Private Practice Flashcards
Keys to success
Environment
Structure
Personnel
Systems of operation
Keys to success - Environment
Open room design is preferred
No individual staff offices
Economical flexible space, unisex bathrooms, minimize private rooms
Front office might need dual monitors and head sets
Keys to success - Environment - typical clinic size
1200 - 2400 sq ft
Maximize PT clinic design
Determine # of production centers possible throughout clinic
How many hrs is the clinic open
How many pts are seen per hour
How many pt visits per wk can clinic see based on space
Maximize PT clinic design - How to figure out how many patient visits per week can clinic see based on space
of tx centers x total hrs x # of pt per hour
Other considerations for maximizing PT clinic design
Line of sight to monitor pts Appropriate privacy Appropriate space for equipment Airflow from outside Lighting/Flooring Must complete environment checklist to address Medicare and OSHA compliance
Start up metrics - # of parking spaces per 1000 sq ft
4
Need to consider handicap accessible too though
Start up metrics - ideal rent as % of yearly gross income
10%
Start up metrics - ideal % of pt population that is Medicare
25-35%
Keys to success - Structure
Legal business structure - LLC or sole propietorship or General partnership
Organizational chart - what is the leadership structure
Keys to success - Personnel
KEY TO PRACTICE SUCCESS! Consult state laws for hiring practices Hire for the position, not the person Update job description with each opening Pre-determine salary range
Hiring staff
Determine what you are looking for in a new employee
Post job ad
Resume review
Hiring staff - job postings
Social media
APTA/IPTA, PTjobs.com, therapyjobs.com
Craigslist
Recruiters
Resume review includes - for new grad (0 to 3 years)
Professional appearance of it
Emphasize hands on experience with other learning opportunities (volunteer stuff - global health, senior health fair, marathon)
Focused areas of learning and work experiences that relate to position you are applying for
Longevity of one year min at any job
Will check social media for past positions/professionalism
Hiring staff - interviews
Phone interview to screen candidates
In interview - looking at communication skills, interest in learning new skills/goals, ability to problem solve, work style and fit with current staff, Strengths and weaknesses, scenarios from past employment
Check prof references background check and verification of license with state board
Benefits
Most will be salary - could be hourly though
Health, dental, vision benefits
Retirement savings plan - 401K
Vacation/holidays/sick or PTO
Continuing ed
Other insurance - malpractice, life, disability
Membership benefits
Employee expectations
Work hours Scheduling Efficiency goals Billable units/patient Bonus opportunities Employee review standards (appraisal)
On boarding millenials
Transparency is key
Culture needs to be open, honest, mission driven, with praise
Mutually set goals - have buy in with them
Work life balance is important
Mentorship program and incentive programs are needed
Staff Training
On boarding important for training 90 day and annual reviews Mandatory trainings (CPR, HIPPA, abuse, BB pathogens, compliance, security) Ongoing training (communication style, professionalism, clinical practice)
Keys to success - Systems of Operation
Business strategic plan Practice mngmnt system EMR Marketing plan Policy and procedures Communication plan Facility management
Communication plan -
Direct face to face or over the phone
Email
Text
Voicemail
Communication plan - direct face to face or over the phone if what
Dialogue is required or emotion is involved
Communication plan - Email is good when
Used to relay or gather data
Acknowledgement is expected/response in 48 hours
No joking with staff
Make sure you know what they expect for response time
Communication plan - Text used when
Immediate form of communication
Never try to resolve an issue via text - best through one way communication
No joking
Communication plan - Voicemail
Best used to explain something to paint a full picture
60 seconds or less (if over probably call or face to face)
Meetings are vital
Owner/office managers Financial planning Marketing Staff Frequency at least monthly
Meetings - format
Focus on problems/solutions
Discussion
Review practice/operational stats
Facility management - you might hire someone to be a manager of this, might be you, or you might be the sole owner doing these things
Pt privacy, conisdering HIPPA guidelines Pt bill of rights Security Telephone procedures Pt scheduling Payment policies Cancellation and no-shows Use of office equipment Organization and appearance of facility Infection control
Pt care best practices
Documentation Peer review process Billing Interprofessional communication Risk mngmnt Storage of meds Equipment maitenance Cleanliness and organzation Quality improvement
Operating metrics - Ideal clinician to admin ration
1:1 or better
Operating metrics - collections ratio
45-55%
Operating metrics - ideal clinical efficiency
85%
Operating metrics - ideal % of arrivals
above 93%
Operating metrics - outsource billing until
over 250 pt visits/month
so under 250 visits a month you will do it yourself
Reimbursement considerations
Private pay or insurance What plans will you participate with ACOs DME provider Attendance/no show policies Collection policies Negotiating paying contracts
Marketing and relationships
Internal External Advertising Community involvement Niche markets
Benefits of Niche practice
Diversify your services
Become the expert
Defined target customer
Types of Niche Practices
Aquatics, Balance program, Corporate wellness, Oncology, Orthotics, Pediatrics, Pelvic PT, Persistent pain conditions, Pregnancy/post partum, Running clinic, Sports performance, TMJ
