Onboarding can apply to everything from welcoming new staff to the first time you see a client. Both of these are processes you can control and systematize. By doing so, you’ll gain peace of mind that everyone is on the same page and gathering or providing the information your practice needs to be able to successfully bill.
Onboarding Your Team
You likely already have an onboarding process for new team members. If you don’t, there are many free resources available on how to build an onboarding plan. Regardless of how established your process is or isn’t, it’s always helpful to revisit it. When you do, be sure to pay extra attention to any training that’s included related to billing and onboarding clients. Be sure you have a standardized system to avoid any typos or missed information when your staff is welcoming clients and checking them in. Your team should be trained on this right away.
After your team has been trained, make sure that someone is assigned to stay on top of changing billing codes. This person can also be tasked with training the rest of the team when there are changes. Staying up to date will help you avoid denied claims and keep your clients happy.
Onboarding Your Clients
Before you can do any billing, you need to collect basic information on your client such as their name, date of birth, and gender. Sometimes this seemingly simple task is the one that causes the most problems. One tiny typo can make the difference between a claim getting paid or being denied.
If you’re a solo practice, the same rule of thumb applies. Find a process that works for you and make sure you repeat that with every client you see. Adding that information directly into your EHR system, like Procentive, can help you avoid misplaced paperwork and streamline your client onboarding process.