Why January is the Most Important Month of the Year for Therapy Clinics

Every year, your therapy clinic likely goes through an evolution of sorts. Patients come and go, there’s an ebb and flow of seasonal activity, and you adjust to lots of changes in the industry. When January comes around again, it can feel like you aren’t quite ready for a new year. The sense of overwhelm just after the holidays can cause many clinic owners to neglect the small tasks that would benefit their clinics during this busy month. If you can relate, we have some suggestions for how to make the most of January professionally.   

January is a Critical Month for Business Goal Setting 

As it does for many other areas of life, the start of a new year presents an opportunity to renew the way your business functions. Not only is January a time to get organized in general, but it’s the perfect month to set new goals for your clinic.   Some items to consider as you begin the goal-setting process: 
  • How many patients would you like to see this year? Per week, per month, and per provider?  
  • Did you encounter any challenges with scheduling appointments last year? Could you acquire any new technology that would help you avoid lost revenue resulting from cancellations, etc.? 
  • What improvements could you make to your clinic administration? Is it time to transition from paper-based records to an EMR? 
  • Do you have any current challenges with staffing or turnover?  
  • Have you managed to accurately monitor your providers’ credentials and associated requirements? What about business licensing and taxes? 
Once you’ve reflected upon these questions and more, write down your answers. Create SMART goals and ask a trusted colleague or business partner to review them. Having established what you’re looking to accomplish in the year ahead, you’ll be much more poised to dive into the details.   

Adjust to Patients’ Insurance Changes  

One of the most significant January shifts you’ll be familiar with is the renewal of deductibles for those of your patients who have commercial insurance. How does this affect your clinic’s operations? 

Most importantly, January can be a tough month to maintain your revenue. Delays in payments from all types of insurance can be common, due to the holidays. Patients can be low on cash as well. Overall, collections in the first quarter of the year tend to be lower than the rest of the year. Thus, it’s a good idea for your providers to collect patient responsibilities at the time of service for any patients whose deductibles have started over, so your staff won’t have to expend the time and effort later to track down the payment owed.   

Patients should also be aware of their insurance contracts and fee schedules. Create a plan for how your admin team and therapists will remind patients of the need to check on their own insurance. This will help you avoid last-minute confusion, lengthy benefit checks via phone, and any balance disputes.   

Update Clinic Forms and Policies 

At least once a year, you should complete a review of clinic policies and the associated patient forms. January is the perfect time to conduct this review.  

Not only must the forms be accurate, but you’ll need to have patients sign off on any updates or changes to your office policies. Decide how you’ll communicate these policies to your patients. Will there be signs up in your office prompting them to ask for new forms? Will your admin staff need to present each patient with new forms at check-in?   

Review Business Processes 

No matter the size of your practice, the new year is a time for analyzing vital business processes to ensure they are happening in a timely and accurate fashion. These processes include: 
  • Authorization requests and filing 
  • Eligibility checks 
  • Collections 
  • Marketing 
It’s likely that the goals you identify at the start of your January review will reveal which processes need to be reworked. January is a great time to test the effect of outsourcing tasks to EMR software or a competent billing agency   

Audit Your Practice’s Information Security Status 

While information security should be a priority year-round, you can use the beginning of the year as a time to verify your employees’ access rights to all technology. If you’ve had any employees leave your practice in the months leading up to January, ensure that they do not still have access to any residual systems or interfaces. These include hardware in your clinic and any web-based software that your therapists may access from home.  

It’s crucial to review all technology solutions for safety and data security as well. For example, check that your EMR is HIPAA-compliant and ensure that all devices on your office network are password-protected.    

Make January Your Clinic’s Most Organized Month 

In addition to reviewing the specific facets of business outlined above, we suggest conducting a general inventory of how you run your clinic. The particular pieces that are relevant to you will vary, depending upon your specialty, market, and business stage. There will be lots of external forces affecting your therapy business as a fresh year gets rolling, so having a customized plan is a must in order to remain in control of your clinic’s direction. 

For more advice on how to set and meet your therapy clinic resolutions with the use of an EMR, schedule a demo. We’ll show you how TheraPlan can bring together all your goals and help you embark upon the journey to ultimate efficiency.

5 Tips for Smoothly Managing Therapy Appointment Booking

Scheduling may not be the first challenge you imagine when you think about opening or managing a therapy clinic. However, it can be one of the most important aspects of running your business. After all, if you aren’t organized about booking appointments and communicating with patients, you won’t have as many people as possible coming through the door! You want to be available to provide services to those who need them and keep your revenue stream flowing.   We’re here to support your clinic’s success and growth. Since we know how important scheduling is, the TheraPlan team has put together some suggestions for more smoothly managing your therapy appointment bookings. Read on for five ways to maximize efficiency and minimize miscommunication in your clinic. 
  1. Choose an appropriate scheduling technology. We doubt you would argue with us that digital scheduling is the way to go. Yet, it can be hard to know which scheduling platform to use. Rather than simply using an online calendar because it is familiar or free, it’s best to consider the specific needs of your clinic. Do you frequently schedule recurring appointments? A calendar that makes setting up a series easy would be best. Do you need to be able to quickly drag and drop appointments to a new time slot? Look for a calendar that has this built-in functionality. For even more in-depth options, such as appointment check-ins that trigger document creation, try out a scheduler that’s integrated with an EMR.
  2. Train admin staff thoroughly. If you have a larger clinic and manage lots of appointments each week, you’ll want to ensure that your admin staff is well-trained. They’ll need to be savvy users of whichever calendar interface you use. Accurate scheduling is essential to the health of your business, and therefore we suggest spending the time to create and implement dedicated training for those on your staff who are responsible for the appointment scheduling process. 
  3. Focus on appointment details. Scheduling does not end when an appointment is created. It encompasses a lot more than simply placing slots on a calendar. Ideally, you should consider the limitations of each therapist’s schedule, patients who have unique needs or need to be placed on hold, and the length of time authorized for each type of therapy. The more detailed your notes are for individual appointments, the smoother the process of editing and the lower the chance of error. 
  4. Minimize cancellations by sending appointment reminders. While it can seem tedious, taking the time to send reminders to patients is worth it. Digital reminders can directly impact clinic attendance rates, and therefore, your revenue. Since a majority of adults in the U.S. rely on their smartphones for everything from shopping to sending professional documents, you can capitalize on the immediacy of text reminders in particular. TheraPlan offers a solution for this inside our EMR.  
  5. Prioritize communication with patients. Having a solidly managed calendar is just the beginning. Ultimately, scheduling is all about your patients. Show them that you and your staff respect their time by communicating with them about upcoming appointments or changes and maintaining an accurate calendar.  
Because it involves frequent interaction with patients, the task of scheduling can make or break your clinic’s daily operations. We highly recommend taking the appointment management process seriously from the start, but if you need to rework how your clinic schedules patients, it’s never too late to start over and choose efficiency.  To find out more about how TheraPlan’s scheduler and recent enhancements can work for your clinic, schedule a demo with us. 
Therapy EMR Software Update Mobile Responsive

Version 2.1 of our therapy EMR is here!

We’re excited to announce that we’ve released a big software update today! TheraPlan Version 2.1 is full of big changes, many of which were the result of excellent feedback from our current users: therapists like you! We know you’ll find the updates to be useful. Here are some highlights of this version:
  • Text Reminders

Sending appointment reminders to patients reduces no shows and results in higher revenue. TheraPlan is excited to release this new, optional service to our clients who use our scheduler: a seamless integration with an SMS appointment reminder service. Opting in will allow TheraPlan to automatically send configurable text message reminders to your patients when they have appointments coming up the following day.

  • Message Center

Our message center is getting a complete makeover. After TheraPlan version 2.1 is released to our clinics, you’ll notice that notifications from the message center will appear anywhere within TheraPlan. These will notify the user if they receive a message, which they will also be able to answer conveniently from whereve they are working thanks to our new quick access message center icon!

  • To-Do List

Your dashboard will now feature a to-do list in the top right corner. This list will automatically update with: authorizations, evaluations, insurances, and plans of care that are expiring soon. You can click on any of these items to see the complete list of patients to whom they apply.

  • Place Appointments on Hold

This next update is aimed at those of you who use our calendar feature. Should you have a regular patient who needs to temporarily stop sessions for any reason, you’ll be able to simply put their series of appointments on hold, which will be denoted by a red flag above their appointment bubble. That way, you won’t forget that they may need to fill that spot again at some point in the future, but it won’t prevent you from scheduling other appointments in the meantime.

  • Creating Events

You can also use our calendar to create events now, which could be used to keep track of things like lunch breaks, vacation time, doctors’ appointments, and any other times your staff may be out of the office. These events are customizable with up to eight different colors, which look very different from your regular calendar appointments so you can differentiate easily between the two.

  • Calendar Filters

A third calendar update in 2.1 is the addition of filters. You’ll enjoy the convenience of filtering appointments by patient name, location, event, and status flags. This will make it possible to see a patient’s upcoming schedule at-a-glance, which is super helpful to your admin team when they’re on the phone with a patient, for example.

  • Evaluation Auto-Population

Rather than having just diagnosis codes populate from one evaluation to the next (or goals from an evaluation to a re-evaluation), the majority of data from your most recent evaluation for a patient will carry over when the following one is created. This does not include: CPT codes, assessments, plan of care start and end dates, and the frequency and duration text areas. Our goal with this change is to reduce the amount of time and clicks it takes our providers to complete an evaluation in our application, and we hope you like this change as well!

  • TCP Goal Changes

Based on feedback from our clinics, we have added a new checkbox to the Therapy Care Plan that will allow for providers to select whether they want their old goals to populate from the Therapy Care Plan to any future treatment notes within the plan of care date range.

  • Additions & Deductions in User Maintenance

We’re adding an Additions & Deductions accordion to the User Maintenance section. This is designed to assist clinic owners with accurately completing payroll for every clinic employee. A default addition or deduction amount can be added to your providers’ profiles, which will then appear on all future payrolls. This can be removed or edited if necessary. We believe this will speed up the payroll cycle even further.

  • PT Eval: ROM/Strength Changes

Our physical therapists will appreciate this next update. Inside the Subjective/Objective tab of the PT evaluation, the Range of Motion/Strength accordion will now be arranged by body part, from head to toe. Checking a particular area of the body will expand the range-of-motion chart, revealing its respective options.

We’re looking forward to sharing these developments with all of you. For a more thorough explanation of the updates, check out this video. If you have questions about any of the new features, please contact our support desk at (407) 674-7350.
TheraPlan Blog - Men's wrist watch

Time Management is Key in Software Development

Written by our superstar Technical Support Specialist, Johnny Lagow

Time is a precious commodity in our lives that we often realize too late has already slipped through our fingers. We are left in a daze of worry as to where the past day, month, or year has gone.  

In a monochronic culture such as our own, we are expected to perform tasks in a linear fashion, with lateness simply being tolerated and reinforced by the phrase “Time is money.” From my high school career to my college years, I have found that my own scheduling betrays this system, making it difficult to meet deadlines or arrive at a solution without also being late to the party. As time has gone on, I have realized the necessity of adapting to stricter time management but found it difficult to discover an effective method of accomplishing this.  

As a college student, before joining the TheraPlan team, I tried to cut blocks of time out of the day, designating specific periods of work or relaxation:  

5:00PM – 6:00PM: Calc 2 Homework;  

6:00PM – 7:30PMWrite Fiction;  

7:30PM – 8:30PM: Clean House 

As I applied this schedule to my daily routine, it became increasingly evident that this model would not work long-term, as I often became more engrossed in some tasks and their allotted time would override others. On top of this, my interest in tasks would wane and wax from day to day, and an allotted block of time dedicated to homework or hobbies could easily devolve into blankly staring at a book or computer screen.  

Cut to February 2018. After an incredible amount of time wasted during my exploration of failed time management methods I found employment at TheraPlan. Here, we have a fast-paced development environment in which a flurry of tasks makes time management a must. I knew I needed to find something to hold me accountable. My first attempt involved the Pomodoro Technique, in which a timer is set for 25-minute work intervals with five-minute breaks in between. (There are such timers available as both web-based systems and phone applications.) Unfortunately, I found that the break intervals served only to literally break my concentration, and the work intervals were much too short for the tasks I needed to complete. 

My next discovery was the one that stuck. I downloaded a time management app called Forest, which offered an interesting solution to my scheduling and concentration blocks. Using the app is simple: select a block of time (10-minute increments) and a type of tree you would like to grow, then get to work. If you exit the app, the tree will die. However, if you are successful in working until the time is up, you will be rewarded with a fully-grown tree sitting in a digital plane like a towering trophy (which you can name)! 

I’ve found this method of time management to be both flexible and rewarding. I quickly adopted it not only during my days at TheraPlan, but also out of the office. I like that I can cut my work day into chunks: an hour for development, thirty minutes for database review, etc. At home, I can allocate an hour of cleaning the house and another hour for personal writing. At the end of the day, I am rewarded with an expression of my productivity: an entire forest, each tree representing a task I was able to accomplish without much interruption.  

Of course, the most difficult question then becomes: How do you rank items in order of importance and allot the correct amount of time? For me, this question will always be answered in terms of deadlines. Does a bug in TheraPlan need to be rectified within a week? Schedule an hour of time now. How about another item that is required in two months? Schedule 15 minutes a day.  

What about fitting in TheraPlan support calls? This will always be the only exception to my loyalty to the time management app. At TheraPlan, we take pride in our high-quality, unlimited customer support, and continuously strive to improve the user experience. If we are working on an important software development item (even one that is due that very same day), we will gladly set it aside immediately to work on a client’s issue.  

I hope that I may have introduced you to an interesting method of time management that can help increase your day-to-day productivity. Those of us in the software development world aren’t the only ones who can benefit from paying better attention to how we use our time!
TheraPlan - Paper-Based Therapy Clinic

How to Make the Big Switch from Paper-Based Documentation to an EMR

As a speech, occupational, or physical therapy clinic owner, you understand that your therapists have quite an active job. With short, back-to-back sessions, documenting while with a patient is often impossible. This is especially the case for pediatric therapists, who deal with holding a child’s attention and often discussing the session with a parent simultaneously.

As a result, it can seem like taking notes on paper is the best option, and that there’s no reason to take on the intimidating task of switching to an EMR.

We would argue that this is faulty logic.

Moving your administrative tasks and documentation into an EMR doesn’t have to be intimidating at all, no matter how small or large your clinic.

The process may not be quick, but it can be straightforward. By following the steps outlined below, you can smooth the transition.

Step 1: Conduct a review of your electronic infrastructure. First, you’ll want to think about the quality of your internet connection. How is the strength of your WiFi signal? If you haven’t already upgraded to a business class package from your internet service provider, it’s a good idea to consider doing so before your clinic needs to rely on the internet for productivity. We also recommend that large clinics use multiple connections for any streaming media and guest access. For example, if you stream movies or shows in your waiting room on the same connection that your providers are using to access the EMR, this will result in a less than ideal connection speed.

Hardware is the second important factor in this review. Do your therapists have the necessary devices to complete their daily progress notes and evaluations? It may take time to acquire all the necessary technology, unless you’re using a web-based, mobile-responsive EMR.

Step 2: Organize pertinent paper-based records by treating provider, then by patient. You’ll need to scan documents like intake forms, PCP referrals, a patient’s most recent standardized tests, and current authorizations into your new EMR. Which and how many documents you choose to store electronically is up to you, so it’s wise to draw a proverbial line in the sand in this process. Decide which documents you’ll want electronic access to, and how many months of records you’d like to ultimately upload to create an accurate picture of a patient’s treatment history.

Step 3: Begin keeping all new documentation organized in PDF format. Organizing old documents is one thing, but the paperwork that keeps coming in presents another challenge. During the paper-to-EMR transition period, you’ll want to put any newly received documents, such as authorizations or denials, in electronic format and in clearly sorted folders. This way, you won’t have to go searching for them when you’re ready to enter the most recent details into your new EMR system.

Step 4: Compile your patients’ demographic data on an electronic spreadsheet. Rather than waiting until you’ve moved to an EMR to take on the huge job of entering patients’ names, dates of birth, addresses, and other details, it’s helpful to take the time to put them all in one secure place ahead of time. That way, you’ll either be able to copy and paste or upload the data straight into the system down the road. Some EMRs, like TheraPlan, will even do this part for you if you have your patient data ready to go!

Step 5: Educate providers about the upcoming change. Giving your therapists a heads-up about what’s to come is one of the most important steps. Send out a memo or call a meeting to disseminate the details, notify them of the first official day they’ll be free of paper, and be sure you mention any steps they’ll need to take to prepare. If you have providers who are not on board with the move to electronic documentation, giving plenty of notice is best.

Step 6: Pick EMR ambassadors. If you have a large clinic with multiple admins, we advise choosing one or two people to act as ambassadors: leaders who will guide the rest of your employees when the inevitable questions arise about using an EMR. These will preferably be the most tech-savvy members of your team.

Step 7: Identify the systems your clinic has in place, and whether the EMR you’ve selected can handle all the current tasks you do. Documentation is just one factor of adopting an EMR. Answering certain questions ahead of time about how it will affect your current routines and systems can give you peace of mind and ensure that nothing is overlooked. And if you don’t have systems, so to speak? Now is the time to create some, prior to the big change.

Making the decision to finally leave the paper behind is a huge leap forward! Follow the above steps leading up to the change to ease the experience for everyone involved.

If you’re unsure about moving your clinic from paper-based to an EMR, reach out and let us know what’s holding you back! We’re happy to discuss how TheraPlan can ease the process around your specific needs.

How TheraPlan Was Built on Feedback from Therapists Like You

When our founder, Stephen Edwards, set out to design TheraPlan, he didn’t have all the answers. In fact, he had nothing but questions: All the questions that therapists, therapy clinic owners, and his own billing agency staff had come up with throughout the years while using other therapy EMRs.  

Why can’t an EMR make it faster to document my daily progress notes and evaluations? 

Can using an EMR allow me to cut down on how often I have to communicate with admins? 

How come I can’t track authorizations inside my EMR? 

Why am I spending so much time clearing up confusion about payroll? 

When will there be an EMR with truly helpful technical support? 

Do I have to be a coding expert to understand which CPT codes I need to use? 

Can an EMR be just as effective for community-based therapists? 

Starting with questions like these turned out to be the critical factor in building a valuable software application for the therapy community. Inherent in these questions, Steve heard a need for an intuitive system that wouldn’t just provide a place to house documents or keep track of patients’ demographic details. The solution was going to be a full-service resource for therapy practices. 

Yet, he didn’t have all the answers.  

Even with 25 years of healthcare administration and therapy billing experience, Steve knew that he needed to look beyond his own ideas to build what the therapy community truly needed. 

That’s why he consulted with therapists working in various disciplines: speech, occupational, physical, ABA, and EI, to build all the elements of our software. He didn’t just ask “What do you need?”, but also “What do you want an EMR to look like and feel like?”  

These therapists became our sounding board, a panel of experts who provided us with ongoing feedback as we developed our 

audit-guided documentation templates,  

goal transfer process for evaluations and plans of care,  

appointment management functions, 

and more. 

Long hours of research, discussion, and investigation resulted in many of the answers we sought. From these, we derived our application’s mobile responsiveness, dashboard and accordion technology, calendar interface, and more. Questions remain, though, which is the exciting part of developing an EMR. There is always more to learn! 

We continue to grow with each new software release, but more importantly, with each question or concern that comes through to our support desk. We never assume that we’re done learning about what therapists really want and need.  

We know that your job can look different every day. Our goal is to exercise the same flexibility that’s required of you, so that we stay agile and serve you best. 

Since day one, TheraPlan has evolved based on the experiences of real therapists. This process will continue. When you become a TheraPlan user, you join our panel of advisers. Every question you present to us will be added to our archive of round table topics for future development.  

Check out more about our story here.

Using TheraPlan’s New Functionality for Your Therapy Clinic Payroll

We know that one of the most overwhelming responsibilities you have as a therapy clinic owner is keeping track of pay for your therapists.  Our most recent software release includes a comprehensive payroll module designed to ease the burden on clinic owners, answer therapists’ questions, and provide a transparent process for all parties.  A payroll system that is integrated with an EMR, like that which we have designed in TheraPlan, offers a means of quickly and accurately paying your providers. By contrast, in a paper-based clinic, accurate payroll depends on frequent and detailed communication with providers. As your practice grows, this quickly becomes cumbersome for you and your administrative staff.   Our EMR shows you the total number of complete and incomplete documents for each provider, including evaluations, reevaluations, and daily progress notes. This means you don’t have to track down any missing documentation or ask your therapists to clarify their hours during a particular pay period. Accuracy is built in to TheraPlan.  Aside from the efficiency this provides for your payroll process, there are additional perks to using our payroll module. It allows you to:   
  1. Gain an understanding of when your providers perform their documentation. Are they burning the midnight oil or getting notes done promptly during the day? Identifying these patterns can assist you in reevaluating policies and training your staff more thoroughly.  
  2. Observe the time period between document creation and signing. It’s important to keep an eye on the average time between the point when your providers create documentation and the moment when they sign and close the documents. Not only should they be following the 48-hour rule per CMS guidelines, but a quick turnaround in documentation contributes to efficient clinic operations, a quicker revenue cycle, and simplified payroll. TheraPlan’s payroll module offers a convenient way to oversee this pattern for each provider. 
  3. Maintain transparency with your therapists. Communicating with your staff about the details of their pay can become a never-ending endeavor when you don’t have an electronic version of payroll. With TheraPlan, any provider can access their personal payroll details at any time. This erases the need for constant oversight and unnecessary emails or phone calls. Your therapists will be thrilled to know exactly how much they are getting paid and when, and to have access to their payroll history. 
If calculating and distributing pay is a frustration in your therapy clinic, moving your documentation and payroll to TheraPlan could be the solution. Schedule a demo to find out exactly how our payroll module would work for your practice.   
lessening therapy practice admin headaches

Running a Smooth Therapy Practice: 4 Tricks for Lessening Administrative Headaches

There’s a lot of advice out there about how to market your therapy services, how to finish documentation faster, and even how to become a better therapist. What about the administrative piece of running a therapy clinic? We believe this is critical to your success in the worlds of speech, occupational, physical, behavioral, and Early Intervention therapy. Read on to find out what we consider to be four essentials to lessening therapy practice admin headaches for your team!
  • Use an efficient scheduling system. Chances are, your staff spends a good amount of time talking to patients about scheduling and rescheduling appointments, recording cancellations, and the like. If they’re using multiple systems or doing it all on paper, this can quickly become a nightmare. Even if you just have one person in charge of scheduling, their time and attention could be directed at something much more useful to your clinic’s operations!
  • Minimize email communication. Especially when you could be dealing with sensitive Protected Health Information (PHI), email is an inefficient, risky mode of communication. If your clinic relies entirely on email, you could be wasting valuable minutes every day composing and responding to messages. Not to mention, you’re relying on your staff to follow HIPAA-compliant procedures when sending patients’ details via email. We recommend finding an alternative method of internal communication that is both trackable and takes legal requirements into account.
  • Take care to maintain HIPAA compliance. In a busy office, email is not the only concern when it comes to compliance. Your office staff must be diligent about protecting patients’ sensitive data at all times. Taking the time to fully train your staff and ensure that they understand their responsibilities related to HIPAA is fundamental to any stable, thriving therapy clinic. This dedication to training on the front end can also help you avoid larger issues down the road, since HIPAA violations can create severe disruptions in the way your practice functions.
  • Set up a documentation oversight system. Some clinic admins dedicate significant time to checking on therapists’ progress with documentation, especially reminding them to complete notes for payroll purposes. Putting a structure in place for communicating this to the admin team without direct communication from the providers (a checklist of sorts) can relieve your staff on both ends of this process.
All four of these essentials can be addressed by adopting an EMR like TheraPlan. Our system includes a scheduler, message center, dashboard that displays providers’ open documents, and built-in security that will take your clinic administration to the next level. We created TheraPlan to be as useful for administrators and clinic owners as it is for therapists. Whether you’re an independent therapist wearing multiple hats in your business or you run a large, multi-disciplinary practice, our EMR can solve your administrative frustrations. Read more about the benefits an EMR can bring to your practice.
TheraPlan EMR Plan of Care Tracking

Feature Highlight: Plan of Care Tracking

For this first installment of our TheraPlan Feature Highlight series, we are diving into plans of care and care tracking! As a therapist, you no doubt understand what a plan of care is, but do you know why it’s so important?   The reasons are twofold: you need a current plan of care to keep a patient on your schedule, and to ensure that you will get paid for the dates of service on which you treat them. Staying on top of plans of care is essential for avoiding any gaps in regular appointments. If you’re not authorized to see a patient due to an expired plan of care, you will lose revenue and, more importantly, your patient will temporarily lose the opportunity to receive regular treatments. In developing TheraPlan, we built in plan of care tracking because we wanted to ease the communication between therapists and a clinic admin team. That can easily be done if an EMR keeps track of when plans of care will expire, removing the need for manual plan of care tracking. When you create an evaluation, you’ll enter your plan of care dates and a summary of treatment plan.   Entering these dates lessens your workload as the therapist by ensuring that the goals you enter for this patient will carry forward to any treatment you complete within this date range. It’s also helpful to your admin team or billers because they don’t need to do any research to figure out when a new plan of care is required. It’s a win-win!   Discover more about TheraPlan’s built-in efficienciehere, and follow us on Facebook to get regular updates on this blog series and others! 
training therapy clinic staff

Training Your Staff in TheraPlan: How Will it Work?

A significant factor in the decision to move your medical records to an EMR is the amount of legwork required for training therapy clinic staff on new software. Whether your therapy clinic is transitioning from paper records or another EMR, proper training can be a concern. Choosing the right EMR should give you peace of mind that you won’t have to take this on by yourself.
Why Thorough EMR Training is Important
Remember, your EMR won’t just store patients’ Protected Health Information (PHI). It will also hold details about your staff’s credentials, the insurances your clinic bills, and even your payroll. Keeping this information secure and accurate is essential. The way to ensure that things are set up correctly from day one, and prevent confusion or missing information down the road, is to properly train those who will be using the system.
How TheraPlan Approaches Training Therapy Clinic Staff
At TheraPlan, we value relationships with our users just as much as we value providing secure, efficient software. When you sign on as a client, we bring you and your staff into the TheraPlan family. This process begins with an invitation for therapists in your clinic to attend a live webinar. These webinars are specialty-specific and will guide attendees through documentation, scheduling, and any administrative tasks they’ll need to know. If a therapist can’t attend the live session, no problem. They’ll have access to the recording and can refer to it at any time to learn the basics of navigating our system. We have separate, in-depth tutorials that were created just for admins, which they can watch as many times as they need. We are available to answer any questions they have during and after these webinars to ensure that they fully understand how the business process works in TheraPlan. Many EMRs would stop there. By contrast, we keep the training going! After having attended a webinar or watched the recording, both your admins and providers will get access to our demo site. We know that telling you how to use something can only go so far. There is great value in letting you learn by doing! The demo site gives your staff a place to try out TheraPlan before your site is ready without the worry of making mistakes with PHI.
What You Can Expect When You Become a TheraPlan Client
Once you’ve gone live in TheraPlan, you’ll have 24/7 access to our Best Practices Guides and videos, which are short, visual answers to your FAQs. You can also reference the initial video tutorials at any time. In addition to all of the resources you’ll find within the application, we offer unlimited customer support via phone and email. Our help desk is available from 8AM to 6PM Eastern time, Monday through Friday. We welcome any and all questions, concerns, or suggestions, and aim to establish a connection with each of our users. If the transition period of adopting an EMR makes you nervous, know that you will get the support you need (and then some!) when you choose TheraPlan. Begin the process for training therapy clinic staff and learn even more details by scheduling a demo!