LEVERAGING YOUR EMR and PMS TECHNOLOGY: Making It Worth the - - PDF document

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LEVERAGING YOUR EMR and PMS TECHNOLOGY: Making It Worth the - - PDF document

LEVERAGING YOUR EMR and PMS TECHNOLOGY: Making It Worth the Investment By Sue Hertlein Sr. Consultant The Coker Group CME Activity Planning Committee Name Title/Institution Disclosures Roger Brown, PhD Director, House of Delegates


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SLIDE 1

LEVERAGING YOUR EMR and PMS TECHNOLOGY:

Making It Worth the Investment

By

Sue Hertlein

  • Sr. Consultant

The Coker Group

CME Activity Planning Committee

Name Title/Institution Disclosures Roger Brown, PhD Director, House of Delegates Office None James A. DeNuccio, MBA Director, Organized Medical Staff, Group Practice & Senior Physician Services None Cynthia Penkala, CMM Senior Policy Analyst, Practice Management Cneter None Kay Stanley, CMPE Associate Partner, The Coker Group Employed by company that publishes AMA Practice Management Publications Raymond Helm Director, Group Practice Market Segment None Leigh Adams Marketing Manager, AMA Business Products & Services None Carrie Waller Manager, Special Groups None Alice Reed Program Administrator, Office of Group Practice & Senior Physician Services None Faculty Sue Hertlein Senior Consultant, The Coker Group Employed by company that publishes AMA Practice Management Publications

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SLIDE 2

AGENDA & OBJECTIVES

  • EMR Optimization:

Identify the essential business & clinical functions required to realize the efficiencies of an EMR system.

  • PMS Optimization:

Identify important business elements that improve efficiencies in a PMS system.

  • ROI Measurements

Construct and use a return-on-investment (ROI) tool in your practice.

  • Leadership Roles:

Analyze the roles of physicians and administration in these processes.

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SLIDE 3

You’ve installed your new, robust EMR……

Now what???

. . . Take 2 and call YOUR Doctor!??!!

  • 1. You did your due diligence in selecting

the ‘right’ software.

  • 2. You hired an IT specialist to purchase,

configure and install the hardware.

  • 3. You listened to your vendor as they

guided you through the implementation plan and schedule.

  • 4. You provided training to all staff.
  • 5. You built your templates.
  • 6. You began using your new system(s).
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SLIDE 4

. . . . . however, you just don’t feel like you have full optimization in your practice.

EMR OPTIMIZATION EMR OPTIMIZATION

EMR OPTIMIZATION

  • All PA’s and NP’s automated?
  • Are all physicians automated?
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SLIDE 5

EMR OPTIMIZATION

  • Could be losing “benefits” of

$12,000-$25,000 per month per provider

EMR OPTIMIZATION

  • Printing the schedule to paper?
  • Still pulling old charts?
  • Still creating a chart or other

paper documents?

EMR OPTIMIZATION

  • Collecting vitals manually or digitally?
  • Who documents chief complaint?
  • . . . . History? ROS?
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SLIDE 6

EMR OPTIMIZATION

  • Fully utilizing templates for Exam,

Assessment & Treatment Plan?

  • Customizing templates on the fly?
  • (Caution: Be aware of the “cloning”

macros in EMR’s.)

EMR OPTIMIZATION

  • Created custom templates by

chief complaint to include your treatment protocols?

EMR OPTIMIZATION

  • Still dictating?
  • Still printing scripts to paper?
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SLIDE 7

EMR OPTIMIZATION

  • Educate patients to call their

pharmacy for Rx refills - - not your office.

EMR OPTIMIZATION

  • Interfaced with Quest, Labcorp
  • r hospital for bidirectional

transmissions?

EMR OPTIMIZATION

  • All staff utilizing messaging?
  • Entering all patient calls into

system? Incoming and replies?

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SLIDE 8

EMR OPTIMIZATION

  • Utilizing E&M coder?
  • Ensure you audit the codes!

EMR OPTIMIZATION

  • If applicable, set-up health

maintenance reminders.

EMR OPTIMIZATION

  • Utilizing patient education?
  • Using customizable letters

for PCPs, specialists, patients?

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SLIDE 9

EMR OPTIMIZATION TIPS

  • If multiple physicians,

get together to share ‘tricks’ and/or shortcuts

  • Develop and utilize ‘super users’

EMR OPTIMIZATION TIPS

  • Offer ongoing training (web-based
  • r onsite by vendor, internal, etc.)

PMS OPTIMIZATION PMS OPTIMIZATION

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SLIDE 10

PMS OPTIMIZATION

  • Using customizable instructions for front

desk/scheduler?

  • Customized visit types and modifying as

needed?

PMS OPTIMIZATION

  • Scheduling all resources in system?
  • Utilizing online eligibility verification?

PMS OPTIMIZATION

  • Are you transmitting your charges from

EMR to PM for autocoding?

  • 99214

81000

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SLIDE 11

PMS OPTIMIZATION

  • Processing charges daily?
  • Transmitting electronically?

PMS OPTIMIZATION

  • Utilizing ERA?

PMS OPTIMIZATION TIPS

  • Take digital pictures of patients
  • Utilize the standard reports
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SLIDE 12

PMS OPTIMIZATION TIPS

  • If a good fit for your practice, think

about using an automated call messaging system

RETURN ON INVESTMENT

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SLIDE 13

SHOW ME THE MONEY!!!

ROI

  • How do you measure

ROI?

  • Is it all about money… what

about quality?

ROI

  • What about employee satisfaction?
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SLIDE 14

ROI

INTANGIBLE RESULTS

  • Improved patient care
  • More accurate coding
  • Faster replies to patient inquiries
  • Quality of patient records
  • Improved employee job satisfaction

ROI

“HARD” DOLLARS

  • Transcription costs
  • Chart costs
  • Paper costs
  • Storage space rental (re-

purposed)

ROI

“SOFT” DOLLARS

Salary savings to create, pull, file & search for charts Increased billed charges Decrease in A/R Reduction in staff additions, due to repurposing office staff

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SLIDE 15

ROI CASE STUDIES ACTUAL ROI #1

MEASUREMENT DOLLARS PERCENTAGE CHANGE

Decreased Total Aged A/R

  • $100,255
  • 22.3%

Decreased Insurance Aged 90+Days $19,531

  • 42.6%

Reduced Transcription Costs $58,415

  • 50.6%

Increased Billed Charges $514,800 15.8%

ACTUAL ROI #2

MEASUREMENT DOLLARS PERCENTAGE CHANGE

Decreased Total Aged A/R

  • $152,430
  • 14.7%

Decreased Insurance Aged 90+Days $35,230

  • 22.4%

Reduced Transcription Costs $27,600

  • 45.3%

Increased Billed Charges $624,000 7.3%

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SLIDE 16

ROI ROI Calculator

LEADERSHIP’s ROLES

  • Physicians
  • Adminstration

LEADERSHIP’s ROLES

PHYSICIANS

  • Openly support Practice’s decision

regarding an EMR

  • Embrace change - be open
  • Be flexible
  • Fully implement and utilize the EMR
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SLIDE 17

LEADERSHIP’s ROLES

PHYSICIANS (con’t)

  • If issues with application, talk with

physician champion privately; constructively voice your concerns. Offer suggestions.

  • Listen to the clinicians and their opinions
  • When needed, ask for assistance

(coaching, training, etc.)

  • Work together to share shortcuts, etc.

LEADERSHIP’s ROLES

ADMINISTRATION

  • Openly support Practice’s decision to

purchase new PMS and/or EMR

  • Embrace change - be open
  • Be flexible
  • Listen to the staff performing the tasks

regarding the system application

LEADERSHIP’s ROLES

ADMINISTRATION (con’t)

  • Identify ‘super users’ for PMS and EMR

and utilize them in training new hires, cross training, coaching and re-training.

  • Celebrate successes
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SLIDE 18

AMA Resources

  • AMA Practice Management Center offers

free resources for AMA members: www.ama-assn.org/go/pmc

  • AMA Bookstore offers practice

management publications at a discounted member price: www.amabookstore.com

Thank You! Thank You!

Sue Hertlein The Coker Group shertlein@cokergroup.com 678-832-0423