Procedures Follow From Principles

Many times we work with chiropractic clinics that have offices procedures that just don’t work that well for them.

Sometimes, the procedures aren’t being applied all that professionally and we can help the doctor and staff improve the execution of these procedures.  But often the doctor is trying to implement an office procedure that, like a shoe on the wrong foot, doesn’t fit.

You should learn about different approaches to patient and practice management and marketing. Give these different procedures a go. But in the end, you have to find out what works best for you and your team.

What you want to look for are the principles behind the procedure. Work with the principle and then you can discover the procedure that best works for you. Then, you have to be come expert in it through determined practice.

Take a boxer: you’re trained to keep your arms and fists close to your head as a guard against your opponent’s strikes hitting you. Good procedure. Makes sense.  However, every boxer has their own unique physical make-up and has to work out, in the end, their own style of fighting.

For example, one fighter, Chuck Lidell, has won many fights and is a former light heavy weight champion. If you watch how he fights, he rarely covers his face and fights with his arms out and his head wide open.   This goes against common boxing procedures.

However, he does apply the basic principle: protect the head from blows. His procedure is to stay out of range from the opponent’s blows, requiring the opponent to move forward with his whole body to land a strike.

Some years ago, one seminar company was promoting the 4-5 day report of findings. It had its merits; however, few doctors that we saw could actually stick with it and make it work. The principle, however, was educating the patient continuously at each visit to help them understand the need for continued adjusting and care.  From this principle, many different and effective procedures can be worked out.

When procedures are not working in your office, you may be trying to pound a square peg into a round hole. Work with your coach to help you tailor the procedure effectively. Your coach can help you customize your procedures so that they work and work for you.

No two boxers fight the same and no two jazz pianists play exactly alike. But each follow key principles and apply them expertly in their own style to become the best.

Customize the procedures in your office to fit your style, just make sure the key principles are not bypassed. Work to learn the fundamentals behind each procedure. This will help you develop procedures that work for you.  Then, practice your procedures and maintain continuous attention to detail.  Continually work on improvement. This is how you become an expert and create a prosperous business.

How to get a steady stream of new patients from the internet!

Webinar:  Tuesday, May 24th

Internet marketing works.  We are seeing great results from some offices… and not so much from others.

In this webinar, you will find out what is working and what isn’t – and you will learn how your office can get more new patients from the Internet.

You can no longer say that the Internet is not for you. It is.

You can’t dismiss it all and state that it is too technical and that “you aren’t into computers or tech things.”   You have an insurance department, don’t you? Well, the Internet is a LOT simpler than billing for Medicare, if you understand its basics.  And, you can delegate a lot of the detail work to maintaining it, like you do with your insurance work. But neglecting your Internet marketing is perilous.  You have to get on top of it now or be left behind.

When prospective patients search for a chiropractor, they may get directed to a physical therapist when they should be finding you and your web site first.  It all depends on how well you set up and maintain your Internet presence.

Rather than our usual teleclass, this program will be a training webinar. It is free for all of our active clients. (If you are not a PM&A client,  there is a small fee.)  You will need a computer with speakers. Or, you can just call in and hear the audio portion of the program only.

Dr. Jamie Phillips of Bloczone Marketing, a company that focuses on helping chiropractors to acquire new patients via internet marketing, will be discussing what is working in Internet marketing for chiropractors today.

Then, she will zero in on and teach you one of the eight main ways to get new patients from the Internet that is working now.

Dr. Phillips will be explaining the secrets of how to optimize your Google listing (which also applies to Yahoo and Bing) so your website can start showing up on the first page of Google.

This webinar is good for the doctor, marketing coordinator, and especially for your internet marketing assistant.

Our webinar is on Tuesday, May 24th, at 12:30 Central Time. If you are an active client, there is no charge.  Please register here and we will send you the special invitation and link by email.  Register us for the  webinar!

If you are not an active client, you can register here. There is a small fee for this ($40) which will be donated to Oklahaven foundation Doctors with a Heart Program.

The 6th Fear

Chiropractors:  I think it might be time for a pep talk…

Have you been keeping up with the news lately? It’s hard not to.

Egypt, Tunisia, and now Libya recently had swift moving revolutions that resulted in regime change – all in the last few months. And other Middle East countries are also rumbling with protests.

Meanwhile, back in the States, our federal government doesn’t seem to have enough money and our representatives are threatening with a government “shutdown.” And next door here, in the Middle West, Wisconsin, there are thousands of people protesting around our state capital.

That’s a LOT of commotion!

So, how’re your patients doing with all of this? Are they worried? Is their pay getting cut? Are they loosing their jobs? Do they have jobs?

And how about you? Are you staying up watching the news, reading about it, discussing it? Are you worried? How is your income?

We need to be accurately informed about current events, of course.  Unfortunately, we sometimes become so distracted that we can loose sight of what we are doing and let our businesses suffer.

A few years ago when the stock market plummeted, I received phone calls from doctors who were worried. One, who had been doing very well, was thinking about selling her office entirely. Another doctor who also had been doing well, let his practice numbers nose dive as he become mesmerized by the “news”, and was worried about racial riots and internment camps.

There is no doubt that economic conditions have been changing. But it has been our experience that if you constantly work on improving your services and in developing your business, and yourself, you will do just fine. (Good coaching helps too!)

BEST EVER
Last year, many of the offices we had the privilege work with had their best year ever. Most of them, in fact, had been in business for 15 to 25 years. I can think of 3 just off hand that have hit the “waiting list” category. They have reached near capacity with so many patients that they have to schedule new patients 1 week out. Horrible, I know, but very cool too.

DOING RIGHT
Success in this environment can be had. You can have it. You may have to change your past mode of operation, but you too can achieve it. It can be obtained by doing the right things, and doing those things right through a process of constant improvement. We call this the Practice Development Process.

BEING RIGHT
But to get what you want, you have to not only improve what you do, but improve who you are. You have to improve your outlook, your skills, and your personal habits. Success has much to do with how we view the world and what we put our attention on. As one old time doctor mentioned to me years ago, “success is an inside job.” By “inside”, he was referring to one’s thoughts and attitudes. He could talk: he and his doctors were seeing over 2,000 visits per week for years.

WORDS OF SUCCESS DURING TOUGH ECONOMIC TIMES
We have been going through what has been called the Great Recession.  Many patients are worried about their jobs and their money.

Napoleon Hill wrote “Think and Grow Rich” in 1937 during the Great Depression as a result of studying and working with successful leaders, including President Roosevelt.  It continues to be a best seller, perhaps the most popular motivational book of all time. In it he says:

“It is true that all thought has a tendency to clothe itself in its physical equivalent. … “The people of America began to think of poverty following the Wall Street crash of 1929. Slowly but surely that mass thought was crystallized into its physical equivalent which was known as a depression.”

THE 6TH FEAR
The thought that creates this depression, according to Hill, is fear. Hill talked about 6 types of fears, the worst of which is the fear of poverty. The other 5 were criticism, ill health, loss of love of someone, old age, and death.

“The Fear of Poverty is without doubt the most destructive of the 6 basic Fears.

Hill states that one of the symptoms of fear of poverty is procrastination.

DO IT NOW
So, this is a pep talk to encourage you that there has never been a better time to grow your practice and expand your business.

Your patients need your leadership to help them with their own fears so that they can become more productive. By improving their health and educating them on the chiropractic lifestyle, their chances of succeeding in their lives increases. You and your team help them, their families and the community. You make a difference.

So, do it now. Increase your promotion. Stream line your procedures. Work on team training and improve your service. Plan your expansion for this year.  Schedule a technique class. Read more. Work out more.  Get enlivened with your purpose as a chiropractor.

New office? New doctor? Why not? People need chiropractic care now more than ever. And chiropractic has never been more popular. Even the quarterback for the winning football team of the Super Bowl gets regular chiropractic adjustments. (Naturally, since his dad is a D.C.)

Work with a practice building coach and get in the game – to win!

As Napoleon Hill says:

“Do it now! can affect every phase of your life. It can help you do the things you should do but don’t feel like doing. It can keep you from procrastinating when an unpleasant duty faces you. But it can also help you do those things that you want to do. It helps you seize those precious moments that, if lost, may never be retrieved.”

Fight the fear and the procrastination by just doing it. And soon, you too will be achieving your best ever again.

#  #  #

P.S. Napoleon Hill was a chiropractic patient.  One report has it that B.J. Palmer was his chiropractor. Both men thrived during tough economic times. Here is an interesting story about Hill and chiropractic. LINK

Old movie of Nap Hill. 7 minutes. LINK

Always Room For One More

This is a great motto to instill in your front desk.

It can help counteract any feelings that the book is too full or that there isn’t enough time to process another new patient or patient visit.

The “we are packed” mentality, or “too busy”, or “tomorrow would be better” are concepts that can subtly slip into the mind of well meaning staff and doctors.

Other considerations include: “too much paperwork to do”, “have to get home for my kid’s soccer game”, “we are already behind”, etc.

Even if these ideas are based upon valid situations, they can gradually train the mind to think in terms of exclusion. The front desk can go from a “Green Light” to “Yellow Light”, or “Slow Down.”  Caution!

This is more common than you may think. It affects the quantity of your visits and the quality of your service. Patients can tell if you are eager to see them, or not.

You want your front desk to be a green light, sending out the message that everyone should come in and that no one is excluded.

So, use the motto: “There is always room for one more.”

Speaking of, even though our seminar is just a few days away, there is always room for one more.

If you are not registered yet, we still have room for you. Give us a call or send an email… we can still get you in.

Hope to see you here!
Ed, Dave, Phyllis and the PM&A Team

Medicare, Chiropractic, and Computer Generated Notes

Is Your Office Looking Into Computer-Generated SOAP Notes? Read This FIRST before you invest your cash!

Thinking that your documentation could use an upgrade? You are probably right, but before you invest in a software generated note system, know that Medicare frowns on most such programs and they could actually hurt you in an audit.

As we have been saying for years, there is no good shortcut out there for doing documentation. You have to follow Medicare’s guidelines and just because your software generates a half page typed SOAP, you may still be missing the mark.

According to ChiroCode Institutes recent alert:

Medicare carrier Noridian Administrative Services recently updated and reprinted a notice on Chiropractic Software-Generated Documentation. Apparently, the piece was generated because Noridian has seen an increase in the use of software-generated documentation for chiropractic services.  Here are a few key areas where software can begin to go wrong (according to Noridian):

– In general, most computerized documentation fails to provide individualized information necessary for reimbursement.

– Software-generated documentation is commonly identical to the letter, comma and space for different patients, with only minor word changes; therefore, it does not reflect medical necessity.  Services supported by repetitive entries lacking encounter specific information will be denied.

– Software-generated documentation often repeats the same phrases and sentences by simply rearranging the words to make it appear as if new information is being disseminated, but when compared to prior days notes, reflects the same or similar concepts.

You can read the whole article here: https://www.noridianmedicare.com/provider/updates/docs/chiropractic_software.pdf%3f. The article contains some humorous (at least to me) examples of  how the software, while randomizing text, generates almost identical SOAPs for different patients on different days.

Getting a Medicare CERT audit? Don’t send in your records without calling us first. See our website for more information on our exclusive Medicare Pre-Audit Documentation Review. LINK

Health Care Reform Poster

TRUE HEALTHCARE REFORM

Patients regular utilization of
chiropractors as primary care physicians reduces the need for:

Hospitalization by 60.2%
Hospital days by 59%
Pharmaceutical usage by 85%
Outpatient surgeries and procedures by 62%
Overall global health care cost by 50%

This according to a clinical and cost utilization study conducted by an independent physician association done over a 7 year
period and that included doctors of all licenses. J.M.P.T. Vol30, Issue 4, pages 263-269, by Dr. Richard Sarnat, M.D.

For a printable copy of this statement click here: True Healthcare Reform Poster

Facebook Marketing Tips

Facebook  is one of the fastest growing social networking medias on the internet.  It’s free and it’s fun.

If you dont’ have a Facebook page for your clinic it’s time to get one.  If you do have one, that is great!  Find us and friend us at  Petty, Michel & Associates Facebook Page.

Whether your a veteran or a novice to facebooking you can now use the helpful tips, compiled by Dana, to help spread the word about chiropractic and bring more people to your office.

Read Dana’s Tips at: Facebook Marketing Tips

Last Seminar/Next Seminar

We just finished our 10 classes in 1 day seminar in Minneapolis – our “10 in 1.”  From what I heard and saw, everyone had a great time. I know we did. And for my money, I think we had some of the best professionals in the country giving presentations – as well as attending!

Dave Michel at 3Goals Seminar in Minneapolis
Dave Michel at 3Goals Seminar in Minneapolis

In addition to great presentations by Phyllis Frase on chiropractic philosophy and procedures for staff, Dave Michel on insurance, and myself on marketing and practice building, we had two guest doctors.

Dr Tom Potisk at 3-goals Seminar in Minneapolis
Dr Tom Potisk at 3-goals Seminar in Minneapolis

One was Dr. Tom Potisk who went over how he maintained a joyful practice for 25 years in a multi-doctor setting with 2 associate doctors.

Dr. Shane Walker at 3-goals Seminar in Minneapolis
Dr. Shane Walker at 3-goals Seminar in Minneapolis

Then, as a special guest, we were pleased to have Dr. Shane Walker who is the president of the Federation of Straight Chiropractors. He lit the room up with passion, statistics, and purpose and reminded everyone about the power of chiropractic, as well as it’s importance in society today.

So, just a reminder:

Our Milwaukee seminar is coming up soon.

Dave, Phyllis, and myself all have new material covering C.A. training, insurance and reimbursement procedures, and marketing and practice building.  Our presentations are all based upon the work we do each week in offices across the country – and what we see working, and not working.

For our Milwaukee seminar, we are especially pleased to have two exceptional doctors giving presentations on Thursday, May 20th.  Both are highly qualified and successful doctors that set great examples for excellence in their practice, business, and life.

We will be sending info out on them soon, but you can find out more here.

Hope to see you all in Milwaukee.

Chiropractic and Earth Day

A healthy earth has a lot to do with a healthy body. But over the years, we keep pouring chemicals into the atmosphere and earth as well into our bodies.

Chemicals in Our Environment

  • 1972: DDT, an organochlorine pesticide, was banned
  • 1976: The Environmental Protection Agency (EPA) establishes the Toxic Substance Control Act (TSCA)
  • 62,000 chemicals were grandfathered in as being safe Two chemicals have been banned.
  1. 1978 Polychlorinated Biphenyls (PCB)
  2. 1989 Asbestos

“There has been no attempt to ban a toxic chemical since 1989.
“The amount of chemicals produced or imported by the United States in one day would fill up 623,000 tanker trucks with a capacity of 8,000 gallons each.” (taken from Dr. Dan Murphy who quotes: The Body Toxic How the Hazardous Chemistry of Everyday Things Threatens Our Health and Well-being. By Nena Baker 2008) Not counting the chemicals Americans take in from hormones, pesticides, herbicides, and other poisons in our Fast Food, Super Sized nation, we pound prescription drugs in to our bodies.

American Prescription Drug Use

  • “The average number of prescriptions [drugs] per person, annually, in 1993 was seven.
  • The average number of prescriptions [drugs] per person, annually, in 2000 was eleven.
  • [The average number of prescriptions drugs per person], annually, in 2004 was twelve.

The total number of annual prescriptions [drugs] in the United States now stands at about 3 billion. The cost per year is about $180 billion, headed to and estimated $414 billion by 2011.” (taken from Dr. Dan Murphy who quotes:How Prescription Drugs Are Altering American Lives, Minds, and Bodies Greg Critser 2005)

This is actually old data and the average number by 2010 is probably much higher. I have seen patients walk in with pages of 20 “’scripts”, and heard of even as many as 50.

In Our Drinking Water
A vast array of pharmaceutical including antibiotics, anti-convulsants, mood stabilizers and sex hormones have been found in the drinking water supplies of at least 41 million Americans, an Associated Press investigation shows. in the course of a five-month inquiry, the AP discovered that drugs have been detected in the drinking water supplies of 24 major metropolitan areas from Southern California to Northern New Jersey, from Detroit to Louisville, Ky. http://www.usatoday.com/news/nation/2008-03-10-drugs-tap-water_N.htm

Our Babies Swim Now In A Soup Of Chemicals.
287 human-made chemicals – most of them hazardous – in the blood of infants .

According to a study released by the Environmental Working Group, a policy research and activist organization, tests measuring the so-called “body burden” of industrial chemicals, conducted on ten random samples of umbilical cord blood, detected 287 chemicals.

The samples, supplied by the American Red Cross, registered 180 chemicals known to cause cancer in adults, 217 that are linked to brain and nervous system damage, and 208 that have been shown to affect fetal or child development in animal tests. For 209 of the contaminants, this was the first time researchers had identified the chemicals in newborn blood. http://www.usatoday.com/news/nation/2008-03-10-drugs-tap-water_N.htm

Earth Day is Health Day
Learn more. Read books. Talk to your chiropractor. Eat natural and organic food. Get regular spinal adjusts to support your spine and nervous system. Educate others. You can help your family and friends find relief and better health without the use of toxins by encouraging them to come in for an initial consultation with the doctor to see if chiropractic can help. Chiropractic is 100% organic and always has been. No drugs or toxins. The chiropractic lifestyle supports a healthy spine, nervous system and body.

Chiropractors: Never Work Another Day in Your Life!

Did you know that 73% of chiropractors can make all the money they want without ever working?

This is proven by 83% of studies.

Yes, that’s write. You two can make all the money you want, and even more, without even working.

Honest.  No more talks, letters, or yellow pages or even internets.  You don’t even have to sea patients.

moneyman

With this SECRET system I was able to make lots ‘o bucks.  (Doctre Phulo Vit)

Am I talking to you?  Yes, we are.

I have just discovered 6.3 steps on how to make all the money you want with out hardly working ever and getting all the love you need.   Honest.

Yea. Baby.

So, call us now at 800 APR-FOOL

=================================================

Don’t be fooled.   Get the real stuff.   Come to our seminar in Minneapolis and Milwaukee this spring.

See you there.

Happy Easter to you all.

Love,

The PM&A Team

New Health Care Legislation and Chiropractic

Late last night the House of Representatives passed a major bill affecting health insurance.

According to a press release by the American Chiropractic Association, “This means that the provisions contained in HR 3590 now only await President Obama’s signature to be enacted into law. These provisions include an important provider non-discrimination provision long championed by the American Chiropractic Association (ACA).

Incorporation of this provider non-discrimination provision, also known as the “Harkin Amendment,” was achieved primarily due to the efforts of Sen. Tom Harkin (D-Iowa), with help from other key players such as Sen. Chris Dodd (D-Connecticut). Although he did not support the final bill overall, Sen. Orrin Hatch (R-Utah) also lent his support for the advancement of the non-discrimination provision.”

A key feature of the bill which will benefit chiropractic patients is the subject of ERISA.  According to the ACA press release:

We now have a federal law applicable to ERISA plans that makes it against the law for insurance companies to discriminate against doctors of chiropractic and other providers relative to their participation and coverage in health plans.

Read more here.

Your Chiropractic Practice Marketing Plan

How is your marketing plan?

Do you have one?

You really should have a marketing plan for your chiropractic practice, and it should be updated monthly, nudged weekly, and totally reviewed every three months.

This may sound oversimplified, boring, or too too obvious, but in our experience, it is a major key to practice building.

Sure, there are many other factors behind a successful business, but constantly marketing is essential. And, if your practice is not growing, it may be because you are not routinely marketing.

And how do you make sure that you are marketing? Have a plan.

A Marketing Plan Is Simply Marketing Activities Scheduled,
Assigned, Regularly Supervised, And Measured.

The key to effective marketing is simply planning. This is because marketing often just does not get done.  It is not that your marketing did not work. More than likely, it just didn’t happen.

To overcome this, you need to schedule short planning times each week, and longer periods each month.

This is the core of the Marketing Management System as we have developed it.

Your marketing plans should include the following:

•    Recurring Marketing-Oriented Procedures. These include not only your internal marketing procedures, but recurring clinical and administrative procedures as well. They are the usual recurring procedures that go on regularly in your office. Often overlooked and neglected, they are the most important form of marketing. They need to be reviewed and practiced regularly to be keep fresh and important. Because they are so routine, I usually schedule them last.

Very successful offices rely mostly on these types of procedures. When you hear chiropractic doctors say “We don’t do marketing”, it is because they have their marketing as part of their internal procedures and they do these extra-ordinarily well. These could be the way the phones get answered, the report of findings, the new patient lecture, the simple consistency of patient flow procedures, great internal staff and doctor communication, staff training procedures, staff meetings, etc.

•    Special Promotions. Hold special promotions every now and then. These could include a Kid’s Day, a donation drive, mother’s appreciation day, teacher’s appreciation week, etc. I walked into an office a few days ago and in the middle of a very cold, snow packed winter, the doctor and staff were wearing summer clothes, offering smoothies (without the run), with a big sign saying: “Welcome to Chiroville”, no doubt referencing “Margaritaville” and warm ocean lifestyle. What a refreshing and friendly surprise greeted each patient that day!

•    Patient and Community Education Programs. These are usually held in your office. Educate your community through your office and patients by providing special workshops that are chiropractic or health related. Or, you can sponsor a special “Awareness Week”, such as a Headache Awareness Week, offering no charge or discounted condition specific screenings, consultations, and or exams.

•    External Community Services and Networking Events. These can range from spinal screenings, to in office ergonomic workshops, lunchtime “Lunch & Learns” for local businesses, setting up referral sources with business or other professionals, or working in the food pantry twice a month feeding the homeless.

There are other procedures, such as advertising, PPO soliciting and reviewing, yellow pages, web site, but many of these can be put onto a yearly, quarterly, or monthly recurring checklist.

The above are various categories of marketing. But again, the most important part of marketing is doing it, and the key to getting marketing done is to schedule it and assign it and measure it.

For the best reference, review the materials in your Marketing Toolkit which is part of your Marketing Manager System computer software, if you have it.

Here is a sample marketing calendar for a chiropractic office.

NOTE TO CLIENTS AND PMA MEMBERS: You may find a customizable sample calendar on our PMA Member’s web site.