new year info

Hi! Just a reminder to ask EVERYONE if they got a new insurance card for the new year as they come in. If they have new insurance, copy twice- give one to Kathy (please clip it to the charge slip) and one goes in their chart. Also, be sure that you ask who the policy holder is and where they work. If they do NOT have new insurance write "no change" on the charge slip so that Kathy knows we asked them.
Also, as of the new year do not enter any charges into Medisoft. Kathy is starting new accounts for everyone and she will be responsible for all charges entered until further notice.
Thanks, pam

Happy New Year everyone!!

Janelle

prescription

Steve - just a reminder to talk about massage referrals and/or what insurance covers regarding massage including MD prescriptions, referrals and in particular the most recent blue cross question. kathy c

dave neubauer visit

Dave Neubauer was in the clinic Mon 12/17 to observe and give clinic pointers. He suggested the following for us to do.
1. Keep the office cleaner. This includes the clutter around the office space.
2. Rearrange the clinic periodically. ie) change the furniture around, etc.
3. Get rid of the toy area. It takes away from the atmosphere as well as being a germ factory.
4. Everyone should know the goals of the office.
5. Everyone will recieve a "Practice Promo List". This lists about 100 things about the clinic. We are to circle the items we believe the clinic is NOT doing. Then we are to pick the top 10 items which we think are useful to help us serve the public better.

Dave also wants us to contact him with any information we think might be useful to him.
david.neubauer@clinicdr.com

Work Comp/PI (auto) cases

Hi all,
Per our staff meeting on Mon, Dec. 10 we are making a change with the way we handle new work comp/pi cases. Whenever a new patient comes in with one of these cases, or an existing patient switches to a WC or PI, we will start an entire new, manilla file for them. These files will be kept in Kathy's office for the duration of the case. The reason being, is that these files need so much "babysitting" that it would be nice to have everything in one place, and not have to search for the pertinent information. Then every time an EOB is received, it can go right in the file, and the front staff won't need to find the file and file the EOB. Also, if we need to send patient records, we won't need to sift through this case, and regular insurance case to find the correct information.The intent is to simplify :) Any questions, please see Kathy
Thanks
KS

Board Meeting

Steve

Just a reminder that I have my last board meeting this wednesday morning at 8:30. I will be in after that. Thanks
Janelle

April starting in December

April will begin being trained in on Monday. She be available in the afternoon's and the week of the 10th she'll be gone and then officially starting on the 17th.

Please welcome her to the team.

Steve

Karen's Last Day

Karen's last clinic day is this Friday.

Seminar

I will be out of the office this Friday going to a boot camp seminar which will help me evaluate some of our office procedures. I am really looking forward to this and will share some of the info at Monday's staff meeting.

Steve

Downtown Dazzle

Steve, Mike carried out the box of trash for me, but I forgot to tell him to keep the box. SORRY! pam

KAREN PARTY

Hey all.

We are having a party for Karen on Monday, November 26th over the lunch hour at the Classic Grill in New Prague. Hope you can all be there.

Thanks

saturday coverage

Gerri

I can work saturday morning for you if needed.

Janelle

monday meeting

Hey!
The new items from monday 11/12 meeting are as follows:

1. From now on we will start a new travel card of the appropriate color every time someone changes insurances or has a new auto or wc. We will draw a red line through the old travel card and make a note of new insurance, auto, etc. Keep them together until the dr. is ready to file the older card.

2. We will use the wellness code for all cash patients and cash payments. This means that this charge will not get sent to insurance. Each will have a diagnosis attached to it. Also, the 52 modifier must be attached to all reduced charges including reduced charges for massages.

3. New Patients. The front desk will be responsible for entering in only the new patients personal data (name, address, phone, etc.). The insurance data, diagnosis, and charges will be Kathy's responsibility.

4. Auto. Kathy would like us to attached a copy of the auto insurance card and a copy of the auto pink form to the charge slip for her. She has to have the claim # (which should be on the pink form) and she would like the adjustors name and phone # if possible.

5. Don't forget to add the insurance type (ie, CCMI, BCBS, etc) to the little box on the upper right of the update form.

thanks, pam

I have out of state guests coming in on friday afternoon. i unfortunately can't sub for anyone. sorry, pam

COVERAGE FOR FRIDAY NOV. 16

I NEED SOMEONE TO WORK FOR ME ON FRIDAY NOV 16. BRIAN'S DAD PASTED AWAY MONDAY MORNING AND I THINK THE FUNERAL WILL BE FRIDAY. THANKS WENDY

Coverage for Sat. Nov. 17

I am looking for someone to cover for me on Saturday, November 17.

Thank you,
Gerri

united healthcare update

Just got the final ruling today from UHC-United Health Care:
They will not pay for the 97014 IFL code any more. WE HAVE TO USE G0283 FOR ALL UHC AS WELL AS MEDICA PATIENTS. I'm putting this note in patient files in Medisoft as they come up. Any questions, please ask me :) Thanks. Kathy S

nov 8 & 9

i cant come in either day because we have out of state relatives visiting. sorry. pam

using 'break' vs 'appointment'

If one of the staff needs to be "out" for any period of time during the normal 8-12, 2-6 shift, please use the "New Break" instead of using "New Appointment". Use the description as you wish, only needs to say "out" or "gone", but if you use the appointment option, it will show up as a patient on the reports. Thanks...Mike

NOV 9

I STILL NEED SOMEONE TO WORK FOR NOV. 9. I WILL BE OUT OF TOWN THAT WEEK. I WILL BE ON A BUSINESS TRIP WITH MY HUSBAND. ALSO, IF TUESDAY OCT. 30 GETS BUSY I CAN COME IN FOR GERRI, JUST LET ME KNOW IF YOU NEED ME TO COME IN. THANKS WENDY

KIMBEL RADEN

PLEASE HAVE KIMBEL TALK TO STEVE BEFORE HE MAKES ANY FURTHER MASSAGE APPT. HE HAS NOT SIGNED A RED FORM AND HAS MISSED HIS APPOINTMENT. ( PER STEVE) WENDY

extra info on allergy notes

i found out that you have to check the box in the popup box everytime because it doesnt automatically carry over to the next appointment. it will ask everytime you make an appointment if you want to add it to office hours. to much work! wendy

allergy notes

i talked to max from medisoft. sorry there wasnt a real solution. we cant get the allergy notes to pop up automatically in office hours. but he did show me how to get it to work. go to case, diagnosis, type in note(like we did) then save. next step is to go to office hours type in case and press enter( you have to press enter, you can't use the mouse to select the name or the flag won't popup). then you need to check the box to add to appointment. this is the only way he could get it to work. you can add things to the popup box in office hours while you have it up. this might be to many steps, we might have to think of another way to keep track of info. i hope this makes sense. ask if you have questions. wendy

hi

i like the blog!!! pam

First time blogger, long time reader

Couple of items:
1. regarding missed or cancelled appointments - if a patient calls to reschedule an appointment you may either cut and paste the current appointment to the new time/day, right click and select the 'reschedule' option and select the new time/day, edit the current app't, or delete and start new with the new appointment (these are the same options you have always had). If a patient calls to cancel an app't and does not reschedule, please edit (by right clicking and selecting edit or double clicking) the app't and click 'missed' on the right hand side, AND choose MISS (missed / cancelled) from the reason list. Do not select the 'cancelled' option any longer - it negatively effects our reports. If a patient no-shows, do the same as a cancel with no reschedule. We want the appointments to remain on the screen - any missed or cancelled appointment will now show up with a grey color. You may move it to an different time slot if you need to put another patient in its place (this can be done by clicking on it and dragging it to the new time slot). The reason behind this is to continue to work on balancing our days in charges, receipts, etc.

2. Please do not enter a name only when making an appointment - all you need to do is enter the person's name in as a new patient. This establishes a chart number which we need to properly track visits, misses, etc. This also applies to family visits.

3. Lastly, please use the 'Family/NC' reason to keep track of our family visits or any no charge (NC) visits - these will now show up as a teal color.

Hope this makes sense - if not, please let me know.

I would also like to give a hearty "good job" to Pam, Gerri and Wendy during Janelle's absence. Everyone filled in wonderfully and it is greatly appreciated.

Michael

Thank you

Hey everyone

just wanted to say thanks so much to everyone for filling in and picking up the slack for me the last three weeks. i really appreciate it. i have put dates on the calendar that i will be out for doctor's appts etc.. until jim can drive i am his personal chauffer( did i spell that right?) there are more dates that will be scheduled soon here so I will keep you all posted. just so you know i try to schedule as much as i can for tuesdays(my day off) but I am at the mercy of their schedules. please be patient. anyhoo......thanks again. have a great week!!

:) jdawg

JANELLE

I CAN WORK YOUR NOV. 12 FOR YOU. WENDY

OCT 27

GERRI: I CAN WORK FOR YOU SAT. OCT 27.
WENDY

insurance box

we will now be putting the name of the insurance or the label such as CCMI on the patient update sheets. the form which the patient fills out for an update has a small box in the upper right hand corner. this is where we will write CCMI, BCBS, etc. now if a random form is found we will know if a ccmi needs to be completed immediately. thanks, pam

notes

reminder to look at the patient notes given for the day (left hand side of the computer screen) as well as the pop-up notes. for example, i missed a pop-up on a pt. who owed a balance because she had already walked out the door. i put another reminder on her next appointment in the note section. thanks, pam

Signing

Just a note to remember to put your name at the end of your message so if we have questions on it we know who sent it. Thanks. Steve

bcbs

as of 10/15, we will be charging for 2 therapies (if 2 were given) to all BCBS patients until further notice. just a small experiment to see what BCBS will pay for.

missed apts

hey! new policy with missed appointments. we will not only right click on these appointments and marked them missed with and X, but we will also assign them a reason (from the edit appointment box) as missed (same as the other reasons: ccmi, traction, etc.) If it is a missed massage, we will type missed into the note section of the edit box (those apts. already have a reason ie. 1 hour massage or 1/2 hour massage). thanks, pam

Coverage for Saturday, 10/27

I will not be here on Saturday, October 27. I will need someone to cover that day.

Gerri

hi

just checking out the blog. got the messages about the g code. all is corrected on the multilist. see u next week. i can check this at home if there is any new news!

Interferential Charges

After talking to Kathy and seeing BCBS reject the G code charge for interferential Muscle Stimulation (IFL), the correct code for IFL for everything (but Medica) is 97014. I think Work Comp and Auto Insurance may take either but it sounds like the 97014 code should definitely be used for ALL BCBS. Unless if anyone know anything different let's use the 97014 for everything but Medica which the G - code should be used.

Steve

WELCOME

Here it is. Our very own blog, ready to keep us up-to-date on the latest communication for our clinics.

Let's make this our place to share good positive information.

Blessings to all,

Steve