Published on March 10, 2014
Clinic Upholds Patient Care and Improves Efficiency 55-60% by Using Clinicient Company Overview Based in the Willimette Valley, Northwest Rehabilitation Associates has been serving the Oregon community for eight years. President and owner Mike Studer has been a physical therapist for 21 years. He started the clinic focusing mainly on neurological rehabilitation and geriatric care before expanding his practice to meet a wide variety of customer needs. The clinic offers a personal experience with emphasis on one-to-one time between patients and specialists. Fourteen staff members including a team of physical, occupational, and speech therapists, serve the unique concerns of their patients. Northwest Rehabilitation Associates works within government regulations which require electronic medical records, but above all, the clinic prides itself on being passionate about their work and always putting the patient first. Business Challenge Northwest Rehabilitation Associates needed an efficient software system to manage their office needs including documentation, scheduling, and payment collection, while still maintaining the personal focus of the clinic. Creating an atmosphere which encouraged the highest level of patient care was very important to the clinic and their future success. As Studer explained, “Our motto is specialist care with a personal touch, so we really want to make sure that we bring patients an individual clinician that knows and is a specialist in their condition.” One of the main challenges for Northwest Rehabilitation Associates was a lack of functionality to efficiently create electronic medical records in order to ensure “Our motto is specialist care with a personal touch, so we really want to make sure that we bring patients an individual clinician that knows and is a specialist in their condition.”
“I found Jerry Henderson, one of the founders of Clinicient, to be extremely approachable, available to guide me through the process and offer me some of the one-to-one tutorials that I needed in order to understand how to fully utilize Clinicient and get the most business value out of the software.” compliance with increasingly strict government regulations on documentation. They were also in need of an effective scheduling system to maintain the fiscal viability of the clinic, and a partner who would represent them respectfully when dealing with billings and collecting payments. Finding a software solution that was both adaptable and easy to work with was also essential to enable staff to focus primarily on their patients. Prior to opening his business, Studer researched competitor software providers extensively, interviewing several electronic medical record companies to find a fit for his clinic’s unique needs. Clinicient stood out as they offered a personal tool which could be manipulated to suit his business. “Clinicient was really able to offer me that ability to modify my templates and to make the electronic medical record my own in a user-friendly manner,” said Studer. Solution Clinicient worked with Northwest Rehabilitation Associates to install a comprehensive software solution customized to meet the unique needs of the clinic. Working inter- actively with the clinic, they developed a mutually respectful relationship along the way. “I found Jerry Henderson, a physical therapist and one of the founders of Clinicient, to be extremely approachable, available to guide me through the process and offer me some of the one-to-one tutorials that I needed in order to understand how to fully utilize Clinicient and get the most business value out of the software,” said Studer. Clinicient provided customizable templates for diagnosing patients and electronic medical records. The software could also run on multiple platforms, so staff could use devices to wirelessly access their patient schedule and medical record. The software enables staff to provide complete, accurate and compliant documentation, allowing Studer and his team to focus on providing exceptional care for patients. Clinicient continually works with the clinic to ensure the system is optimized for their needs and the software is consistently improving through feedback. They work to anticipate the needs of North West Rehabilitation Associates to deliver ongoing business value. Case Study Page 2 Clinicient 1515 SW Fifth Ave. Suite 950 | Portland, OR 97201 • clinicient.com
Realized Benefits for Northwest Rehabilitation Associates Clinicient improved Northwest Rehabilitation Associates’ physical therapy business, while also improving their patients’ experience by maintaining the personalized approach of the clinic. With Clinicient’s comprehensive, physical therapy software, Northwest Rehabilitation was able to increase efficiencies while streamlining the information flow and simplifying operations. Ease of administration and effective scheduling Using Clinicient software has made scheduling extremely easy and efficient for the clinic. When a patient cancels on late notice or needs to reschedule, the software automatically tracks other patients who might be able to fill the open time slot by going through the waiting list and any rescheduled appointments from earlier in the week. Filling schedule gaps quickly and easily ensures an optimal schedule for therapists and maximized profit for the business. Analyses of schedules over time has proven how productivity within the clinic has increased, with dramatically improved administration and control. “I’m able to look at and analyze how the clinic’s doing today, how the clinic has done over this past quarter, and how we’re doing on trends in terms of no shows, cancellations and productivity,” says Studer. Confidence in regulatory compliance With increasingly strict rules pertaining to overbilling insurance companies and undocumented transactions, clinics everywhere are choosing to switch to one comprehensive system for both the electronic medical records and the electronic billing to ensure compliance with government regulations. Not being compliant with all regulations could lead to fraud charges or no reimbursement for services and lost revenue. Clinicient has made compliance simple for Northwest Rehabilitation Associates as the software ensures that therapists documentation demonstrates medical necessity and always supports billing claims. Clinicient keeps on top of any changes in the system, automatically updating new regu-lations and offering detailed, “With Clinicient, it’s like having a personal representative that I don’t have to employ, pay benefits for, that is always looking out for my best interests in terms of how we’re reimbursing, keeping up with current trends and regulations, and what we could be missing. It is an absolutely invaluable tool.” Case Study Page 3 Clinicient 1515 SW Fifth Ave. Suite 950 | Portland, OR 97201 • clinicient.com
educational webinars to explain new rules. With Clinicient, Northwest Rehabilitation Associates feel confident that they are always up to date. “With Clinicient, it’s like having a personal representative that I don’t have to employ, pay benefits for, that is always looking out for my best interests in terms of how we’re reimbursing, keeping up with current trends and regulations, and what we could be missing. It is an absolutely invaluable tool,” said Studer. Personalized patient care through web-based technology Integrated use of technology means that therapists can sit face-to-face with their clients and communicate with them, engaging and developing a relationship, while still documenting important information. Being able to maintain 1:1 engagement is one of the most important things for therapists, according to Studer, who added that “keeping eye contact with the patient while you are recording their performance and continuing to demonstrate their improvements is essential.” Using Clinicient software across many platforms has also helped improve flexibility for workers, who can now easily access their schedules and see when their patients are arriving in real time. Real time sharing of information and schedules creates a more cohesive team that ultimately benefits Northwest Rehabilitation Associates as a business. Superior representation and advocacy for billing with 55-60% greater efficiencies Studer says that letting Clinicient handle payment collection allows him and his associates to focus on giving the absolute best patient care while at the same time being “able to maximize our productivity and collect that revenue that we’ve rightly earned.” Clinicient’s easy-to-use system and respectful representation is essential to fiscal viability for Northwest. The system is so effective versus a paper-based billing and documentation system that Studer estimates the company to be 55-60% more efficient by using the Clinicient software. As a whole, Studer says, “I’ve never really looked back at any other provider because of our confidence in Clinicient for their ability to stay ahead of us in terms of all the trends in reimbursement and technology. They continue to offer more than we’ve ever expected.” About Clinicient Clinicient is a combination of the words “clinic” and “efficient”. And that’s the essence of who we are. Founded in 1998 by Physical Therapist Jerry Henderson, we focus exclusively on providing Outpatient Rehabilitation business solutions. We are dedicated to helping private practices in Outpatient Rehabilitation succeed. And we do it by offering a unique combination of integrated EMR and billing software, efficient business processes, decades of outpatient rehabilitation billing experience and an unprecedented knowledge base of payer rules. For more information call 1.877.312.6494 or visit us online. Case Study Page 4 “As a whole I’ve never really looked back at any other provider because of our confidence in Clinicient for their ability to stay ahead of us in terms of all the trends in reimbursement and technology They continue to offer more than we’ve ever expected.” Clinicient 1515 SW Fifth Ave. Suite 950 | Portland, OR 97201 • clinicient.com
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