Working less and making more
Create a system that simplifies your practice.
By Anthony J. Lombardi, DC
To make things run smoothly in any practice you need to create a process or a system that works. You can’t do everything yourself. If you did, you would be burnt out, stressed out, and of no use to your patients.
What does this mean in actual practice? You have to create a system such that, if you are not there, some- one else can step in, review your procedures, and execute them.
Remember that systems are designed to make things easier and more efficient for the business first and for you, the doctor, second.
The first step in creating an efficient system is to keep in mind your target audience. This will always be the patient. Your systems should ultimately make patient visits turn into experiences. When things happen easily and run smoothly, it creates a positive experience for the patient and indirectly helps your business.
Start with the basics
A business has three core elements: booking, billing, and collecting. You need these three areas to run like clockwork in order to have a viable business.
Step one: booking your patients
Making things easy for your patients is essential. Everyone likes options, so give these to them. There are three ways a patient can book an appointment: Online, by email, or the conventional way by telephone. When you give the patient these various options, it takes the pressure off your front-end staff.
Rebooking patients. It is vital that there is smooth communication between you and your front desk staff. In order to keep the flow moving smoothly, you shouldn’t need to disrupt the process of going from one patient to the next by having to stop at the front desk.
Routing slips or electronic messages make this exchange run quick and easy.
A routing slip is a piece of paper inserted into the file at the end of each visit informing the front desk what treatment was done, the amount the patient owes, and when the doctor needs to see the patient again.
If you use a paperless filing system, sending an electronic message works in place of a routing slip. An iPad or similar electronic device makes things even easier.
Step two: billing
This area includes billing insurance companies for services rendered and also paying your bills and covering payroll. Bills are going out and bills are coming in. Managing this system is crucial.
Billing insurance companies. Create a billing cycle that bills insurance companies daily. Ideally, two people need to be trained on this process. A backup person is key. The sooner you bill, the sooner you get paid.
Paying your bills and payroll. Maximize what your bank and your bookkeeper have to offer you. Arrange with your bank to pay all of your bills online automatically every month. This includes credit card balances, utilities, and your salary. Your bookkeeper can arrange through your bank to pay your employees through direct deposit.
Step three:
collecting
Successful businesses should model themselves around grocery stores. You have to pay for your groceries before you leave the store. Providing services without payment is like taking milk from the shelf and walking out without paying. It wouldn’t be tolerated in a supermarket, and shouldn’t be allowed in your practice.
Managing time to maximize profits
You’ve heard the expression, “time is money.” If you can find ways to save time, you’ll boost your income as well.
Social media. Have your patients promote for you. Social media outlets like Twitter and Facebook allow patients to become part of your culture. Patients discussing your care will promote your practice to others while increasing the amount of online material relating to your practice — which raises your search engine optimization and makes it easier for prospective patients to find you online.
Promotion in your clinic. Everyone waits in a waiting room. Use this time to make your patients more aware of what you and your clinic have to offer. Your reception and treatment rooms offer walls of space where you can post signage and screen educational videos.
Employing these strategies should see you increase your clinic’s sales of goods and services.
Patient referrals. Use every visit as an opportunity to grow and expand your brand. You are building a relationship with the patient, so make it a habit to thank your patient in advance for their kind referrals, even if they haven’t yet referred anyone.
Work fewer hours for more profits. Believe it or not, working less gives you more time to focus on you and your practice. Working four days instead of five allows you to keep your mind and technique fresh.
It can allow you to see patient problems more clearly and treat them better than if you are overworked and demotivated.
Money is not your primary reason for being successful. That will come in time. The patient is always the first reason for you becoming a success. If you get patients better, they will come back, refer more, and your reputation will precede you.
Secondly, when you work less your time is in greater demand. Therefore you have the ability to charge more for your services.
Remember, you are the expert in chiropractic. This means you should not expect to also be an accountant, a bookkeeper, a magician, and a fabulous writer. Know what you are good at, where your limits are, and when you need to step away.
Surround yourself with people who are experts in their own areas. This will naturally make you and your practice look good, while allowing you to work less and make more.
Anthony J. Lombardi, DC, has created a multi-million dollar corporation by integrating systems into his multidisciplinary practice, which focuses on the management of musculoskeletal dysfunction. He is a consultant and treatment provider to professional athletes in the NFL, NHL, and CFL. He can be contacted through www.hamiltonbackclinic.com.
