Simplify Your MIPS Reporting Process: Best Practices for Workflow Optimization

Written by Chirpy Bird contributor Shereese Maynard, MS, MBA She/Her

The Merit-Based Incentive Payment System (MIPS) reporting process can feel like a complex puzzle, but with the right approach, it doesn't have to be. The key is workflow optimization. That means setting up efficient systems so that collecting and reporting data doesn’t take over your entire practice.

Think of MIPS reporting like a well-run kitchen. If everyone knows their role, follows a process, and has the right tools, the work gets done efficiently. But if ingredients are missing, orders get lost, and communication breaks down, it’s a disaster. The same applies to your MIPS workflow.

If you want to make MIPS reporting easier, here’s how to fine-tune your process so you can collect the right data at the right time without stress.

1. Choose the Right Measures Early

Not all MIPS measures apply to your practice, so don’t waste time collecting data that doesn’t count. Start by reviewing the list of MIPS quality measures and pick the ones that make sense for your specialty and workflow.

How to optimize this step:

• Select measures that match the services you already provide.
• Review last year’s data to see which measures performed well and where improvements are needed.
• Keep an eye on CMS updates—measure requirements change, and you don’t want surprises.

2. Assign a MIPS Champion

MIPS is a team effort, but without a leader, tasks can easily slip through the cracks. Assign one person in your practice to be the MIPS champion—someone who understands the reporting process and holds everyone accountable.

What they should do:

• Stay up to date on MIPS requirements.
• Train staff on documentation best practices.
• Track progress and keep reporting on schedule.

Think of your MIPS champion as your team's quarterback. Their job is to ensure that everything runs smoothly from start to finish.

3. Integrate MIPS Data Collection into Daily Workflows

One of the biggest mistakes practices make is treating MIPS reporting as separate from patient care. Instead, build data collection into your daily workflow so it happens naturally.

Ways to make this work:

• Use your EHR effectively. Configure your system to capture the required data automatically.
• Standardize documentation. Make sure every provider follows the same format when entering data.
• Automate where possible. Many EHRs have MIPS-specific templates—use them!

When data collection is built into daily tasks, you avoid last-minute scrambling at submission time.

4. Conduct Monthly Check-Ins

Waiting until the last minute to check your MIPS data is like cramming for a final exam the night before—it rarely ends well. Instead, review performance monthly to catch problems early.

What to check:

• Are all eligible providers capturing the required data?
• Are there any gaps or missing information?
• Is the data meeting MIPS benchmarks?

Schedule a standing meeting once a month to go over this with your team. If something isn’t working, adjust before it becomes a bigger issue.

5. Train Staff on Proper Documentation

Quality reporting is only as good as the data being entered. If providers and staff aren’t documenting correctly, your MIPS score will suffer.

How to improve training:

• Provide regular refresher sessions on MIPS documentation.
• Create quick-reference guides for common documentation errors.
• Make training part of onboarding for new staff.

A well-trained team means better accuracy and less cleanup work later.

6. Perform Internal Audits

A small data entry mistake can lead to big problems during MIPS submission. Performing internal audits helps you catch errors before CMS does.

How to audit effectively:

• Pick a few patient records at random and review documentation.
• Cross-check data with MIPS requirements to ensure accuracy.
• If you find a problem, correct it and train staff to prevent it.

Think of internal audits as quality control for your reporting process.

7. Submit Data Early

The MIPS submission deadline for the 2024 performance year is March 31, 2025, at 8 p.m. ET, but you should start now.

Why early submission matters:

• You get time to fix mistakes before the deadline.
• Technical issues can arise—submitting early prevents last-minute panic.
• You can focus on patient care instead of compliance crunch time.

Set an internal deadline at least one month before CMS’s deadline. That way, you have time to review and adjust if needed.

8. Stay CMS Audit-Ready

MIPS data is subject to audit, meaning you must keep records for at least six years after submission.

How to stay prepared:

• Keep all supporting documentation organized.
• Maintain a record of your reporting workflow and decisions.
• Store data in a secure location where it can be retrieved quickly if requested.

If an audit happens, you’ll be ready without the stress.

Here's the thing . . .

MIPS reporting doesn’t have to be a headache. When you optimize your workflow, reporting becomes a natural part of your practice instead of a last-minute scramble. By selecting the proper measures, training your team, checking in regularly, and submitting data early, you’ll set yourself up for success—and a strong MIPS score.

Remember, the goal of MIPS isn’t just compliance—it’s improving patient care. A well-structured reporting process helps you achieve both.