March 16, 2018

Training is Essential



Healthcare is always evolving, with new rules and regulations emerging on a regular basis. Training is essential for an organization’s success. It educates new and existing employees, improves productivity, and creates a better professional environment. When your practice has an established training process, you and your team will be well equipped to handle any healthcare challenges that may arise.

Here are some suggested trainings:

1. Health Insurance Portability and Accountability Act (HIPAA) certification and compliance. There are multiple websites that offer a certified course at a reasonable cost, like http://www.hipaatraining.com/. This brief course will help office staff understand how to protect the confidentiality and security of the patient’s healthcare information, what is appropriate to share over the phone, office conduct, and help reduce the risk of HIPAA related lawsuits. Make sure to certify everyone in the office every two years, or more frequently if needed, and have specific compliance protocol for everyone to follow.

2. Figure out the “ideal workflow” for your office and design trainings and responsibilities around it for maximum efficiency and outcome. Office managers should observe, analyze productivity reports, and meet on a regular basis with their office personnel to ensure the “ideal workflow” is being implemented and followed correctly. (See our blog on “Delegating Workflow” for more specific recommendations for workflow)

  • Develop your “ideal workflow.” Incorporate target goals, number of employees, all the necessary tasks to accomplish each goal, employees’ skillset, etc.
  • Address all foreseeable challenges ahead of time. Typically regular education and meetings with the staff can help overcome obstacles.
  • Talk with your team. Find out if the staff has any questions? Are they able to finish all their daily tasks on time? Do they understand all of their responsibilities and why they need to perform them? You may be surprised to learn how much help your team might need. Having your employees understand the importance of everything they do, could drastically increase attention to detail, which can save money for the office and boost efficiency.
  • Arm your staff with the best tools for handling their duties. Invest time to understand each employee’s professional skills and level of expertise. Be sure to delegate appropriate assignments and tasks to the individuals most suited for the job. Provide coaching and feedback for every team member to keep their performance in top shape.
  • Cross-train each employee, in case you are short staffed. Supply appropriate training for each assigned job, have employees work several weeks in it, and then rotate (while keeping the format the same). This way everyone knows each other’s role and can assist if needed.

3. Train and meet with your billing staff on a regular basis. Go over all reports, find out what is outstanding and why, analyze trends, denials, and rejections. Ideally, your billers should be experienced and certified in coding, so they can provide the feedback to the providers. It may be necessary to invest in their continued education and certification to have optimal cash flow and for compliance.

4. Participate and get the staff involved in medical society meetings. There are a lot of organizations that offer the latest updates and trainings for office employees. Find out what’s available in your community.

5. Stay abreast of the trainings your software vendor may offer. Some vendors provide on- going webinars and updates to their software. Being aware of these changes, may simplify workflow.

There are numerous topics that need to be constantly addressed in the medical practice from the latest industry news to existing healthcare rules and regulations. Being well-informed of the forthcoming trends proactively, versus reactively, is the best approach. Update your team and encourage them to be ahead of the game for upcoming changes; it will help keep workflow minimally disrupted.

In summary, know how your office operates and place the right individuals in specific roles. Provide targeted training for each job and continue to offer support and guidance. Always aim to keep the morale high and promote open communication.

Keep in mind, many offices need additional help analyzing their workflow and figuring out the most appropriate trainings. It may be beneficial to speak with an expert regarding your situation and create the optimal plan for your organization.

Simply Remember: “Training your employees leads to tremendous success.”

If you have any questions, please contact us at info@medicalbusinesspartners.com.

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About Team
At Medical Business Partners it is our mission to empower physicians to succeed in the ever-changing healthcare environment by improving billing, streamlining operations, and eliminating all inefficiencies.

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