4 Reasons You Should Use an EMR for Practice Management

When you think about your EMR, documentation might be the first thing that comes to mind. And while defensible documentation is crucial—and should be the main component of your EMR—there are other perks your software vendor can offer you. One of the most efficient, cost-effective options available through your EMR is a practice management suite. Think you already have your processes on lock? Even if you do, you can further streamline your business when you take advantage of all of the benefits your software offers.

As this InformationWeek article explains, “Ideally, EHR and practice management systems work together so that patient registrations become patient health records, and the diagnosis recorded into the EHR turns into a properly coded insurance claim.” Sounds pretty slick, right? If you aren’t convinced yet, here are five mission-critical practice management functions made oh-so-simple with an EMR:

1. Capture Patient Demographics

When a patient enters your clinic, you’ve likely gathered all of his or her demographics before the appointment. You’ve got names, numbers, insurance information, and addresses. But, where do you store it all? Are you leaving PHI in paper files on your front desk or in a filing cabinet—thus putting your practice at risk for a HIPAA violation?

The best way to collect—and store—patient demographics is by entering this information into your secure EMR. Your EMR should provide a patient intake form option. That way, you can be sure you’ve collected all the relevant information, confirmed that it’s up to date, and stored all of it in a secure, cloud-based system. And if you ever need to access any patient info, it’s just a few clicks away. No more digging through stacks of paper—or shuffling through filing cabinets—to locate your patient data.

2. Schedule Appointments

Just like those stacks of files, your appointment book shouldn’t be left to the whims the paper gods—and at risk for HIPAA violations, natural disasters, or misplacement. With the right EMR, you can easily schedule patients, color-code their appointments, manage multiple schedules, and even send automatic appointment reminders. You’ll save time and money when you let your EMR help you decrease no-shows through a seamless scheduling system.

3. Maintain Payer List

With an EMR, you can easily assign the appropriate payers to each of your patients, and it’s simple to keep a comprehensive list that’s available for updating at any moment. Plus, your EMR should offer documentation safeguards based on your payer list. For example, your Medicare patients should trigger certain documentation alerts. With the right EMR, you can control all of this within your payer settings.

4. Generate Reports

Your EMR contains a wealth of information, and when paired with your documentation, you can generate and analyze a number of metrics through easy-to-run reports. With a good EMR in place, you can track no-shows, provider productivity, completed documentation, and even PQRS progress. Running these reports regularly will give you true insight into your business.

5. Submit Clean Claims

The first step to submitting clean claims is creating clean documentation. Your EMR should already have that down pat. But, does your EMR automatically generate CPT codes that flow into your billing software or to your billing service? If not, it absolutely should. Dr. Heidi Jannenga explains in this article that using “a medical billing software or service that is integrated with your EMR means that demographic and billing data will be seamlessly transmitted from your documentation system to your billing company.” The more you can automate processes through your EMR, the more time—and effort—you can save doing routine tasks. And that, ultimately, allows you to spend more time doing what you love: helping patients.

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If you’re looking to improve your processes, look no further than your EMR’s practice management system. As this HealthIT.gov article simply states, “79% of providers report that with an EHR, their practice functions more efficiently.” Are you taking advantage of everything your EMR has to offer?


5 Reasons Why PTs Love Their Cloud-Based EMRs

Some physical therapy clinics seem to have it all together: documentation gets done in a flash, claims are processed—and reimbursed—with ease, and everyone’s up-to-speed on all the latest regulatory changes. Maybe they’re born with it—or maybe it’s their EMR. Great cloud-based EMRs are designed with PTs in mind; these systems help make running a clinic seem like a breeze. Here are the top five reasons why PTs love working with a cloud-based EMR:

1. Affordability

Thanks to the cloud, PTs no longer have to shell out big bucks upfront—or cover the recurring costs associated with manual updates and IT staff—to use server-based EMR systems. Plus, software-as-a-service (SaaS) EMR vendors typically offer month-to-month payment models, making a cloud-based EMR an even less risky investment—an especially crucial selling point for smaller practices. Plus, users of these systems can switch to another EMR at any time. Vendors know this, which means they’re dedicated to providing customers with the highest-quality products and support.

2. Support

Speaking of support, like your best friend (or a pint of ice cream), a good EMR vendor is there when you need it with top-notch customer service. Think you have to bust out a user manual or comb through compiled help files if you have issues during setup or implementation? Not with a cloud-based EMR that’s ready to assist you with how-to guides, extensive knowledge bases, and an expert support staff.

3. Ease-of-use

A great cloud-based EMR is simple, user-friendly, easily scalable, and flexible. PTs love that cloud-based EMR vendors provide constant software and compliance updates to improve the user experience. Some vendors even develop enhancements based on user suggestions. With cloud-based EMR systems, PTs never have to lift a finger to access the newest version of an application or waste time worrying about—or fixing—notes or claims that aren’t up to payers’ standards.

4. Security

When it comes to keeping your patient data safe and secure, never fear—cloud-based EMR is here. With bank-level security encryption, tough password guidelines, automatic data backups, audit trails, super-secure data centers, and specialized staff, cloud-based EMRs have your back (and your front, and your sides, and—you get the picture).

5. Accessibility

PTs enjoy the convenience of working with a truly cloud-based EMR, which can be accessed anytime, anywhere, from any browser, and on any Internet-enabled device (unlike those bulky server-based EMRs, which sit in your office like a bump on a log—and require downloads, installations, and manual upgrades).

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Cloud-based EMR vendors work hard behind the scenes to make documentation, billing, compliance, and practice management less of a hassle—and less of a hit to a clinic’s budget. But it’s not just about saving time and money (or wearing long-lasting makeup). A truly great EMR makes PTs feel all of the feels. Why? Because these features give PTs the freedom to get back to doing what they love most: helping patients.


Physical Therapy EMR, Practice Management Software, and Billing System: What’s in a Name?

Say my name, say my name. When no one is around you, say PT EMR, PMS, and billing system, I love you—if you ain’t runnin’ game. Huh? Destiny’s Child may have said it best; but while rehab therapy providers aren’t runnin’ game, they might feel played by all of the indistinguishable healthcare jargon that directly impacts their workflow. So, what’s in a name? Could it be that you are at the crib with a misunderstanding? Here’s what you need to know about EMR, practice management software, billing systems, and how each one impacts your processes:

Physical Therapy EMR

You are, in fact, on PhysicalTherapyEMR.net, so I’m going to take a wild guess that you at least have an idea of what an EMR is. But do you know what your EMR really does? According to this WhatIs article, “An electronic medical record (EMR) is a digital version of the traditional paper-based medical record for an individual. The EMR represents a medical record within a single facility, such as a doctor’s office or a clinic.” And based on that broad definition, your PT EMR should contain everything your practice would document on paper—but in digital form. Some EMRs also include practice management, and they might even integrate with your preferred billing system. (Hint: An ideal EMR should offer reporting capabilities as well as billing integration options).

Practice Management Software

Speaking of practice management: Practice management (PM) software helps employees handle the day-to-day tasks involved in running a practice. These can include managing patient demographic information, scheduling appointments, and tracking business metrics through automated reports. Keep in mind that your EMR and your billing system may offer practice management capabilities as well. In fact, software systems that combine documentation and billing functions with practice management capabilities actually make a lot of sense, because the information that a PM system manages is already contained within the EMR or the billing system. And having all of this information right at your fingertips—in a readable, digestible format—makes any rehab therapy software system even more valuable.

Physical Therapy Billing System

When it comes to billing systems, the typical workflow revolves around an electronic process. That’s because, aside from payers like workers’ comp and auto insurance, claims are typically processed electronically—which requires software to handle the work. This SearchHealthIT article states it best: “Electronic medical billing is the process by which a health care provider electronically submits a bill, or claim, to a health insurance company, or payer, for the rendering of medical services.” Without a billing system (and software) in place, providers wouldn’t be able to submit, track, and process their claims. And in the interest of streamlining your workflow, you should look for a billing system that integrates with your EMR and includes PM functionality.

 

So, there you have it. A great EMR offers integrated practice management and billing systems so you have the ability to better manage your practice. And finally? Yeah, yeah, yeah, yeah, yeah, yeah—where my PTs at?


How an EMR Can Work Miracles for Your Billing Process

Physical therapy billing is a process that begins well before your patients even enter your clinic. If your process is efficient, your bottom line likely will grow as a result of your efforts. However, if your process isn’t streamlined, you might find yourself regularly dealing with claim denials and reimbursement delays. And when it comes to process efficiency, there are few factors more influential than your software. I’m talking about your physical therapy EMR. Because with the right EMR in place, your billing process can miraculously transform from a pain-in-your-rear-end into a revenue-boosting machine. Here’s how:

Decreased Errors

Human error is inevitable. Why? Because we’re only, well, human. In general, making a mistake affords you the opportunity to learn a lesson and grow from the experience. But when it comes to coding mistakes, the lessons you learn will cost you—big time—in the form of claim denials. However, there is something you can do. With the right EMR in place—one with top-notch functionality—you can minimize coding errors. According to this study, using an EMR can increase revenue with a “better capture of charges, and decreased billing errors.” The same study goes on to reveal that “computerizing the encounter form could decrease these [billing] errors by 78%.”

Knowing the ins and outs of coding is complicated—even with highly-skilled coders and billers on staff. And as a PT, it’s incredibly challenging to mentally retain all of the information required to accurately code—especially with regulatory requirements that are constantly shifting. Having a system in place with a comprehensive code database is crucial for coding accuracy (say goodbye to cheat sheets). Clinical judgement has always been a crucial part of the coding process, but with ICD-10 right around the corner, the ability to code to the highest level of specificity is even more important. After all, if you don’t select the most specific code possible, you risk claim denials. But with the help of an EMR, coding correctly shouldn’t be rocket science.

Increased Efficiency

Take a few moments to consider the number of hours your staff spends entering charges from super bills into a billing system. What if you could eliminate all of that extra manual data entry? You can. When you work with an EMR vendor that’s integrated with your ideal billing solution, you eliminate all double entry. Your data flows seamlessly from your EMR into your billing software. From here, you can electronically scrub claims and submit them without missing a beat. And that frees up your billing staff to work on resolving other billing issues instead of toiling away at unnecessary data entry. As HealthIT.Gov explains, an EMR reduces the “time and resources needed for manual charge entry resulting in more accurate billing and reduction in lost charges.” Who doesn’t love a reduction in lost charges?

Improved Cash-Flow

The right EMR will help you code efficiently and accurately with the help of comprehensive documentation profiles. The system should prompt you to comply with all compliance requirements as well as provide tools for more accurate coding (e.g., 8-minute rule guidance, modifier options, and a comprehensive ICD-10 tool). What does accuracy mean in terms of cash-flow? Everything. When your documentation supports accurate coding, you have the best chance of getting paid—fast.

An electronic system will help you quickly determine what code is appropriate and accurate for that treatment. What’s more? When you submit a clean claim with accurate codes—the first time—that claim is paid quickly, which means you don’t have to deal with the hassle of going back through attending documents and resubmitting corrected codes. This NCBI study further illustrates this point: “With an EHR system, many billing errors or inaccurate coding may be eliminated, which will potentially increase a provider’s cash flow and enhance revenue.”

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If your practice could use a helping hand with your billing process, it might be time to re-evaluate your EMR. With the right system in place, you can streamline your workflow, increase your revenue, and clean up your claims for better billing results. And it doesn’t take magic—just some help from an EMR system that has your back.