Practice Management software is a critical component of any medical billing company. As technology continues to advance, 'cloud-based’ is being touted more than ever. Join us as we take a deeper look at what a cloud-based solution can offer your business, discuss the key features and benefits of transitioning to the cloud, how to ensure that you have the support needed for a smooth transition, and the data security red flags you should be looking out for.

1. webinar
Key Considerations When Choosing
Cloud-Based Software
Daniel Spain July 24, 2019

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Agenda
2
Agenda
2
• Welcome & Introductions
• Features to Maximize Your Revenue
• Implementation to Minimize Revenue
Disruption
• Software that Supports Your Business
Growth
• Conclusion

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Speaker
• Solutions Manager at Kareo
• 5+ years of healthcare experience
• Collaborates with practices to uncover
technology efficiencies and process
improvements that help maximize their
revenue
Daniel Spain

4. Features to Maximize Your Revenue

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What’s Important to your Business?
Determine the features that are important to your current business
model and its future growth
 Ability to manage multiple
providers and scale with ease
 Revenue/profitability oversight
 Specialty support
 Claims tracking
 Payment posting

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Benefits of Going Cloud-Based
Accessibility
• Both you and your providers have the option to log in from any device,
anytime, anywhere
Easy to add modules and providers
• Onboard new clients and scale your business with ease
Regular feature enhancements
Less expensive to maintain
• Minimal IT costs
• Eliminate fees to upgrade or move to the latest version
Reliable technology backup
• You’re not dependent on only one server
Security
• Assurance that your data is being securely maintained

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Why Choose a Solution with Integrated EHR
Advantages of having a holistic approach
• Be in control of the entire customer journey – from appointment
scheduling to final payment
• Improve efficiency to get your practices (and yourself!) paid faster
• Manage your accounts strategically by helping to identify key
missteps in the reimbursement process

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Key Benefits of an Integrated EHR
Deal less with paper, increase productivity
• Don’t wait for encounters to be mailed
• Removes manual input of claims
Greater efficiency with digital records
• Superbills and ERAs are available immediately and without delay
• Results in faster payments
Faster payments
• Integrated solutions offer claims reimbursements within
timelines as low as 3 business days

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Flexibility During Encounters
Charge capture features/integrated with EHRs
• Ability to review charges captured directly in the platform to help
ensure accuracy and reduce rejections
Ability to move from professional fee billing to institutional billing with
ease
• Flip between forms without having to create an entirely new
encounter
• CMS 1500 and UB04 claim forms should be supported
Providers should have access to electronic superbills
• Paper superbills create extra work and increase the potential for
errors

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MIPS/MACRA Optimizations
Solutions should help ease the burden of getting your providers up to
speed and in compliance with CMS guidelines
Ease of documentation
• Auto tracking of MIPS encounters
Better chance of positive adjustment/decreased chance of negative
adjustment
Access to a gap list that highlights patients where points were missed
Removal of attestation through claims
• Providers should be able to produce the necessary documentation
inside the EHR

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Advanced Reporting and Data
Month-end practice reporting
• Provide clients with revenue insights with ease
• Eliminate the pain points of manually processing data
• Give providers immediate insight into what is causing claim denials
Overall billing business health
• Review employee efficiency
• Analyze overall business health and profitability
• Find opportunities to increase operational excellence

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Clearinghouses Are Critical to Your Success
The software that you choose will dictate your clearinghouse choice
• Individual licenses to a clearinghouse are costly
• If the clearinghouse is not integrated with your solution, then ERAs
and payments will need to be posted manually
• Through an integrated solution, rejections and denials are
communicated quickly and efficiency can be maintained

13. Implementation to Minimize Revenue Disruption

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It All Starts With a Good Plan
Time and accuracy are crucial to the onboarding success.
That’s where a Project Manager comes in.
 Solutions need to provide a clear timeline,
along with milestones to help your
transition
 Dedicated project management support
helps you know what to expect
 Clunky/disjointed onboarding leads to lack
of adoption of software
 Clear point of contact eliminates confusion

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You Got Your Log-In. Now What?
Training options are critical to your staff and practices
Free and flexible training options
• Online
• Customizable
• Onsite*
Invest in your team’s success
• Designate one of your staff to be
an in-house expert
*Onsite training may incur additional charges

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Make Sure You Feel Supported
Your business deserves flexible support options
• Opportunity to get help through chat, email, and phone
• Make sure that you’re not limited to a certain number of support
contacts per month
Phone support may be restricted to the first 90 days
Specialized support tiers sometimes costs extra
• Flexible hours that work for your time zone

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Ensure an Established Enrollments Process
Clear timelines regarding when you can begin submitting claims
should be communicated
Don’t assume that providers will immediately begin
the enrollments process when you sign up
• Make sure to ask how long it will take once
the contract is signed
Remember to ask what the commercial payer vs.
non-commercial payer timeline will be

18. Software that Supports Your Business Growth

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Regular Feature Enhancements and Bug Fixes
Invest in a platform that is constantly innovating and investing in its
product
• Software regularly requires feature enhancements as well as the
inevitable bug fix
• Feature enhancement requests should be welcomed by support staff
and there should be a clear process in place for how to provide them
Software providers should have a scheduled monthly cadence for
product updates
• Regular updates ensure timeliness while avoiding too many
disruptions to your productivity

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Ongoing Key Event Compliance
Make sure the platform is up to date with key certification milestones
• Starting this year, MACRA/MIPS measures are affected if the platform
does not carry 2015 certification
Regular feature enhancements ensures that your software stays on the
cutting edge of technology and up to date with regulatory changes
Annual updates impact your ability to accurately bill for procedures
• Medicare fee schedule updates
• Yearly CPT code updates

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Keeping Your Data Secure
Representatives should be able to speak to the many ways that the
company maintains security best practices
• Certification and audits by outside security agencies is critical
Ask about HITRUST, HIPAA, and SOC2
• Certification and compliance should be well documented
• Ask questions about how they store and handle Protected Health
Information (PHI) and Personally Identifiable Information (PII)
Payment Card Industry (PCI) Compliance
• Critical component when accepting, processing, transmitting, and
storing credit card payments
Payment card companies can fine businesses that are not compliant

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Ongoing Business Support
Support from Strategic Account Managers can take
you to the next level
Helps provide guidance in regards to expanding your services and
ensures that you’re using all of the product features available
Available to assist with demos and cross-sell opportunities, helping
you provide a more robust service
• Clinical solutions, patient statements, charge capture, and online
reputation management options

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Do They Create a Sense of Community
Are you able to grow and learn from your peers?
• An online community where users can learn and interact with each
other should be encouraged and supported
How involved is the software provider?
• Look for a company that actively listens to their community
• Users should feel comfortable that they can bring up current issues
affecting them and that the provider will adjust accordingly

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Be More Than Their Biller. Be Their Consultant.
Software has the ability to help you take on a consultative role with
your providers
• Features should allow you to increase efficiencies in more than just
claims processing
• Feel confident when making additional product recommendations to
your clients
• Offer a holistic solution that can take the practice’s entire revenue
cycle to the next level

25. Conclusion

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Connect with Kareo
Kareo @GoKareo GoKareo
3353 Michelson Drive, Suite 400
Irvine, CA 92612
(866) 231-2871
billing.companies@kareo.com