Using Text Software

Uncategorized Jun 30, 2022
 

Hi, this is David Kats with Therapist Consultants, and I have a tip for you. It used to be that we said, "If you have a patient that hasn't been in for a week or more, you probably should give them a call." Now, that's becoming old procedure. About 10 years ago, that became old procedure, and we started giving texts. Now, we're into the third generation where our software will generally send texts if you know how to set your software up correctly.

All I'm saying is this. Find out how to set up your software so we'll automatically send a text to your patients, reminding them of their appointment. Because, you see, even if you missed just one appointment a week that people don't come in, that's 50 appointments a year. That would be $100 at the minimum. That's $5,000 that you're losing simply by not setting up this text ability in your software. Why don't you go ahead and set it up this week. Get it done. You only have to do it once. It works forever.

By the way, we have a new podcast...

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Deductibles and Staying Legal

Uncategorized Jun 30, 2022
 

Hi, this is Dave Kats with Therapist Consultants, and I have a tip for you.

Ironically, some therapists disobey the law without knowing it, and they do it this way. They give people breaks in that they don't have to pay their deductible, or they don't have to pay their copay, but the law is very clear. You're supposed to charge everybody their deductible and everybody their copay.

Now, if there's an occasional financial hardship, I certainly understand that you should have them fill a financial hardship form. I used to work with a company that was traded on a New York Stock Exchange. They said, if any doctor, I was working with doctors, and if any doctor gives away more than 5% of his or her services, talk to them about it because it's becoming too much. Don't give away more than 5% of your services. Make sure that you collect all your deductibles and all your copays. The patients will respect you more, and you'll collect more money, and you'll be within the law. That's the most...

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Financial Policy

Uncategorized Jun 30, 2022
 

Hi. This is Dave Kats, and I have a tip for you. One of the best things you can do to avoid disagreement and disgruntled patients is to go over your financial policy. I would say that a majority of times that patients are unhappy with therapists that we hear about is because they didn't understand their financial obligation. Now, chances are you explained it a little bit, chances are you were in the right, I'm sure you were, but they just don't understand it because it goes out of them so fast.

Here's what I suggest you do. Have, of course, a written policy, but don't just hand them that policy, go over the written policy because that way they know they'll be paying for no-shows and they know what the fee is for each service, and they know how they're going to be billed. Then you're going to have happy people because they're getting no surprises. You remember what's been recently just a No-Surprises Medical Act. Well, we have been enacting that for a long time and we think you...

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Who See Your Patients PHI

Uncategorized Jun 30, 2022
 

Hi. This is David Kats with Therapist Consultants. I have a tip for you.

If you practice by yourself, then this particular tip may not be apropos, but if you have any therapists that practice with you, or if you have any staff or any volunteers that help you, then you need to know who sees your patient's PHI, their personal health information because HIPAA says, we have to have a list in our office of everybody in our office that's capable of seeing the patient's health history.

Right now, make a list. Even if it's you, just make a list of one, and just put in your HIPAA manual that you're the only person that has access to that health history. That way, if you're ever checked out by someone, you will be compliant as far as that part of the HIPAA law is concerned. If you have employees, if you have other therapists, if you have somebody that comes in and works for you, even on a volunteer basis, make sure that you get them all on the list. If it's just you, put you on the list, and...

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Advance Multiple Schedule

Uncategorized Jun 30, 2022
 

Hi, this is David Kats with Therapist Consultants, and I have a tip for you.

If you're going to expect your patients to come in and know what they're going to get for care, you should schedule them in advance. I remember the first time I taught a therapist how to advance multiple schedule their patients, she had somebody set up for 18 visits, and she said, "Before you go home, let's go ahead and set up all 18 visits," and they did.

When she came out of the room, the first thing she said to me was, "They actually like to be scheduled in advance." The answer is, "Of course, they do." Don't you want to know what's going to be happening in advance? Wouldn't you like to know about all 18 visits instead of getting strung out one at a time, one at a time, one at a time, have schedule conflicts and things like that? Yes.

Here's what I suggest you do. On the second visit, when you have a knowledge of how many times you're going to see the patient, sit down with that patient, use a 365-day...

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Credit Card Guarantee Form

Uncategorized Jun 30, 2022
 

Hi. This is David Kats from Therapist Consultants and I have a tip for you.

One of the best forms you can use in your practice is a credit card guarantee form. We call it a credit guarantee form. All the form does is that it collects their credit card information or debit card information and you keep it in some secured place, in your software or upload it to where your financial people have their software and you keep it, and then you bill the patient through their credit card. Think how nice it is. They don't have to pay at the end of every day. They just leave and at the end of the week, you put their charge on their credit card. It separates the therapy from the bill, so it's nicer for the patient.

It makes sure that you get paid each time. If they have a situation where they owe something and they don't come back, you have the right to put it on their card according to your credit guarantee form. It used to be 10 years ago when I was teaching this to therapists. Hardly anybody...

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Scheduling Enough Visits

Uncategorized Jun 30, 2022
 

Hi, this is David Kats for Therapist Consultants, and I have a tip for you.

Have you ever noticed that some therapists schedule more frequently than other therapists? You go to some therapists, they have you come in once or twice, maybe three or four times, and you're done. The other therapists, have you come in 15 or 20 times, and you get more care. Now, I don't know what's right for each particular patient, but I will tell you that the national average is between 12 and 15 visits. Since there's a dropout, you're going to see the average patient 12 to 15 times, you're probably going to schedule them on an average of about 18 times, and that's what we see.

Now I realize some people go on for two years, and they need your care for the rest of their life, and some people don't need one or two times, but I will tell you this. If all you're doing is scheduling a time or two, and then releasing patients, you got to ask, why am I not practicing like the rest of the therapists in the...

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Is Your Phone Being Answered?

Uncategorized Jun 22, 2022
 

Hi, this is David Kats with Therapist Consultants. I have a tip for you.

In fact, I have a question for you. How is your phone answered? I knew a company in town here once and they had a business and they didn't answer the phone during the daytime. Can you imagine having a business that depends on customers and then they wouldn't answer their phone?

Wait a minute. That's what 90% of the therapists do right now. They're busy in the therapy room and they don't answer their phone. What about at night? What about people that call after hours? They don't get a live answering person either. Here's what I encourage you to do. I encourage you to get your phone answered live both day and night. I don't care who answers it as long as they have the ability to schedule a patient and let you know about it because it's very important.

Now, you say, "Well, we don't get many people call after hours. We don't get many people call when I'm with patients, or I call them right back." Yes, but here's...

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Online Forms

Uncategorized Jun 22, 2022
 

Hi, this is David Kats from Therapist Consultants, and I have a tip for you. One of the things you should do on your website, if you haven't already done it, is add your forms to the website, and then step two, make sure people print those forms off and fill them out, or better yet, use something like Jotforms and let them fill outright online. You see, when you have your forms there so they can fill them out before they come in, a few things happen. First of all, they do a better job filling out the form because they aren't under the gun to get the form done so they can go back and see you.

The second thing, when they do their form they buy into the idea of coming in and seeing you, so you'll have less no-shows. This is a very simple thing you have to do once and you never have to do it again, and that is just put your forms on your website. Either have them print them off and bring them in with them, or you can have them on a Jotform. By the way, one other thing I wanted to tell...

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Know Who Your Patient Is

Uncategorized Jun 22, 2022
 

Hi, this is Dave Kats with Therapist Consultants, and I have a tip for you.

Whether you're an insured practice or cash practice, there are certain things you have to do to ensure you have the right patient sitting in front of you. Let me give you an example. When I was in practice, I practiced as a chiropractor. I had a young lady come in. Her name was Trish, and we treated her for a long time, about six months, and she eventually went away. Two years later, she called back in. She said, "This is Trish Brown." I said, "Okay, good." I'm just making up the last name. She said, "Trish Brown." I said, "Okay, good." We said, "Why don't you come on back in, you were here about two years ago." She said, "No, I never been in before." We said, "Is your address this and that?"

We gave her the address. She said, "Yes." I said, "You've been in before. You were in about two years ago." She said, "No, I had never been in before." We made her appointment as a new patient. When she came through the...

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