Optimise your practice management software

In my opinion, it is essential to use Practice Management Software if you want an effective and efficient business. It takes a little time to fully understand the power of the product and use all of its features, but we all like value for money and saving time. Understanding your software and optimizing its features is probably the only way you will truly be able to drive your business. Here are five ways to get started:

Report and letter templates.

Invest the time to freshen up all of your templates, including your handouts, and add them into your software in a state in which they are ready to be auto-populated with client and referrer details in place every time you need them. If your software has secure messaging delivery, you can send straight out to colleagues. Alternatively, email with a pdf attachment; most systems should do this. Best of all the document automatically attaches to your client’s e-file.

Manage and message referrers.

Take the time to input all your referrers into your practice management software. Hopefully your system allows you to tag them as a referrer and message them with a dedicated newsletter via Mailchimp. Alternatively, you can write up appropriate marketing letter templates and your system will auto populate with the referrer’s details. From there you can print, email or maybe fax, and a copy of the letters will be stored on the referee’s e-file.

Reports for business development.

It is possible to pull up powerful business reports with clear strong data going into your software system. Ideally, you can get financial reports detailing specifically what you have invoiced, e.g. assessments, 45-minute sessions, 60-minute sessions, workshops. This is crucial if you sell physical products and are managing stock inventory. Reporting on the number of new referrals helps you predict workflow and income. Time management and billable-hours reports assist you in understanding individual and collective team performance. Please invest time to explore and use this aspect of your practice management software.

Writing and sharing session notes.

When I attend the GP, dentist, or physio they write up their notes in front of me during the consultation. I have written notes during the OT sessions I deliver for over twenty years, initially in a triplicate book and more recently via email or straight into my practice management software. I write the notes collaboratively, succinctly and always share them across the child’s team as requested. I strongly encourage you to write session notes during the session and directly into your software—saves time, lots of time.

Enabling team members appropriate access.

In addition to clinicians writing in their session notes, teach them how to use other features. It is highly likely that they access their client lists, which is helpful for checking who is on review or who you may not have heard from for a while. With a referrer report, your team may be able to assist with marketing activities. Self-checking a billable-hours or a sales report will give them clarity on their time use and an overview of what they have delivered.

How will you optimise your practice management software?

Cathy works as a Paediatric Private Practice business coach.  Her lived private practice experience and management know how may be just what you and your business need.  Get in touch today and book your free 30 minute consult.