Concerned that you may not be capturing all of the revenue from your hospital rounding?

Are you looking for an affordable hospital rounding software solution that works? Wondering how quickly or easily you could implement new software. Debating if it would be compatible with your existing system and how much money you could save? HybridChart creator Dr. Gregory P. Sanders answers these and other frequently asked questions in this brief Q&A video. For a more in-depth demonstration, please fill out the getting started form.

Medsoft sat down with HybridChart developer, Dr. Gregory P. Sanders for some frequently asked questions he hears from new and potential clients. Below is the actual transcript of that conversation.

Our first question today is:

1. “Can this be used for any specialty?”

“The answer is “yes”. We will customize this for any specialty and if you look at the billing modules you will see that all of the gray tabs affiliated with your charges can be customized to your specialty. We will also make sure that your CPT codes match the procedures. We will make sure that it is laid out in a way that is very efficient, where you don’t miss any charges.

We have a surgical group where they insert pain pumps as part of their procedures and we made sure to include some of these charges very visibly so that you would not miss charges that go along with your procedures. So yes, we can accommodate any specialty and we can customize your billing tabs to match your specialty. We will also pre-load your diagnoses on your Quick List of your diagnoses into the system, dependent upon your specialty.”

2. “Can it be integrated with an EMR?”

“This is a common question that we get. Yes, we can integrate the billing component into your electronic medical record assuming that you have an HL7 compliant medical record. Some of your older medical records may be difficult to integrate with, but most of the new generation medical records will be quite easy to integrate with.

There is usually some support on the side of your EMR and some cost affiliated with that because, for instance, we will integrate with GE Centricity product and typically they will need to do some customization on their end to allow the importing of charges, so it is a process. We usually have most people start out using it as a stand-alone system and then migrate towards an integrated product.”

3. “How long is the implementation process?”

“This is a good question. Typically people want to know “well how long is this going to take to be up and running?” We usually will have your site built and customized within about two weeks. Once it is live, it usually takes another week or so to work out any of the final details of your customization package and train.

The training is quite straightforward and your office does not need to shut down to train. Physicians tend to find this product very intuitive because it was designed by a physician, for physicians. So the physicians typically, once they have walked through it, and once they have actually used it for about an hour, feel very comfortable. The billing people, whether you use a billing staff within your office, or whether you outsource, will be trained on the product and will learn exactly how to pull the charges and how to clear the charges. They typically need about an hour of training and then you’re up and running. So I would say probably about three weeks to implement the product from start to finish.”

4. “Does the whole office need to come in at once?”

“The answer is “no”. We have a lot of groups who decide to pilot this with several physicians and then see how it goes before they decide to then move the whole practice on board. That is usually a good way to do it, especially with a large practice. Typically you would like to identify which members of the group are more “tech savvy” or more progressive in terms of wanting to try new ways of rounding and billing, and let them see how it works before you roll it out to the entire practice.”

This leads into the pricing structure of the product.

“This is a product designed by physicians for physicians and the core values of this product are that the startup costs need to be minimal to none, and that we don’t want you to sign a long-term contract. You pay month-to-month and you pay per physician. There is a charge per physician per month and you can cancel at any time. Your risk of investment is minimal because you’re not hosting the product. This is an ASP model, or an Application Server Provider model where we host the product for you and you are not paying an IT staff to manage the system. Your startup costs are very minimal.

You will then be able to immediately start using the product and even if you use it for a month and decide you don’t like it, then you just turn it off. There is really no contract. This is done purposely to make it easier for physicians to access the product, and easier for the physicians to try the product where the risk of investment is very minimal. But yes, you will be charged per physician per month and that does not include office staff, that does not include mid level. Those people we know will come and go and we don’t want to charge for mid levels. The charges are really for physicians.”

5. “Please talk about return versus risk.”

“Regarding return on your investment, there are some measurable returns. One is that you will be able to, especially when you look at the Superbill, be able to make sure that you scan your list and that you don’t miss any charges. So even on your dashboard you will be able to look at the totals. It will run a total for today and it will run monthly totals to help you keep an eye on your charges.

There are several of safeguards in place to make sure that you do not miss charges and so because you are recouping all these charges that were probably previously missed, most groups find that their revenues go up by about 10 percent.

They are not doing more work; they are just capturing all the charges. The communication between physicians and staff is immeasurable so there are some groups that dedicate entire employees to managing their census. Well, that can go away so you can take the salary of that employee and eliminate it, and there that is an immediate cost savings that you would otherwise be spending to manage your census, where here, it manages it for you.

In terms of risks, I think the risks are very minimal. There is not much in terms of startup. There is a monthly fee, which we are basically renting the product per month with no contract, so even if you wanted to try it for a month or two then turn it off, your overall investment that you have potentially lost by trying the product is quite minimal.“

6. “What kind of reporting is available?”

“So we did answer that a little bit with the dashboard. There is the ability to go into the system tab and go to reports and you can run all types of reports per doctor. You may want to specify date range and specify a physician and generate either a summary report or it will pop out totals.

This is very useful for generating a totals and then running it against your billing software. So if your billing staff said “hey, we billed out six level I visits for you” then that’s great, but what if they come back to you and say “we billed out five level I visits and we got paid for five”, but you say “wait a second, I did six”. This is your denominator. This is what the physician did, and this is the very important data that you usually do not have access to. Now there are ways that you can go in and generate a more itemized list, where you can say “show me all the patients”. Here is where you can actually drill in and look to see exactly which charges were sent and then you can identify which ones were missed.

You can even generate spread sheets if you want to look at your productivity in more detail, where you can generate a productivity report of your charges for any given day, and look to see maybe when you were most active with certain procedures and look at your trends. So there are a lot of reporting features. We can customize any report for you depending on your needs.“

7. “How do you make sure that you don’t miss a charge?”

“This is a very good question, how do you make sure you don’t miss a charge? Well, part of it is just looking at your census and looking at your Superbill and making sure that you scan your list and make sure you’re not missing anything.

But, nobody is perfect so let me walk you through what happens when you discharge the patient. Let’s go to our Boswell list and let’s discharge two patients. When you click the discharge button and remove them from the system, what’s going to end up happening is a discharge manager is going to be generated. The discharge manager actually will allow you to set up follow-up for the patient, and it will scan the patient’s information from when they were added to the system to when they were discharged from the system, and it will make sure that there is a charge for every patient that is in the system.

So for instance, these two patients are going to be discharged. You can set up follow-up, where it will automatically pull who the primary physician is and you can say that you want them to be seen in two weeks. You can enroll them in clinic, you can put in comments for your staff, but as I discharge these patients, it will take the date that they were added and today’s date, when they are being removed, and it will check every single day to make sure there is a charge. If a charge is missing, it will automatically email your billing department and say “Hey, you’re missing a charge on John Davis”. It will actually automatically email the rounder as well, who is responsible, saying that they missed a charge.

This gives you the opportunity to submit a charge while you still have a chance and while the patient is still within the window of being reimbursed for what you have done. So it is very easy to just discharge these patients, but it is also that you are setting up a follow-up visit, which helps increase the efficiency of your office, improve patient care and you are helping to make sure that you really have not missed a charge.”

I think that concludes the end of our Question and Answer period. I appreciate your time.