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Physician Forum
Hello and welcome to Forum
the official newsletter of the Texas Society of the ACOFP.
The goal of this newsletter is to
keep you, our physician member up to date on the activities of
our organization and provide you with useful information for
your professional life.
Forum also contains a section for your office staff as well; with helpful
information for the challenges your office may face on a day to
day basis.
Of all the challenges faced by
physicians in the family practice setting, no doubt one of the
toughest is that of creating and maintaining an organized,
efficient office with a staff that is productive.
Is this even possible in today’s
environment? I say yes, it is very possible. Let’s take a look
at some things that financially prosperous offices are doing.
1. Mission Statement-this
defines the reason your business exists and clarifies decisions
to be made.
2. Written Job Descriptions-it
is imperative to the success of a practice that each job has a
defined set of parameters and each employee fulfill the entire
role for which they were hired. This will allow the business
owner to avoid duplication of duties and ensure that every area
of the practice has the proper attention devoted to it.
3. Quality Employees-hire
quality staff with the proper skills and qualifications; train
them well and take good care of them. This tremendously reduces
turn over which can be very damaging to the practice. In the
long run, it will ALWAYS be in the best interest of the practice
to pay more in the short-term for quality employees. Employees
who are loyal to the practice and the patients will provide the
best return on investment, don’t skimp here.
5. Cross Training-cross
train your entire office. This will help promote a team spirit
and bring a greater level of competency and efficiency to the
practice.
Try not to segregate groups of
employees. The receptionist should know how to enter claim
charges, the data entry clerk should know how to post payments
and the medical staff should know how to answer the phone and
direct a call. No one should have an “that is not my job”
attitude.
6. Staff Meetings-meet
with practice staff on a regular basis. This will ensure that
everyone shares the same vision and understand the expectations
for the practice. This does much to encourage productivity in
the practice staff.
7. Review Financials-Enough
cannot be said on this subject. It is critical that the owner
of the practice have a solid understanding of the business
finances. Even though you may delegate this task, the financial
responsibility cannot be delegated. Insist on receiving regular
reports daily and certainly weekly or monthly-no less. Then be
sure to review them yourself. Finances are the life force of
the practice and should always be under firm control. Know how
to properly code for the services you provide. Be aware of the
mail concerning your claims as it comes through the practice.
No one else is going to take better care of the practice assets
than the owner.
8. Change-don’t
allow your practice to fall behind, keep up with the changes in
technology, billing and coding and other key areas. You don’t
have to be the first one to jump into the newest development,
but don’t be the last either. Wait for stability and then keep
your practice upwardly mobile.
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Coding-are you up to date?
OMT-
98925
Osteopathic manipulative
treatment (OMT); one to two body regions involved
98926
three to four body regions
involved
98927
five to six body regions
involved
98928
seven to eight body regions involved
98929
nine to ten body regions involved
Related ICD-9 Diagnosis
Codes
Somatic Dysfunction-
739.0 though 739.8
These are not exclusive
diagnosis for these codes, but they are the most widely
accepted by insurance to show medical necessity for these
services.
Influenza Vaccinations
CPT Codes
90658-Influenza
virus vaccine, split virus, for individuals three years of
age and above, for intramuscular use.
90657-Influenza
virus vaccine, split virus for children 6 – 35 months of
age, for intramuscular use.
G00080-Medicare
recognized CPT code for administration of the influenza
vaccination
90471-Administration
of immunization
Related ICD-9 Diagnosis
code
V04.81-Need for prophylactic
vaccination and inoculation against, Other viral diseases,
Influenza |
D.O. Staff Forum
Dear Staff-while the commercial
world might view this time of year as a boon for business and
the economy, I recognize that many in family practice are
perhaps ready to tear their hair out during what we
affectionately refer to “infectious season”.
In many cases, the family
practice doctor’s office can be so busy right now you wonder how
you will survive; but you will!
Now is the time to dust off your
offices communication skills, particularly those who schedule
appointments and work with patients face to face.
It is critical to your practice
to be good communicators to those who contact your office for
help during this time of year.
Here are a few strategies for
handling the infectious season.
Smile-when you answer the phone and greet patients upon their arrival to your
practice. This goes a long way towards disarming people who are
grouchy and feeling miserable.
Let them talk-if
someone is angry, just let them talk, making direct eye contact
during their tirade. Once they are spent; then try to repeat
back to them your understanding of the problem. If it is within
your power to fix the problem, DO IT. If it is not within your
power to fix the problem let them know you will immediately
speak with the person who can best help them, then DO IT. If
the issue is not solvable with either of these scenarios, allow
your business manager to take them aside and come to a
solution. Try as much as you can to be on their team instead of
trying to molest them onto yours.
Find a buddy-locate
someone in your office who can fill in for you in a pinch for a
few minutes so you can escape. During this time of year,
everyone needs an occasional breather-take one.
Entrepreneurship-ultimately
each person is in business for themselves. Remember this as you
come to work each day, do your personal best and be your
personal best. When you consistently turn in a top performance,
cross training in other areas, seeking to help others and
communicating well, you are placing yourself in line for a
promotion. Remember too that each skill you gain is a skill you
keep for life that goes with you for your entire career. Don’t
have the “it’s not my job” attitude. Instead seek to have a
open mind and a willingness to learn all you can from your
employer and co-workers. In the end it benefits you the most.
Kris Beavers, Executive Director
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