OFFICE APPEARANCE---A KEY TO KEEPING PATIENTS

After reading this, close your eyes and take a mental stroll through your office.  Be critical in your evaluation.  How does the office appear to patients, particularly during an initial appointment?  An appealing, clean, organized, up-to-date office speaks volumes to patients about the type of dental care they will receive there.  An attractive, tidy, well- tended office portends the same type of dental care in a patient’s mind.  A cluttered, worn, uncomfortable space with dirty carpet, torn chair coverings, bugs in the overhead lights, boxes in the hallways, chipped paint on walls and woodwork, etc., gives the idea that the dental care received there will be of similar quality.

Patients are more likely to accept treatment and enroll in the Recare System if they find the office appearance and overall ambiance above the norm.  Office appearance starting with the external look of your building and signage and carrying through to every feature inside the office is the first yardstick patients use to measure the quality of your practice.  And once patients are satisfied with the office itself, the physical plant, they progress to a sense of trust in the dental team and the quality of care they will receive.

If you are not entirely pleased by the appearance of your office, recruit staff members to help you evaluate what needs to be done.  Set aside time to let business staff members walk through the clinical area, making a list of necessary improvements.  Ask clinical staff to do the same for the business and reception areas.  Both groups can assess the outside appearance of the building, landscaping, parking area, entryway, night time lighting, etc.  Looking critically with “fresh eyes”, staff members can most easily spot problems and needs for improvement in the area of the office in which they do NOT work.

Once the walk-through review is done with a list made of opportunities for improvement in office environment and appearance; prioritize projects, set a budget for expenses, and name dates by which projects will be completed.

INCENTIVE PAYMENTS FOR ELECTRONIC HEALTH RECORDS (EHRs)

Incentive payments are available for eligible professionals (EPs) who successfully demonstrate meaningful use of EHR technology.  Medicaid EHR Incentive Programs began in January 2011, but all states were not ready to participate at that time.  Most, however, are now equipped to process applications for payment.  Incentive programs for healthcare providers who treat Medicaid patients are paid through the state rather than by a Federal agency, and timing of payments varies from state to state.  The incentives can be paid for the adoption, implementation, or upgrade of certified EHR technology.

For more information explore the following two websites and follow suggested links.    (1) Go to https://ehrincentives.cms.gov and click on EHR Incentive Programs FAQs (Frequently Asked Questions) for a quick survey of information about how to collect incentive pay for EHRs used with Medicaid patients.  (2)For information on Medicaid EHR Incentive Programs in specific states, go to http://www.cms.gov/EHRIncentivePrograms/40_MedicaidStateInfo.asp.

ELECTRONIC HEALTH RECORDS---HOW TO PROCEED

The demand for dental Electronic Health Records (EHRs) is increasing quickly.  Many practitioners are searching for the right software supplied by a reputable vendor, the fair contract, and efficient installation that will not interrupt everyday operation of the practice. 

Evaluating EHR software is a first step.  Research is necessary to understand available packages, and a good place to begin is to talk with several colleagues who are using EHRs in their office.  Quiz them about the software as far as ease of use, complete charting details, vendor cooperation, factors in the original contract, and the vendor’s honest adherence to contract contents.  Another method of research: attend seminars about EHRs, take notes, and ask the presenter for details.  Third idea: hire a consultant with experience in finding the right EHR software for a variety of practices, in negotiating contracts, and in implementation.  Also one can search on line for a viable system, and inquire of your state dental society to see if a particular EHR is endorsed.

Choose the EHR software vendor with great care.  An ethical vendor should present a written proposal, conduct a timely practice-oriented demonstration on site, and be able to answer specific questions you and your practice administrator may have.  Comparison of three or four systems and their vendors should suffice for selecting the right EHR for your practice.

The EHR contract between the practice and the selected vendor might seem like navigating uncharted territory.  Do not automatically assume your attorney can properly review the contract and spot problems.  Ask your lawyer if he or she has experience with EHR contracts.  If not, ask who he or she recommends to review the contract.  Select someone familiar with the legal jargon and details of a fair EHR contract that does not favor the vendor over you, the customer.

Ease of implementation of EHRs in your office requires that you name at least one savvy staff member to act as liaison with the vendor.  Vendor representatives will do the actual installation.  The office rep must be available to shadow their work, to fully understand the system and its operation, to coordinate staff training, and to maintain on-going contact with the vendor for questions or problems that may arise.

Converting to EHRs is a complicated undertaking that requires research, planning, communication, time, and resources.  Once the right software is in place, backed by a reputable vendor, and operated by well-trained staff, most “paperless” offices find that the improved efficiency and cost savings are worth the initial effort and expense.

REMINDER: CDT 2014 CODES ARE NOW IN EFFECT

Complete reimbursement received quickly from third party payers is assured only with accurate coding of dental procedures on submitted claims.  Changes to the CDT 2014 codes include 29 new procedure codes, four deleted procedure codes, 18 revised procedure codes, and seven changes to subcategories and their descriptors.  And how is your staff to keep up with these changes which are now mandated to happen every year?  Answer:  an updated CDT 2014 manual. 

A CDT 2014 manual is positively essential in every office that accepts third party payments.  The best manual on the market??  CODING WITH CONFIDENCE written by Dr. Charles Blair, a nationally-renowned authority on the subject.  This manual provides expert assistance in filing error-free claims using exclusive Predictive Error Correction technology to prevent common mistakes, Warning and Watch icons, and varied illustrations and flow charts.  Boost legitimate reimbursement by preventing costly mistakes and reducing coding errors.  Order CODING WITH CONFIDENCE from Practicon today at 1-800-959-9505 or online at www.practicon.com.