The beginning of a new year offers a perfect opportunity to reset and optimize the operations of a medical office. Ensuring the smooth running of a healthcare practice—whether small or large—requires regular updates in key areas, including patient records, billing practices, equipment, and staff management. Here’s a checklist to help you get started:
1. Review and Update Patient Records: Ensure patient contact information, insurance details, and medical history are accurate. Scan both medical and pharmacy cards to have complete information available for benefit investigations and claim submissions. Have patients verify their data by signing a facesheet, which can also serve as protection during insurance audits.
2. Revisit Billing and Coding Practices: Errors in billing can cause delayed payments. Review your office’s billing and coding procedures for accuracy and compliance with the latest updates. Confirm that your billing department is performing timely follow up on unpaid bills and collecting outstanding payments.
3. Assess Office Equipment and Technology: Evaluate the status of both medical devices and office technology. Ensure all devices are properly calibrated, safe to use, and functioning correctly, including blood pressure cuffs and infusion pumps. Check that digital tools like EHR systems and scheduling software are up to date to maintain performance and avoid security vulnerabilities.
4. Review Compliance and Regulatory Requirements: Take time to review your office’s policies and procedures to verify compliance with federal and state laws. This includes updating privacy practices, training staff on HIPAA and OSHA, and confirming that all provider licenses and certifications are current. Stay informed about changes in billing, patient rights, and safety protocols by renewing your NORM membership to access the latest updates and educational resources in the rheumatology field.
5. Organize Your Physical Space: Maintain a clean, efficient office by organizing exam room medications, medical tools, and other equipment for easy access while checking inventory levels for essential supplies. Archive paper records according to your office protocols to make space for the new year. Check that your office is compliant with OSHA standards and that emergency exits, fire extinguishers, and first aid kits are easily accessible and certified.
By addressing these areas, your medical practice can thrive in the new year with improved efficiency, patient care, and regulatory compliance.
Tags: New Year, NORM, Practice Management, rheumatology Posted by