropractic. We have discovered that Identity-Based Coaching exceeds traditional Strategy-Based models. The Masters Circle’s unique contribution to the chiropractic profession is the Identity-Based Model, and we believe that “who you are determines how well what you do works” and, therefore, emphasize the unity between identity and strategies. Self-esteem and self-image are the frame work for any successful practice. We have noticed that, when the “successful identity” is coupled with cutting edge, practical and highly effective strategies and procedures, doctors are transformed into confident, congruent, philosophically sound doctors who are creating successful practices that flow with positive energy.

Dr. Bob Hoffman is the President and Chief Operating Officer of one of the nation’s premier chiropractic leadership and consulting program, The Masters Circle. He is a visionary leader and internationally acclaimed speaker who has spread the chiropractic message globally for over 20 years. He has created powerful practice building and educational materials to help chiropractors get better results and build the practices and lifestyles of their dreams. For more information, call 1-800-451-4514 or visit www.themasterscircle.com.

Q: Why is it so important to be On-Purpose?

A: Your “Purpose” is your primary aim; it points you in a direction and keeps you focused on where it is you want to go. Therefore, if your purpose is to “help as many people as possible through chiropractic,” you stay focused on helping people get well and are willing to do whatever it takes to spread the message of chiropractic.

Being on-purpose keeps you excited, happy and motivated to help people understand chiropractic. It enables you to push through the problems of practice so you focus on getting people well. If you’re focused on your patients, you will surely give better care.

david_singerIf you focus on the people who have actually had better lives, happier lives, drug-free lives, or longer lives because you introduced them to chiropractic care, then you will be more willing to communicate your message to others—and, when you do, your enthusiasm and excitement about what you do will spill over and touch the lives of others.

Stay focused, talk about chiropractic, do in-office workshops, hold staff meetings, or whatever else it takes to stay on purpose. Don’t get so caught up in the problems of practice that you forget who you are and why you are here. You are a chiropractor and you have the power to make this world a better place!

Dr. David Singer is the CEO of David Singer Enterprises, a company offering an honest and ethical approach to building a practice through one-on-one consulting programs, products and practice expansion seminars. For more information call 1-800-326-1797 or visit www.davidsingerenterprises.com.

Q: Do I need an MD in my practice to make it successful and how does the Anti-Aging concept enter into the practice of the future?

A: This is a question that I receive many times over by DC’s from around the country. My answer is always the same. It depends on what you are trying to accomplish and the type of practice you are desiring to have. At the present time I counsel doctors beginning their practices to stay with the chiropractic side only and allow themselves to develop some experience as well as a more firm financial foundation before venturing into more complex practice models.

I think the future of our profession is bright and the Anti-Aging and Wellness arena is one that has yet to be tapped. As the DC gains the experience necessary to branch out into other areas he/she needs to ask him/herself the question of whether their practice interest surrounds Wellness care or sickness care.

dallas_humbleI now own and operate an Anti-Aging and Wellness Center with an MD and several RN’s focused on practices such as IV Chelation Therapy, Human Growth Hormone Replacement, Mesotherapy (which is a less invasive alternative to Liposuction), nutritional analysis and much more. As the future unfolds for our profession, I believe you will see more and more Anti-Aging practices around the country delivering the care the public is requesting. For now, it is my advice and those associated with our group that an MD does not make your practice successful. Success comes from within and, with the right management advice and guidance, you can still achieve the practice of your dreams without having an integrated practice.

Dr. Dallas Humble is the President and Founder of Dallas Humble, Inc., a nationwide consulting firm aimed at personal and professional development for the DC. For more information call 1-800-292-1947, email This e-mail address is being protected from spambots. You need JavaScript enabled to view it or visit www.dallashumble.com.

keith_mauleQ: What one thing could I do to initiate change in my practice and get back on track?

A: It’s time for a Strategic Planning Session. This will restart the practice that has hit a plateau. A Strategic Planning Session is actually a daylong staff meeting. Here’s how they work:

1. Block out a day on your appointment book.

2. Have your strategic planning session outside the office. State parks, hotels and other off-campus areas work well.

3. Meet with each staff member individually before the strategic planning session to get their private input on problems that face the office.

4. About a week ahead of time, distribute the agenda for the meeting.

On the designated day, meet at the office and travel together to the strategic planning session. Dress casually and plan to get organized. Start the session with some social mixers to get everyone involved. Most of the morning is spent identifying problems and deciding on solutions. In the middle of the day, recess, and spend an hour or two just having fun together. That includes anything from sand volleyball to nature walks. In the mid-afternoon, reconvene and focus your discussions on future goals and the direction of the clinic. At the end of the day, the staff goes away refreshed and reunited with a single purpose.

Done too often, the strategic planning session can become mundane; but, if you have a strategic planning session every 8 to 15 months, you’ll be amazed at the cohesiveness and direction it gives the staff. And the ability it has to make your practice come alive once again.

Keith Maule is the CEO of Kats Management where he has been conducting management seminars for chiropractors all over the country 30 weekends a year for more than 15 years. For more information call 1-800-843-9162 x128 or visit: www.katsmanagement.com.

Q: The insurance companies keep reducing my fees and it’s killing me. Should I take on more insurance patients to compensate for the lower earnings, or should I convert to an all cash practice?

A: If your practice is primarily insurance, you are unquestionably a “slave” to those carriers who keep reducing your fees. Getting more of the same patients will only make you more of a slave—with more to do and no more to show for it.

peter_fernandezConverting to the “freedom” of an all cash practice is not the answer either. When you have a large cash practice, you will no longer be a slave to insurance companies; however, you will become a slave to a high volume, low fee, low net profit practice–working way too hard for way too little. You are simply exchanging one type of slavery for another.

So, if a large insurance practice or a large cash practice is not the answer, what is?

Today’s most successful practices provide patients with additional services that they want and will pay for. Consumers spend billions of dollars a year on nutrition and weight loss programs. Who better to provide these than you, a doctor, with your specialized knowledge and experience. Other types of care that are typically not covered by insurances, but wanted by patients, include scoliosis care, postural correction and the treatment of athletic injuries. Learn how to add, market and provide these and other non-insurance reimbursable services, and you’ll again have a practice that will serve your patients well and comfortably provide for you and your family.

Dr. Peter Fernandez has been a practice consultant for the last 23 years and, in this capacity, has consulted with approximately 5,000 DC’s and in the opening of almost 3,000 new practices. For more information, call 800-882-4476; www.DrFernandez.com or E-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

fabrizio_manciniQ: Why do so many chiropractic patients quit care before they get the results that can change their lives?

A: When patients come into a chiropractic clinic for the first time, they usually have self-limiting, preconceived expectations, mostly because of what they have going on in their lives. That’s why, as a Doctor of Chiropractic, it is so important for “New Patient Procedures” to:

1. Gather information that you are legally responsible for,

2. Show the patient that you understand their problem,

3. Educate the patient about chiropractic wellness care,

4. Demonstrate to the patient that you can help them or find them someone who can, and

5. Lead to a wellness plan that will replace old behavior and limiting thoughts with a plan of action that will allow the patient and their family and friends to evolve.

The Parker Procedures found at Parker Seminars, lead by Dr. Fabrizio Mancini, are the foundation of other practice management procedures and products. The Parker Procedures are a systematic approach to creating patients who stay, pay, get well, refer, maintain and return. For more information, call 1-800-GETMYDC or visit www.parkercc.edu.

Q: I have recently integrated my clinic. Do you have a letter to contact old patients advising them of this?

A: Following is my Patient Recall Letter:

Dear Patient,

Through the years I’ve heard our patients ask over and over again, "Why can’t medical doctors and chiropractors work together?"

Well, finally we’ve done something about it!

eric_kaplanWe are proud to announce the expansion of our practice as the _____________________ , a multi-disciplinary health care clinic. Our office is now a “one stop”, state of the art health care facility where you can go to receive the best of conventional medical care, medication, chiropractic, rehabilitation acupuncture, massage therapy, and a host of other “complimentary” medical approaches. We also offer state of the art diagnostic testing (EKG, electrodiagnostic, etc.)

As you know, we have always been committed to providing the best possible care to our patients. Now, with our new, expanded approach we will be able to provide more comprehensive, cost effective healthcare. We are also members of many insurance plans and accept insurance assignment. And with our expanded facility comes expanded insurance coverage for our patients. Most health plans will now cover our services, which wasn’t always the case in the past.

Our qualified and caring staff is here to answer all your questions at any time. We look forward to reacquainting you with our modern, updated wellness center.

Please feel fee to call in to schedule a free 15-minute mini massage.

Yours in Health,

__________________________


Dr. Eric S. Kaplan, is CEO of Multidisciplinary Business Applications, Inc. (MBA), a comprehensive coaching firm with a successful, documented history of creating profitable multidisciplinary practices nationwide. For more information, all (561) 626-3004.

Q: What do you find is the most effective business strategy for chiropractors to be ultra-successful in today’s market?

A: Adding lifetime family wellness care is the most effective strategy. What do I mean by this? Preach what you practice and build a great business around that model. If everyone participated in chiropractic the way that chiropractors and their families do, practices would be full and more profitable than ever. We see these positive results happening globally for chiropractors who are implementing this model.

eric_plaskerLet’s face it, insurance has dried up. It requires much more overhead to get reimbursed and the stress of the ever changing mystery code game can drive chiropractors and their teams insane. Unfortunately, these challenges cause chiropractors to see their practices diminish and make them question their career choice.

The time to begin maximizing is now. People’s attitudes toward lifetime wellness continue to be on the rise. Suspicion of big business integrity, insurance companies, is also on the rise. Adding the family wellness component to your practice will stabilize your income by creating cash flow and will prove to be a rapid catalyst for growth.

Dr. Eric Plasker is the founder and CEO of The Family Practice, where chiropractors are uniting to lead family health care around a mission of L CFE—Lifetime Care for Everyone.

After building two successful practices in Atlanta, Dr. Plasker created The Family Practice to provide chiropractors with congruent blueprints, coaching, and educational resources necessary to build a lifetime family wellness community within their practices. For more information, call 866-532-3327 (ext. 118), or visit www.thefamilypractice.net.

denis_nikitowQ: What is the secret to building a successful family practice?

A: The key is to reposition your practice from a back pain practice to wellness. There are three essential elements to do this. First, you have to show people the philosophy and principles of chiropractic. When they understand that subluxations are silent, interfere with nerve flow and can affect overall health, they are more apt to have their families checked. Secondly, patients need to see medical research to support the principle of subluxation to give it credibility. We use the “Certainty” research posters and pamphlets. When patients see that subluxations can cause problems like tachycardia, asthma, vision, digestive, kidney, etc., they will be motivated to maintain their spinal alignment. Lastly, use testimonials. Show pre- and post- X-rays and a picture of the patient with their testimonial. This is more personal and believable and will increase certainty and referrals.

Dr. Dennis Nikitow is the founder of The Ultimate Certainty Seminar and Certainty Practice Products. For more information, call 1-800-544-3884, or visit www.certaintypracticeproducts.com.

cj_mertzQ: What can I do to cut down on the number of “missed” appointments by my patients?

A: This week in your practice, retrain the significance of “originally scheduled adjustments” (OSA), with your team. The body loves rhythm, and receiving adjustments is no exception. When you recommend Monday, Wednesday and Friday night at 8:00 PM, that’s different than three times per week. When patients get into a rhythm of same day, same time adjustments, their bodies actually respond better. If you have a practice that has been taken over by missed visits, re-scheduled visits and make-up appointments, it’s because your team has lost value or understanding of original scheduled appointments. Reclaim the power of your recommendation, increase the effectiveness of your adjustments and feel your practice begin to grow again by reinforcing OSA. The goal is never to have a patient drop in two or three times per week; the goal is correction. Vertebral subluxation correction requires a protocol of care, and the body demands rhythm for maximum results. Educate your patients in this way and see missed visits become a thing of the past.

Dr. C.J. Mertz is a 1984 graduate of Palmer-West Chiropractic College and the founder and head coach of the Waiting List Practice chiropractic training organization. In 2003, Dr. Mertz was elected the 17th president of the International Chiropractic Association. An expert in wellness, in his short time in office, he has revolutionized the distribution of the chiropractic message via television infomercials, and as a published author. For more information, call 1-512-327-1895 or visit www.TeamWlP.com.

TAC would like to thank all the twelve doctors for their participation in this feature. TAC

 
Practice Management Directory
Practice Management
Written by TAC Staff   
Saturday, 03 April 2004 16:35

Practice Management

The 2X+1 Chiropractic Mastermind

A mastermind of the world’s wealthiest doctors who have quietly revolutionized their practices using the proprietary 2X+1 system which is the OPPOSITE of what practice management or coaching “gurus” teach.  These docs are now serving on a higher, more profound level, while enjoying record practice growth AND more fun and time off than ever before.  Check out our websites to see if YOU qualify to discover the 2X+1 System. 

For more information, visit www.chiromastermind.com  or www.chirofreedom.com.

Breakthrough Coaching

Breakthrough Coaching is the profession’s premiere practice development system, having coached thousands of chiropractic and multidisciplinary practices.  Founded in 1988, Breakthrough Coaching is recognized for systems that are the most advanced, outcome-oriented in chiropractic today, and respected by a diverse cross-section of modern healthcare providers. 

For more information, call 1-800-7 ADVICE or visit www.mybreakthrough.com.

Certainty Seminars

Learn how to keep in BALANCE with FAMILY, GOD, & LIFE while enjoying a big practice with Dr. Dennis P. Nikitow. 

For more infor-mation call 1-800-544-3884 or visit www.certaintypracticeproducts.com.

Dallas Humble, Inc.

Personal and Professional Development for Chiropractors. 

For more information, call 1-800-282-1947 or visit www.dallashumble.com.

David Singer Enterprises

Our purpose is to help doctors achieve their full potential in practice and in life, as well as to expand the impact of non-drug solutions to health problems and help natural healthcare become the premier healthcare choice in the world. 

For more information, call 1-800-326-1797 or visit www.davidsingerenterprises.com.

Dr. Demartini

Dr. Demartini’s proven principles and simple methods that have helped chiropractors build some of the world’s largest and most profitable practices.

· Market at no cost
· Explode with new patients and enhance patient retention
· Speed up procedures and organize patient flow
· Collect and save more swiftly
· Simplify paperwork
· Motivate staff, maintain order and stay focused

For more information, call 1-888-DEMARTINI or visit www.drdemartini.com.

The Family Practice

Mission: LCfE—Lifetime Care for Everyone

The Family Practice provides chiropractors with all the blueprints, coaching, and educational resources necessary to build a lifetime family wellness community within their practices, and to express their unique, innate potential.  We are committed to every chiropractor being as successful as possible, and to the chiropractic profession leading family wellness in the world.

For more information, call 1-866-242-0571 or visit www.thefamilypractice.net.

Fernandez Consulting

Dr. Peter Fernandez´ seminars, one-on-one consulting, and publications have empowered thousands of DC’s to achieve the practices of their dreams–quickly, profitably and proudly.  Fernandez Consulting is chiropractic´s ultimate success resource for DC’s looking to open a new practice or to build an existing one. 

For more information, call 1-800-882-4476 or visit www.DrFernandez.com.

Integrated Expo

DC/MD/PT. The next INTEGRATED EXPO is May 13-16, 2004, in Chicago.  Extensive topics, detailed information specifically for integrated, holistic care and multidisciplinary practices.  The EXPO provides vital information and will show multiple successful ways to properly establish, develop and efficiently promote your DC/MD/PT centers.  The EXPO is offering another phenomenal opportunity to learn from the nation’s most respected and knowledgeable experts.  This is the ONLY Seminar of its kind in the country.  Space is extremely limited due to popular demand. 

Call 1-800-598-6289 for a free kit or visit www.theintegratedexpo.com for registration information.

Kats Management
 

Kats Management is a full-service consulting company.  We provide a personalized coaching environment, including 5 seminars a year in 8 locations and many one-day seminars.  This means less travel costs for the client.  Our clients range from starting practices to million dollar practices.  On the cutting edge of chiropractic—we keep our clients positioned for the future.  Not only do we provide our clients with the necessary business skills to be successful in health care, we also provide powerful programs such as Living Well for Life—a brand new health and wellness program, PLUS involvement with world class athletes.  We also sponsor of the World’s Greatest Athletes Decathlon Club, featuring top pick for the 2004 Gold medal decathlete, Tom Pappas.

For more information, call 1- 800-843-9162 x128 or visit www.katsmanagement.com.

Karl Parker Seminars

The ongoing legacy of the Parker Family continues with 8 or more seminars a year presented around the US, usually in Las Vegas, Dallas, Chicago and Atlantic City.  The seminars include up to 8 modules of the primary areas of practice success, including practice management, marketing, philosophy, staff training and even license renewal and technical training. 

For more information, call 1-888-4DR-KARL (437-5275) or visit www.karlparkerseminars.com.

King Bio

King Bio™ is an FDA registered, homeopathic manufacturing company founded by a chiropractor for chiropractors, dedicated to completing chiropractic destiny with its marriage to homeopathy.  King Bio’s contemporary approach combines modern application of homeopathy with the safety, effectiveness, and clinical proof of the 200-year-old science.  Its founder and director, Frank J. King Jr., N.D., D.C., is a nationally recognized researcher, author, and lecturer on homeopathy. 

For more information, call 1-800-543-3245 or visit www.kingbiochiro.com.

Lakeside Chiropractic Seminars, Inc.

Lakeside Chiropractic Seminars, Inc., is dedicated to setting a new standard in continuing education for Doctors of Chiropractic.  Lakeside Seminars employs only the top instructors in chiropractic and hosts post-graduate courses in Pediatrics, Nutrition, Neurology, Radiology, Orthopedics, Risk Management, Utilization/Peer review and chiropractic wellness.  Our seminar objectives are directed not only to satisfy license renewal obligations but also to equip the chiropractors of today with the latest knowledge, research and techniques to meet the challenges of tomorrow. 

For more information, call 1-704-892-4966 or visit www.LakesideSeminars.com.

The Masters Circle

The Masters Circle Identity-Based Consulting™ approach was developed to exceed the traditional strategy-based techniques and teach doctors that they need to focus on the fact that “who they are determines how well what they do works”.  Through seminars, teleclasses, private consultations and tutorials, chiropractors are transformed into confident, congruent, philosophically sound, and clinically competent doctors.

For more information call 800-451-4514 or visit www.themasterscircle.com.

Mastery Coaching

Mastery Coaching helps you determine, clarify and reach your personal, business and practice objectives.  We help you be, do and have whatever you want, consciously and by design.  Clear objectives are vital to your success.  The plan to accomplish them must be as unique as you are, if it is to be successful. 

For more information, call 1-760-943-7040 or visit www.masteringchiropractic.com.

MD’s for DC’s

One-on-one consulting and coaching for the multidiscipline practice.  MD´s available in every specialty.  MD owned and operated. 

For more information, call 1-800-916-1462 or visit www.mdsfordcs.com.

The Palmer Institute for Professional Advancement—Practice Management Division

The Practice Management Division of the Institute focuses on creating successful chiropractors!  Our focus is on training students and young practitioners to design and create their practices.  Workshops, seminars, and coaching programs include topics from choosing your location all the way through to opening your doors.  We specialize in marketing, filling your practice with ideal clients, and building dynamic chiropractic office teams. 

For more information, call 1-563-884-5248 or 563-884-5448 or visit www.palmerinstitute.net.

Parker Seminars

Parker Seminars delivers Innovative Business & Marketing Resources, Powerful Motivation, Networking Opportunities and Office Procedures that Work! 

For more information, call 1-888-727-5338 or visit www.ParkerSeminars.com.

PARKERSOURCE

ParkerSource is an affordable practice success membership organization that provides 8 modules of success seminars, consultations, practice solutions from over 50 experts, staff training, annual license renewal, and a wholesale buyers service that can save you far more than the membership fee alone…all with a 110% money back guarantee. 

For more information, call 1-888-437-5275 or visit www.parkersource.net.

SOTO-USA

SOTO-USA teaches you how to deliver state-of-the-art chiropractic and cranial care to adult and pediatric patients alike.  Build a cash practice as you cut marketing costs and watch your referral base grow from patients and other professionals.  Regional technique seminars throughout the year, plus interdisciplinary symposiums aboard an Alaskan cruise and in Las Vegas this year! 

For more information, call 1-336-760 1618 or visit www.soto-usa.org.

Ward Success Systems

We pride ourselves on being the most personalized chiropractic coaching program today.  Dr. Charles Ward has been coaching successful chiropractors for over 25 years.  Our purpose is to assist you in gaining clarity of your vision.  We are committed to empowering chiropractors and their teams so, together, all of our clients may reach the practices of their dreams.  Ward Success Systems is dedicated to helping those we serve create a higher standard for themselves in all areas of their lives. 

For more information, call 1-925-855-1635 or visit www.ultimatechoaching.com.

The Waiting List Practice

By age 28, Dr. C. J  Mertz, Founder and President of The Waiting List Practice had already built his own Waiting List Practice.  Our purpose in chiropractic is to strengthen the field with as many healthy, principled, successful practices as possible.  We accomplish this by developing trusting, lasting relationships with chiropractic teams, and empowering their practices through our signature training methodology. 

For more information call 1-877-832-6957 or visit www.teamwlp.com.

Patient Education

Performance Health Inc./Biofreeze

Great Marketing tool within your office and outside your office.  Customized brochures with the Healthcare Professional’s name and phone number and 2 trial size packets, at no-charge, to hand out at health fairs, seminars and bring in new patients!  Remember, Biofreeze is NOT sold in retail stores! It is only sold through Healthcare Professionals. 

For more information, call 1-800-246-3733  or visit www.biofreeze.com.

ChiroPower, LLC

We supply chiropractors with fully research based, turn-key, staff driven, proven, patient education, referral, and marketing systems.  We believe in a Tell-Don’t-Sell Method of Practice Building. 

For more information, call 1-866-655-8502 or visit www.chiropowerinc.com.

Foot Levelers, Inc.

For over 50 years, Foot Levelers, Inc., has provided educational tools and programs for chiropractors interested in educating and/or communicating with their patients regarding the human kinetic chain, Total Body Support and the concept of Adjust, Support, and Rehabilitate (ASR). 

For more information on these FREE tools, programs and services, call 1-800-553-4860 orvisit: www.footlevelers.com.

Health Visions Patient Education Company

Health Visions has been providing chiropractors with top notch products to help them build their practices since 1996.  The company’s most popular patient education product is the Silent Reception Room Video Series, which consists of 8 titles that play effortlessly and consistently for all patients.  Their newest patient education system is the powerful Inter-Changeable Poster System that consists of 36 poster designs that encourage family care and referrals.  Also included in this new system are custom acrylic frames that make rotating the posters easier than ever. 

For more information, call 1-888-480-1350 or visit www.chiroed.com.

Koren Publications, Inc., and Dr. Tedd Koren’s Patient Newsletter

Koren Publications revolutionized chiropractic education with powerful and convincing, scientifically referenced patient education brochures, booklets and other patient education materials. 

For more information, call 1-800-537-3001 or visit: www.korenpublications.com.

Visual Odyssey

Visual Odyssey offers amazing patient education charts and software which features energy pulses flowing along nerve pathways while organs, muscles and dermatomes flash.  This interactive ROF/Screening/Lecture software now has over 300 comprehensive screens, 249 anatomical correlations, and 229 interactive animations.  Runs automatically, or works by mouse, or touchscreen. 

For more information, call 1-800-541-4449 or visit www.chirocharts.com.

 
STAFF MEETINGS
Practice Management
Written by Dr. Eric Kaplan, D.C., F.I.A.M.A.   
Saturday, 03 April 2004 16:22

staffmeetingA good football coach meets with his player before the game to inspire them.  This should take place daily.  Lunchtime is halftime; review how the first half of your day went.  The end of the day is post game. Did you Win or Lose?  Review your day, prepare your troops for another day, another game tomorrow.

 

 DAILY PLANNING SESSIONS

 

To create teamwork and comradery, MBA encourages a daily planning session. These daily planning sessions occur before patients enter the office and are 10 minutes or less in length. The purpose is to organize the day, assign any unassigned daily tasks that may have arisen, increase staff communication, improve case management, and encourage teamwork and a good attitude during the day. Suring the session, be sure to accentuate the positive and reserve confrontation, correction, or difficult tasks for weekly staff meetings or private meetings. Since this daily meeting occurs before you see patients, it is imperative that everyone leaves with a positive attitude. As a result, the first topic should be a review of yesterday’s activities, pointing out the good things that have happened and the patients who have had good results. Second, cover goals for now patients, patient visits, collection, and services rendered for the day so that each staff member can keep an eye on the goals throughout the day. Third, review the patient’s charts, paying special attention to any patient who is not progressing well or has other concerns with their treatment of card. Also note any changes in treatment plans and specific patient needs. Toward the end of the meeting the doctor should delegate a “Do It” list to each of the staff members that will lighten the doctor’s load throughout the day and allow him or her to see patients more efficiently.

 

 

Finally, the doctor should close the daily planning session with some motivation, encouragement, or praise for the staff. Daily planning sessions can be viewed as a huddle in the football game prior to each play. It organizes and encourages.

 

 

WEEKLY STAFF MEETINGS

   

Weekly staff meetings are imperative and should be held by every office without exception. Decide on the day of the week and time that will be most logical for the office to meet. Have an agreement that a staff meeting will be held at the same time each week regardless of rushed schedules, absent employees including the doctor, or any other unforeseen circumstances. Most offices have had staff meetings at some time during their history. However, due to lack of good procedure, many offices have stopped meetings on a regular basis. This inevitable contributes to a plateau in the office. Do not adopt the attitude that, “We will have a staff meeting it there’s something to discuss.” Instead,

  

Adopt the attitude that “There will be a staff meeting each week regardless of the amount of material that needs to be covered.” You will find that once you are in an organized staff meeting, there is always adequate material to cover.

  

MBA finds the best time for holding a staff meeting is in the middle of the day, and a day at the beginning of the week. During one day of the week the staff will use the first hour to go out on their own and have lunch and will return the second hour to have a staff meeting. Do not combine your staff meeting with a meal. In almost every case this proves to be counterproductive.

   

Your staff meeting should last no longer than an hour. Good staff meetings cover the following topics in the following order:

   

1.       A recap of the positive activities that have occurred during the last week or month.

   

2.       A review of the staff meeting notes from the previous week. MBA suggests that you appoint one staff member to take staff meeting notes. Those notes should be typed up in a positive, friendly way immediately following the staff meeting and posted in the employee lounge or a location where all employees will have an opportunity to view the notes without concern that patients may read the notes. During the week as each employee reads the notes, they initial the bottom of the staff meeting note pate to indicate they understand and agree with the summary of the staff meeting. If the staff meeting notes from the previous week agree, read at the weekly staff meeting and if an employee has not signed the staff meeting notes, they should initial the notes at that time. Those notes should be kept in a file for future reference. Also, any tasks that were assigned and not completed during the week should be reassigned and a notion should be made in the new staff meeting notes.

   

3.       New business should be handled in the following way:

  

All staff members are encouraged to keep a file in or near their desk entitled “Staff Meetings.” Throughout the week as questions arise, the employee should jot down the question or concern and place it in their staff meeting file. When you assemble for the staff meeting, everyone should bring his or her file to the meeting. During the new business portion of the meeting, the doctor should start with reviewing all questions, concerns, and new business that he/she has brought to the meeting. After he/she has completed his/her new business, the meeting should progress and each employee presents his or her new business. As this new business is discussed, it is important to complete each cycle. Be sure that as you leave a staff meeting you have discussed the new business and created a plan of action for handling any problems or concerns that may have arisen.

 

 

 

During the staff meeting three major rules apply:

   

1.       The staff meeting is not a gripe session.

 

 

2.       Never present a problem without a possible solution.

   

3.       All staff members should participate in the staff meeting unless the employee is a new staff member. All members who are present at the meeting should contribute in some way. If a staff member never presents any problems, concerns, or questions to be addressed at the staff meeting, we must decide whether that staff member has value to the organization. Staff members that are always a silent bystander or only complain during staff meetings probably have the same effect on the work being done in the clinic.

   

After all new business has been concluded, the staff meeting should then be directed toward the monthly goals and the progress the clinic is making toward those monthly goals. If the clinic is ahead, staff should be encouraged and praised and if you’re behind with your monthly goals, the staff and doctor should discuss corrective measures to place them back on track to meet their goals.

 

 

If the staff is not totally trained in the philosophy and education of chiropractic/wellness, a case of the week should also be included in your staff meeting.


 

Again, weekly staff meetings should not be longer than one hour.  Staff meets are not about length of time but quality of service.  A great leader is a great communicator.  Staff, just like yourself, needs to be kept on purpose, kept focused.  They must see the light at the end of the tunnel.  Set goals, bonus your staff, make their job fun.  If you do this you will win at the GAME OF WORK.

 

 

Dr. Eric Kaplan is the CEO of MBA, Inc., one of the nation's largest multi-specialty consulting companies. Dr. Kaplan ran and operated five of his own clinics, seeing over 1000 patient visits per week. He is the best-selling author of Dr. Kaplan’s Lifestyles of the Fit and Famous, endorsed by Donald Trump, Norman Vincent Peale and Mark Victor Hansen. He was a recent commencement speaker at New York Chiropractic College and regularly speaks throughout the country. For more information about Dr. Kaplan or MBA, call 561-626-3004.

 
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