Greetings and welcome to 2023. I've given a great deal of consideration as to how we can increase public relations and the reputation of traditional medicine here in the United States this year. I've decided to focus on what you can relate to most: enhancing the success of your clinic.
1. Request Medical Records
Do you have each of your patients sign an authorization form that allows you to request their medical records from their other medical providers? If not, why not?
Currently, there is a section in the evaluation and management (E&M) codes called medical decision-making. MDM is considered the thought process of the medical practitioner. MDM refers to the process / complexity of establishing a diagnosis; and then choosing a management and treatment option as measured by the following:
- The number of both the diagnosis and management procedures to be considered
- The amount and/or complexity of the data collected in medical records, diagnostic tests and other information that must be obtained reviewed and analyzed
- The severity or seriousness of the patient's condition
After you have received the records from another medical provider, please remember to send a handwritten thank-you note. It can be something as simple as: Dear Dr. [insert last name of doctor], Thank you for sending the medical records. I appreciate being able to share in the care of your patient.
Sign your name, hand write the address on the front of the envelope, and put "personal and confidential." This way, you'll get past the doctor's front desk. Also remember to include your business card.
It also might be interesting for you to check the doctor's website. Look at Yelp reviews so you will know what his / her patients are saying.
Medical records are the health history of a patient. As the acupuncturist, you are part of that health history.
2. Create a Referral Pad
Next, you may want to consider creating a referral pad for your practice. This is a communication tool that can be sent to other medical providers who can and should be referring to you.
The average MD is being asked about acupuncture multiple times a day; but who does the doctor know? If your referral pad is easy for them to access, then instead of saying, "I don't know anyone who practices acupuncture," they can fill out one o the sheets in your referral pad and give it to the patient. An instant referral!
(A referral pad is similar to a prescription pad. In this case, one medical professional can give it to a patient to make an appointment with another medical professional. It's easy and inexpensive to get a referral pad made at your local printer or even online.)
3. Always Do a ROF
ROF stands for report of findings, and you should be doing one with every single patient. Again, this process is referenced in the evaluation and management codes. It is classified as the counseling session. This is separately identifiable time spent with the patient (and if present, any / all family members) discussing examination findings, treatment plan, treatment options, expectations of care, and subsequent lifestyle effects of the condition the patient is experiencing.
Tip: When you give your report of findings face-to-face with the patient, recommend that the patient bring someone with them. Several things seem to happen during this report time. The patient and the person with them hear the same information. It helps the patient keep their appointments, follow your home instructions, do the exercises you recommend, and pay for the services you provide because a friend / loved one also understands why your medicine is needed and what is required to manage their condition.
In general, a report of findings has four parts: First, explain to the patient what you have found through your history taking and examination. Second, explain the equipment you're going to use, probably starting with needles, but also including herbs and any other ancillary services you may use: gua sha, cupping, moxa, etc. It's during this phase of the report that the patient will gently nod their head in acknowledgment and at the same time, transfer their trust to you.
As you continue your report of findings, share your recommendation for the number of treatments. Finally, tell the patient how often they should come in order to get maximum value out of your care plan.
4. Don't Forget About the Financial Consultation
The new federal law, nicknamed the No Surprises Act [read Sam Collins' column in the April 2022 issue for details], requires an individual, separately identifiable financial consultation to ensure the patient doesn't receive a "surprise" bill / charge they did not expect. This requirement goes hand in hand with patient informed consent. Every patient needs to know how (and how much) they will pay for the services rendered through your office: cash, insurance, a combination, etc.
Three crucial elements are required: a financial policy for your office; a financial consultation with every patient; and a financial agreement the patient signs after being informed of the cost of their care. You must be able to give the patient a good-faith estimate and approximately how much the series of treatments will cost.
If you're a cash-only practice, 2023 is the time to start investigating whether some of your services could be covered by insurance. Your financial policy should make it clear whether you will be submitting a claim to their insurer, how long you are willing to wait before the patient owes the balance / full amount, whether payment is required in full at the time of service (if you do not accept any insurance) or if you do payment plans (three months, six months, etc), and anything else.
Strengthen Your Practice, Strengthen the Profession
I highly recommend you take a hard look at your practice this year. Write down some goals today to get started. (The reason I say "write" is that statistics show when you write your goals down, rather than just keeping them inside your head, you're more likely to reference them and accomplish them. So put your goals down on paper or in your computer and then read them out loud to yourself every day until you achieve them.)
This is the year to strengthen our entire profession, starting with your individual practice. Incorporate these four suggestions and see your practice soar! Let us know about it – we'd love feedback in the form of a letter to the editor. I look forward to hearing from you. Wishing you a joyful and successful 2023!
Click here for more information about Marilyn Allen, Editor-at-Large.