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Category Archives: Outsource medical billing & coding services

FATAL MEDICAL TRANSCRIPTIONS FALLACIES

 

FATAL MEDICAL TRANSCRIPTIONS FALLACIES

 

A minor error in medical transcription can cost a healthcare practice a fortune or even a possible lawsuit in case the documentation is severely flawed which is why outsourcing a medical transcription service from a credible billing and coding company like Medphine is a preferred choice by all healthcare providers. Not only this ensures accuracy in the documentation but also saves time and money of the practice, which can be best utilized in providing quality service to the patient.

Wondering how vital medical transcription could be that it needs to be outsourced when it can be done with just the same diligence by the in-house team?

Do you think that a consultation session and the follow-ups are just you sharing your plight with the doctor, doctors listening and prescribing appropriate medicine?

Have you ever given this a thought that whether or not every prescription, recommendation adhere to the standards laid down by the national authority such as HIPAA or not?

Well, ensuring all the records from medical history, present medical condition, tests reports, diagnosis, prescribed medicine are kept in a manner compliant to the HIPAA standards is the job of a medical transcriptionist.

 

SIGNIFICANCE OF MEDICAL TRANSCRIPTION:

  • Medical transcription is a well-kept record as per the HIPAA format from which anybody from the healthcare facility be it, physician, staff or pharmacy will have the ease to comprehend the details they need for further processing. The details need to be accurate to ensure smooth communication between various medical departments.

 

  • Aside from smooth processing throughout the facility, accuracy and HIPAA compliance of the medical records is necessary to claim reimbursements from the insurance company. The healthcare insurance carriers pay for the treatment and healthcare providers are paid by the insurance company accordingly, as long as these records are accurate and compliant to the standards.

 

  • Also, it is worth mentioning that you do not get treatment throughout your life from a single doctor or medical practice. The medical transcription of the records helps in the smooth flow of information from one doctor to another so that the treatment can be provided to the patient as quickly as possible without them having to go through the same medical proceeding at every hospital.

 

  • And in case, you didn’t already know every healthcare facility is required to maintain these records to avoid any legal conflict in the future.

ERRORS:

Whether you run a clinic or operate a multi-specialty healthcare facility, accuracy of a medical transcription should never be overlooked. A slight miscalculation or ignorance can pose a severe threat to the organization, with the medical practitioners losing their practicing license, in adverse cases.

Let us have a look at some of the common medical transcription fallacies that can prove fatal to the patient and the medical practice:

  • IMPROPERLY SET RECORDING DEVICE:

Since a medical transcriptionist document a recorded session of the consultation, it is essential to make sure that the device is set correctly. An improper setting can distort the recording which will reflect in the documentation as an error.

  • LANGUAGE MISTAKE:

When writing the voice notes, medical transcriptionists often end up making minor yet impactful language mistakes such as unable to differentiate between homophones, spelling wrong words, missing grammar characters. These small mistakes in putting down patient’s information can lead to misdiagnosis or delay in the treatment.  

  • NUMERICAL ERRORS:

A slight increase or decrease in BP, glucose sugar level, vital organ parameters can result in a different diagnosis, treatment. Variegated dialects and speech can result in the numeric mix-up. Which is why it is of critical importance to verify the numbers before putting it on the record. Transcribing wrong numerical value can also lead to error dosage error which can be detrimental for the patient’s health.

  • LABORATORY RESULTS:

Having discussed mathematical errors, it is worth noting that they generally stem from mistakes made when recording the laboratory results. Which is why every abbreviation should be clarified, repeated and the dictation should be done slowly.

WHY OUTSOURCE MEDICAL TRANSCRIPTION SERVICE?

Medical transcribing is an intricate and time extensive process, which should only be handled by those holding significant expertise. Instead of burdening your in-house team with the workload and wasting their time, to have your medical record riddled with errors, outsourcing medical transcription would be a wise choice.

Why you ask?

By outsourcing, you can rest assured that your records are being managed by a team of professionals, who are well aware of the importance of every shred of the document being generated. Medphine transcription specialist and quality analysts will ensure 100 % accuracy, HIPAA Compliance and timely delivery of the reports.

Instead of stressing in-house to perform such difficult processes, why not outsource medical transcriptionist services from Medphine which will result in a reduction of labor and processing cost. Medphine will ensure searchability of the documents making information accessible across the facility from nurses to doctors to staff.

You can trust upon Medphine in providing comprehensive medical transcription ensuring, from prescribing to documenting to transcribing to dispensing to monitoring; all is accurate and consistent with the patient information provided to the doctors. Medphine’s transcribing team holds extensive experience in efficiently managing recording and documentation across various healthcare facilities. We assure absolute medical information security and shortest turnaround time.

Why waste time, money and efforts on going back and forth with the documents, when you can instead outsource and invest that in dispensing quality treatment to those in need?

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ENHANCE YOUR PRACTICE’S FRONT-DESK EFFICIENCY

ENHANCE YOUR PRACTICE’S FRONT-DESK EFFICIENCY

 

A: I will never recommend that medical practice, even to my nemesis?
B: Why so?
A: They have a pathetic front-desk staff? No etiquettes, disorganized and sheer wastage of time, visiting that hospital.

And there goes all your hard-work straight in the drain.

You know how they say, “first impression matters”?

This is apt especially for a medical practice whose patient retention depends to a considerable amount on the kind of treatment they give at the front-desk. Your patient judges your medical practice capabilities by how they are treated at the front-desk by the staff. So you can say that how efficient your front-desk is, is an essential determinant of your practice’s revenue cycle management. After all, just like restaurants and e-commerce websites, people do rely upon reviews to consult a particular health care practice, and you wouldn’t want your front-desk to be the reason for patient disregarding your facility, your knowledge, and expertise.

In continuation with our blog wherein we discussed the measures that a healthcare practice can take to reach out to a broader patient base, let us divulge into the importance of front-desk in healthcare practice and what all can be done to enhance its effectiveness.

The first point of contact between the healthcare practice and the patient is the front-desk staff, which are responsible for setting the tone for the further operation. While any problem with the claim is only surfaced at the end of the billing cycle, the revenue cycle starts at the front-desk. If the billing and coding are sorted at the front-desk itself, the revenue cycle can be streamlined effectively.

Healthcare and its processing has changed a lot in the last passing decades. While earlier all the front-desk did was issue a document for diagnosis and prescription purpose and collect consultation fee; the increasing intricacies of the healthcare practice, especially in term of finances, has resulted in spiraling of front-desk responsibility.

Now the front-desk staff takes care of patient’s document verification, insurance verification (which also includes external communication with vendors, insurance companies etc.), billing and coding, appointment scheduling (the functioning has seen a surge since medical practices have started making use of online platforms), customer management, handling and resolving complaint and much more.

One of the significant mistakes made by the healthcare staff management is underestimating the importance of having an adequately functioning front-desk, which plays a pivotal role in impacting the successful processing of claims the very first time. It is essential that the front-desk staff smoothly and efficiently operate all the functions; otherwise, a minor glitch can become a bottleneck in the entire scheduling which will delay the practice’s functioning, resulting in the loss in the revenue.

Tips for improving the practice’s front-desk efficiency:
~TRAIN THE STAFF:

It is crucial that the candidates you hire for front-desk management know how they have to be at their behavior best when corresponding with different patients, having full cognizance that whosoever is showing up at the front-desk is ailing to some degree. This is why post-hiring, the staff should be adequately trained. An etiquette training should be dispensed wherein they should be guided about how to converse on the phone, how to deal with problematic customers. Always remember that the front-desk team should be of optimal number, not too less, otherwise it will create a ruckus when they have to take care of the patient on call as well as in front.

Another smart way of lessening the fatigue of full-time front-desk management staff is to hire those interested in working part-time, who can fill up for those working long shifts and those off-duty. Having one such team as a backup will help in mitigating the burnout in employees. Job sharing is an innovative means of enhancing the performance, ensuring quality service, and increasing the turnover of the practice.

~REDUCE WAIT TIME:

What is that one habit of the patient that annoys the front-desk management and affects the henceforth scheduling and operation of the practice? It’s their forgetfulness of not carrying along all the necessary documents. What can front-desk staff do to avoid this bottleneck? Pre-register the patient. You should instruct the patient to show up with all the records. This will significantly decrease the waiting time and smoothen the scheduling throughout the day.

~UTILIZE TECHNOLOGY:

Details are of utmost importance in medical billing and coding. A minor mistake, say, for instance, in address details can cost the healthcare facility consequential time and money. As we all know manual work is time-consuming and leads to errors, which is why it is recommended to use Electronic Health Record and electronic patient eligibility verification. Automating these processes can help quick and error-free processing. Similarly, train your front-desk staff to be technologically adept in operating tablet and software which make appointment scheduling easy and fast.

~CONSIDER OUTSOURCING FRONT-DESK SUPPORT:

Poor patient interaction because of front-desk inefficiency results in a decline in the rate of patient satisfaction, patient retention which ultimately adversely impacts the practice’s revenue.

Instead of burdening the in-house team with the hassle, why not outsource a front-desk team from Medphine? Amid the several medical processing, giving the patients on call and the counter, your undivided attention can be a daunting task. But with Medphine front-desk support, you will get a dedicated phone line and a team, for your practice which will take care of every minuscule aspect of front-desk from greeting callers, to updating information to resolving queries on appointments, billing, insurance, etc.

You can trust upon Medphine’s customizable and tailor-made practice in ensuring that the patient is treated with utmost devotion, resulting in a strengthened patient-practice relationship and escalating your practice’s revenue significantly.

Remember, helping people in distress is a noble job but to keep serving them, you will need stable finances, the flow of which is eminently dependent on the impression your healthcare facility leaves on the patient. Outsourcing these services will help your practice and staff focus better on delivering quality treatment to those in need and simultaneously augment your profitability.

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How Patient No-Show Affects RCM?

How Patient No-Show Affects RCM?

 

150 billion!

Yes, that is how much healthcare systems of the United State lose because of patient no-shows, in a year.

Setting up, operating and maintaining healthcare organization is expensive. What adds to the staggering expense and has an adverse impact on the revenue generated is the frustrating habit of the patient not showing without prior informing. Unless the fault was at the healthcare facility’s end or your part, there is no use of pestering patients for not showing up just because you are furious about the time that could have been profitably utilized.

The total cost of missed healthcare appointments in the United States every year is an astronomical $150 billion. Each open, unused time slot costs a physician 60 minutes and $200 on average. Now factor in that no-show rates are as high as 30% nationwide, and you can see how that $150 billion figure is reached. Despite these astounding numbers, healthcare facilities are not taking the necessary steps to monitor the patient’s behavior and minimize the adverse impact it has on the healthcare practices RCM, which is the need of the hour.

So let us talk about what exactly is referred to as a patient no-shows and what measure can a healthcare practice take to reduce it and the impact it has on the revenue cycle.

What is defined as a patient no-shows?

When a patient who has their appointment booked with a doctor, doesn’t show up for the check-up without informing the facility or canceling the appointment, this practice is a patient-no show. And although for the patient it might not be such a big issue, this habit affects healthcare organization’s revenue profoundly.

What is the reason for the patient not attending without informing the healthcare practice?

Superficially, it can be perceived as just negligence in patient part, but there are specific common reasons behind a patient’s inability to not attend the appointment, such as :

-APPOINTMENT ISSUE:
Patients tend to get irked if there is a considerable gap between the date the appointment was scheduled and the date the appointment is. The healthcare facilities have months that are prior booked, but since this cannot be explained to the patients, the long gaps lead to patients missing out on the appointments.

-LACK OF UNDERSTANDING:
This is one of the most common reasons for patients missing the scheduled appointment. They assume that them not attending the appointment will ultimately help the doctor’s office, which as per belief is always overbooked. They don’t understand that because of their missing out the appointment, the facility’s time and the financial cycle is disrupted.

-LACK OF EMPATHY OF FACILITY’S STAFF:
How does the healthcare organizations front desk engage in the conversation with the patient, what kind of atmosphere does your practice has and how they treat their patient plays a huge role not just in attracting patient but also in their retention? Service don’t just mean effective medicine or a nice private luxury room to the patient, but on how you and your clinical staff treat them.

-LAST MINUTE EMERGENCIES:
No one can predict what is going to happen the very next second, the patient who has their appointment schedule might not be able to attend it because of a family emergency or any other major conflict because of which they were unable to inform about their absence.

The no-shows and late cancellation have a profound impact as it leads to time wastage of the clinical staff, generating confusion with not enough staff when needed and too many in non-peak hours. This ultimately results in a dissatisfied patient who starts looking for treatment in other healthcare services. Patient no-shows, aside from wasting the time of the hospital and impacting the revenue of the healthcare practice on a greater scale, also delay the timely delivery of quality healthcare. By missing out on the scheduled appointment, patients slowly give the medical condition they have the freedom to thrive, and further, affect the immune system of the body.

To prevent your healthcare practice from a further loss in the revenue cycle and dispense adequate treatment to the patient, we have listed down some reliable strategies that will assure a significant reduction in no-shows rate, so that every patient coming at your healthcare facility get the treatment they need:

-FOLLOW-UP ON THE MISSED APPOINTMENT:
As mentioned before, not every missed appointment is intentional, which is why it would be a good practice if you drop text on their number or shoot an email. This will indirectly remind them of the hospital appointment, and they might try to reschedule one immediately.

-IMPLEMENT A NO-SHOW POLICY:
No show policy might seem like a tyrannical solution, but it doesn’t have to be that way. Instead of charging a fee for missing the appointment, you should modify the policy to removing the fee once they reschedule the appointment and attends it. Another strategy that could benefit your practice, in the long run, is rewarding the patient who showed up for their apportionment with gift cards.

-REDUCE THE WAIT TIME TO MINIMUM POSSIBLE:
If on their previous visit the patient had to wait for 20-30 minutes, chances are they are not going to come back for the follow-up. The waiting time will not only lead to not attending the appointment but also a loss of patients.

-HIRE AN APPOINTMENT REMINDER SERVICE:
We could suggest you automated appointment reminder for streamlining all the appointment making sure the no-shows rate is minimum, but what if we say, instead of a software, you can outsource a team of billing and coding experts like Medphine that understand the importance of these intricacies and will make sure the no call no show rates are decreased by being the communication channel between the provider and the patient. You can trust Medphine’s proficient appointment reminder in streamlining the scheduling process and improving your revenue cycle management.

-STRENGTHEN RELATIONSHIP WITH PATIENTS:
A healthcare practice’s relationship with the patient does not end on the day of last treatment process. Make your patient feel valued with updating them on the latest technology that you brought in your facility and how it can help with their medical condition.

Instead of burdening your in-house staff with the responsibility to make sure the appointment reminders strategy works appropriately, why not outsource to a billing and coding service like Medphine, that does the same job more efficiently with visible results?

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Improve Medical Practice Management

Improve Medical Practice Management

Yes, setting up a medical practice is time and cost-extensive but that is not the end of it. How are you going to survive the health care competition without continuously working towards improving the practice management? It takes diligence and exceptional administration skills to operate a successful and efficient practice.

Take note of these strategies that will help you enhance your medical practice management as well as increase your healthcare practice’s revenue:

One of the critical aspects of enhancing your medical practice management is to improve the way your front desk operates. To improve productivity, you can start with pre-registering patients on online portals and intimate further via emails. Another cumbersome and time-consuming task is prescriptions refill, which should be automated, as in, the call should be directly connected with the concerned medical staff.

You know how they say, “it takes an army,” well so does enhance productivity and management of the medical practice. It is vital that you start with a bunch of talented, diligent healthcare staff who can streamline the practice per your requirement.

Practice productivity will be apparent if the patient flow is managed with an efficient schedule. Everybody is online, then why not leverage this to your practice’s advantages? A robust and secure scheduling system will not only affect your practice’s income but also enhance the patient inflow.

While incorporating effective strategies to increase the efficiency of your healthcare is essential and would be beneficial, a more sought-after alternative or complementary addition would be to outsource a revenue cycle management services like Medphine. Our team of billing and coding experts will make sure that all your revenue woes are carefully and profoundly resolved with our comprehensive yet efficacious approach. With Medphine by your side, you no longer have to worry about dealing with claim denials, employee training, compliances and other such vital elements that streamline medical practice management. You can trust upon Medphine’s approach in reducing your practice’s processing cost without compromising on the quality of service and cash-flow.

Why are an increasing number of medical practices opting for outsourcing revenue cycle management?

Medical practice focus should be on giving quality treatment to the patients coming to her facility, but to dispense these services, they need stable cash-flow. If medical practices only focus on being benevolent and treating patients without worrying about whether or not they would be able to continue this in the future, then they won’t survive long. Similarly being too focused on only the financial goal will deter them from their ambition, which is why investing in RCM is important. RCM professional like those at Medphine are proficient in identifying the problem areas, implementing potent techniques make the claim reimbursement as quickly as possible.

Medphine provides complete revenue cycle management services which go beyond getting the insurance money. Our team is dedicated to making your medical practice run as smoothly as possible, by continually monitoring every aspect of the revenue cycle, so that you and your healthcare staff can focus on providing the patients with the best possible treatment.

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BOOST PATIENT’S EXPERIENCE, ENHANCE BILLING!

BOOST PATIENT’S EXPERIENCE, ENHANCE BILLING!

 

What makes a medical practice worth revisiting and recommending?

The hospitality.

The way the practice treat the patient coming for the treatment is what makes the facility trustworthy. A patient’s experience doesn’t stop at them leaving the door of the facility after successful surgery. How enriching has been the patient’s experience at the facility has a profound impact on the revenue cycle management of the practice.

Healthcare service providers and medical practices can incorporate these practices to better their services and enhance the patient’s experience:

  • As mentioned before, how you treat your patients is ultimately going to affect how your practice is perceived as. Make it a point that you along with the whole staff are courteous towards every incoming patient to be it on call or in person.
  • An increasing number of people are choosing the diverse modes of payments, through a card, e-wallets, etc. Make sure your practice offers flexible payment methods.
  • Introduce pre-treatment cost estimates to engage patients early on in the billing process. This ensures transparency in further processing, thereby preventing patients from the shock of an unexpected charge. This also strengthens the financial sustainability of the healthcare service provider.
  • Personalization regardless of the industry strikes a chord with your customer, which in this situation are your patient. When meeting in person for diagnosis or treatment, make sure your framework a customized treatment plan. When corresponding through e-mail, display more care by addressing them with their first name and asking the question on their present situation and well-being.
  • If your medical practice has a website, make sure it is easy to find and navigate through. Be tactful in the placement of your contact information, so that the patients can look for it quickly. Vital information about your business such as phone number, address, operating hours, etc should be easily accessible.
    As said before patient experience does not stop when they are out of the facility’s door. Your medical practice should have a responsive grievance department that is readily available to solve all the billing issues as soon as possible.
  • One major mistake that every healthcare makes is only focusing on trying to attract new patient and not focusing on patient retention. Patient retention leads to a better Return on investment than drawing new patient, which is why it is imperative to work on your patient retention strategies.

A proactive approach to resolving billing issues will not only facilitate financial benefits but also enrich the patient’s experience. We understand that medical practices have a lot going on with their prime focus being providing supreme class healthcare service to their patient. Creating a team dedicated to looking after all the billing procedures is not always possible. But adequate and timely finance supply is what is keeping your medical practice in running and in the best shape, which is why we recommend outsourcing and consulting a medical billing and coding procedures services like Medphine that will make sure your revenue cycle is streamlined and adequately managed.

Medphine billing and coding experts will make sure all the minuscule, as well as significant aspect, are looked into and meticulously worked onto; from specialty-specific billing to value-added services. Medphine is one of those American organization that makes use of highly acclaimed eClinicalworks software, assuring accurate and superior revenue cycle management.

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Ensure successful training for EHR Implementation

Ensure successful training for EHR Implementation

In one of our previous blogs, we discussed what steps can a healthcare service provider take to ensure effective implementation of Electronic Health record. One of the pointers mentioned in it was to designate a leader that will provide smooth management of the newly implemented EHR.

In continuation with that we will be discussing today, how can the team be trained to ensure successful implementation of Electronic Health Record in your medical practice.

If you are a medical practice still keeping paper records and documents, it’s time you switch to EHR for enhancing the efficiency of the operations and productivity of your staff.

Why should the staff be well-accustomed with the technology?

EHR, after-all is a software, before working on which, one needs to be accustomed to the functionalities and adequately trained to gain a hang of it. Without adequate training, not only will the implementation go haywire but it will also have long-term adverse effects on productivity and revenue generation. Lack of training is one of the significant reason behind the ineffective utilization of EHR in medical practices.

What training strategies will ensure effective training about EHR use?

Who is going to be using the system; doctors, nurses? Guide them through the specifications of the system along with their application, as they better understand the needs and demand of the medical practice. Let them shortlist the system accordingly and present their ideas on how best can this system be utilized by the staff.

Post-selection, check how computer savvy is your staff. Since post-implementation the team has to work on the computer, it is necessary to identify the one who is not adept and framework an adequate basic computer training program so that they can do more than just taking photocopies and printouts.

Like there are those who have a hard time understanding the intricacies of the computer, there would also be fee staff members who would be proficient in it. Identify those and assign them the complicated [processing of the software.

It will help you in the long run if you start a real-time practice to reduce the risk of EHR implementation failure., which is why it is essential to create an office and software -paramount training.

With the growing capabilities of the employees, the basic training will no longer remain relevant which is why it is necessary that periodic intermittent refresher sessions are held, and as the employees develop and learn more about managing the medical database management system, advanced training is brought into action to enhance their efficiency and practices productivity.

You can ensure heightened efficiency by training particular employees on only those areas that they are going to work on. Training every single employee, every intricate aspect of the software will affect the productivity and functioning of the staff. It would be better if those excelling in computer skills are given more computer job and trained on it specifically.

And last but not the least, encourage feedback sessions post-implementation, so that you know which employees are having trouble and what changes can be brought into the training session to resolve it effectively.

A more wise and cost-effective decision would be to outsource a company for managing your medical billing and coding like Medphine. Medphine has extensive experience in handling EHR of general as well as specialty-specific physicians be it Oncology, Chiropractic. Our Team of billing experts and certified coders make use of the most acclaimed software for handling clinical records, i.e., eClinicalworks, which is being trusted by over 60% of providers in the United States for generating error-free clinical documents and maintain a healthy database. You can trust Medphine’s for streamlined, error-free billing management, per your practice’s needs and demands.

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