Is Your Practice Running As Smoothly As It Should Be?
Take our FREE PRACTICE HEALTH CHECK-UP designed specifically for mental health practices to see what might be slipping through the cracks.
Running a successful practice means more than just seeing clients - it requires strong systems behind the scenes. But with so many moving parts, it's easy for important details to slip through the cracks. In just a few minutes, you'll get a clearer picture of where your practice is thriving - and where it could use some extra attention.
Financial Reports
How often are you checking your financial reports?
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These are ideally reviewed monthly at minimum, so any areas of concern can be addressed quickly and sufficiently. With some of our practices, we also do a Big Picture check in quarterly - what worked last quarter and what didn't, and how can we improve for the next quarter?
By reviewing your Revenue Reports and expense reports regularly, you will know exactly where your money is going. This is especially important if you are planning on growing your practice by hiring additional clinicians. Do you know what your monthly practice expenses are? If you currently have clinicians working with you, do you know how many sessions per month they should be completing to cover the cost of the practice expenses plus their salary, so that you are at least breaking even? ​
Clinical Reports
Do you if you're missing signatures on any notes? Do you know how old those missing notes are?
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You're only human, and sometimes we forget to go back and lock that note, or we think we've completed all of our notes, and we missed one or two. But if you aren't running a regular report, you'll get to the end of the year with a pile of notes to be completed, and can you really say you remember what you talked about with your client 8 months ago? And as we all know, if there is no note, there was no session.
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Do you know how many active clients you have in your practice? Have all of them completed their paperwork? Is all of the paperwork up to date? What about your treatment plans? Unless something has changed in your client's diagnosis, often treatment plans are not updated because we just aren't thinking about them as much as we are our regular session notes. By reviewing these two reports regularly, we can help you make sure your documentation is staying compliant, and up to date.
Other Reports
When was the last time you updated your client forms? These aren't things that need to up updated on the back end often, but any time you have a chance in policy or fees, they should be updated and sent out to your clients for review and signatures. That can take a lot of time outside of your normal clinical duties, and tends to fall to the bottom of your to-do list, which can create stagnant growth for your practice or create gaps in your compliance.
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Do you know how many outstanding claims you have pending from Insurance Companies? What's going on with those - have they been followed up on recently? Carving out time to sit on the phone with insurance companies to find out why your claims have stalled is difficult and time consuming, but if it doesn't get done, then you and your clinicians don't get paid for those claims.
