Maximize Your PM System With These 6 Tips

How much of your brain do you use on a daily basis? An oft-repeated statistic says that humans only use 10% of their brain’s full capacity. That’s a myth (luckily), but it does speak to the fact that much of our brain function remains a mystery. Kinda like your ophthalmology practice management software. It would be unfair to say that your PM system is the brains of your eye care practice, but it really is a nerve center. And like that urban legend about the human brain, it’s not uncommon for ECPs and their staff to only use a small portion of what their PM system’s capabilities.

That’s surprising, because your financial well-being depends on your ophthalmology practice management software, according to financial performance expert Ron Rosenberg, who spoke at AAO2015.

Even though PM systems are a practice’s nerve center, many ECPs make the mistake of choosing one solely because it integrates with a certain EHR. Many ECPs just figure that billing is billing, so they accept whatever PM system is integrated with their preferred EHR.

But billing is not “just” billing. It’s the lifeblood of your practice. A practice management system is basically an accounting system designed as a database, says Rosenberg. It uses tables to store information like patient demographics, fee schedules, insurance schedules, CPT codes, and much more. It allows users to enter, find, retrieve, and compare information in order to accomplish three important tasks:

• Practice management functions, like scheduling and patient registration
• Billing and collections
• Management and operational reporting, like A/R and provider productivity

A deeper knowledge of these three basic functions can give ECPs anything but basic results. So why do so many practices fall into the PM underutilization trap? Reasons vary and range from being too busy to sit down and learn something new, to fear of the unknown, to just being comfortable doing things the old way.

In order to get the biggest return on your ophthalmology practice management software investment, you need to utilize as much of the program as you can, not just the 10 percent you’re probably using now. Below are six ways to get more out of your system:

1. In most practices, system knowledge varies among staff members (sometimes greatly). But their collective knowledge often yields tips and tricks that benefit everyone. Collect them and add them to your protocols. If you don’t have protocols for basic PM tasks, this is a good time to write them.

2. Many vendors have online training videos or webinars, and regularly add new content. It’s worth checking weekly for new updates. Consider using this material at staff training sessions or for new employees. It often helps new employees to hear instructions “straight from the horse’s mouth” rather than from another employee who is not knowledgeable, not good at software instruction, or both.

3. Some vendors and professional organizations host online user groups and forums. These are great sources of information from users who share your concerns. Don’t be afraid to participate, ask questions, and share your own experiences and advice.

4. If it’s in the budget, attend your software’s user group conference. Many vendors host local and national events where users hear from industry experts, share best practices, and receive the latest product training. Attendees sometimes even serve as quasi focus groups to drive future software enhancements. If you can’t attend, check with your vendor about the availability of conference slides, presentations, or audio recordings.

Tip: Some vendors add ‘bonus’ sessions that allow staff to double-task and earn their continuing education credits.

5. If you’re purchasing a new system, stay in touch with your salesperson and trainer. The good ones will continue to assist you after sale and implementation. In addition to their general product knowledge, the can give you their perspective on how other practices use the software.

6. Whether it’s a billing question or IT hang-up, your vendor’s software support hotline should be a wealth of information. But don’t stop there— ask them “Is there a better way to do this?” You’ll never know if you don’t ask.

Photo Credit: Max Pfandl. CC BY 2.0.