Clinic Management Best Practices

1. March 2014 Webinar
Clinic Management
Best Practices

2. Heidi Jannenga PT, MPT, ATC/L
WebPT COO and Co-Founder
Mike Manheimer
WebPT Marketing Director

3. How to Turn Your No-Shows into Yes-Shows
1. Set a policy.
2. Identify trends.
3. Schedule better.
4. Send reminders.
5. Cut repeat offenders loose.

4. What to Look for in a Front Office Staff
1. Biller at Heart
2. Pro Collector
3. Juggler
4. Hip to Your Software
5. Anti-Clock Puncher
6. Know They’re Worth It

5. Choosing the Right Location and Specialty
Specialty
• Research:
o What type of physical therapy work do I enjoy doing?
o What is the market potential for my specific area of interest?
o What type of patients do I enjoy working with?
o What experience do I have that can help me achieve success in
my chosen niche?
o Are there other physical therapists who have built a successful
practice in this niche?
You have to decide what’s more important: your specialty or where you treat.

6. Choosing the Right Location and Specialty
Location
• Research:
o Are you in a direct access state?
o What are the tax implications and fees for small businesses in your
state, city, and county?
o How many people live or work in the community? What are the
demographics of the community? How many people do you
estimate will seek your services?
o How many referral providers work in the area? How many of them
routinely prescribe physical therapy?
o How many other physical therapy providers are there in the
community? Is the area already saturated or can you identify a gap
in services that you can fill?
o How do you become a preferred provider for payers in your area?
Will it be difficult?

7. Choosing the Right Location and Specialty
Location
• Shopping real estate:
o Is the location easily accessible by foot, car, or public
transportation? Will signage be visible from nearby streets?
o If your patient population is mostly baby boomers, how accessible
are the building and its restrooms? How far is the parking lot from
your office?
o If you’re the first PT moving into your building, is your landlord
willing to include an exclusive use clause in your lease so no
competitors will crowd you out?
o If you plan to offer after-hours services, like gym memberships or
Pilates, are those time frames acceptable within the terms of the
lease?
o How much space do you really need?

8. Tips for Purchasing
Therapy Equipment
1. Shop online.
2. Get creative.
3. Do more with less.
4. Consider renting or leasing.

9. How the Affordable Care Act is Impacting Physical
Therapists
• More people than ever are eligible to receive covered
therapy services.
• Many therapists are seeing more patients per day.
• Rehab therapists are seeing declining reimbursements.
• It’s more expensive for clinic owners to provide health
coverage to employees.
• There are clear—or at least clearer—skies ahead.

10. How to Train Your Staff
on New Technology
1. Choose wisely.
2. Tailor your curriculum.
3. Be a cheerleader.
4. Applaud success.

11. The Great Medically Necessary Discussion
The term “medically necessary”:
• Originated as a standard of payment in the 1960s.
• Was initially based on physician judgment.
• Is now defined by the health plans.
According to the APTA: “Physical therapy is considered medically
necessary as determined by the licensed physical therapist based on the
results of a physical therapy evaluation and when provided for the purpose
of preventing, minimizing, or eliminating impairments, activity limitations,
or participation restrictions…[and] if the type, amount, and duration of
services outlined in the plan of care increase the likelihood of meeting one
or more of these stated goals: to improve function, minimize loss of
function, or decrease risk of injury and disease.”

12. How to Use ABNs
Therapy Cap = Total amount Medicare will reimburse annually for each beneficiary’s
rehabilitation treatment.
• In 2014, that amount is:
o $1,920 for occupational therapy
o $1,920 for physical therapy and speech-language pathology combined
• When a patient reaches the cap:
o You can treat above the cap if it’s “medically necessary”
o You can issue an ABN and treat on a cash-basis only if continued
therapy not “medically necessary”

13. Creating a Social Media Policy for Your Practice
• Why your practice needs a social media policy
• What are the rules of engagement for your social media
manager, your employees, and your community
• How to encourage and enable a social workplace

14. The Social Media ROI Quandary
A study from Business Insider found that tracking traditional return on investment
(ROI) on social media is dropping, but social media marketing budgets are
ballooning. What gives?
Metric sources:
• Analytics
• Feedback
• Dialogue
Metrics:
• Reach
• Engagement
• Sentiment

15. Clinic Management
Best Practices

16. Special Offer
New Members
Sign up with WebPT by April 30 and receive $100 off the initial
sign-up cost.
Referral Program
Refer a colleague and receive a free month of WebPT service.

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18. Thank you for attending.