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  • Andrea Ryan

7 Private Practice Management Mistakes to Avoid

It is an important part of every healthcare provider's job to manage their patients' electronic health records. Your staff and you must choose tools that will make managing physical therapy EHRs easier.

We are often asked questions about EHR by our clients at PatientStudio. One of our most frequently asked question is:

Do you have any tips for avoiding physical therapy private practice management mistakes?

Our practice owners encounter several pressing problems. We address them in this blog. Listed below are 7 common physical therapy private practice management mistakes, along with suggestions on how to avoid or correct them.

#1: Resistance on the part of the staff

Staff resistance to EHRs is a common issue. Generally, people resist change, especially when it affects their jobs.

It is possible that some employees are resistant to the idea of using EHR management solutions in the first place. There may also be complaints about how it affects their work. Staff resistance can be overcome by identifying one or two people who are enthusiastic about adapting and inspiring the rest of the staff to follow suit. In addition, you will need to provide training and support to resistant employees.

#2: Ineffective implementation

It is also important to note that improper (or incomplete) use of EHR management software contributes to staff resistance. Using your software improperly or not taking advantage of its features could result in inaccurate information being collected.

Again, training is the answer. Make sure the EHR solution you choose provides excellent training and ongoing support. The best company for you is one that offers a variety of support channels, including phone, chat, email and online resources.

#3: Resistant patients

Your patients also need to get on board with new methods of managing EHR. Onboarding and scheduling appointments through solutions such as a patient portal are disliked by some patients. Your job is to demonstrate how it will improve their experience as patients.

Communicating meaningfully and consistently is one way to accomplish this. You can help patients through the portal by walking them through it, allowing them to access it via tablets in the waiting area, and having staff on hand to assist when necessary.

#4: Interoperability issues

Since different providers use different EHRs and practice management solutions, communication between systems can be a problem. Just as you need to see their notes and recommendations, your patients' other providers also need to see yours.

When evaluating software, make sure the solution you choose integrates with your most important partners and focuses on interoperability. It may take some legwork, but you'll save time and avoid private practice management mistakes as a result.

#5: Functionality issues

It is not uncommon for EHR systems to advertise features that do not function as advertised. Our research revealed a story in which a physician noted a patient's gelatin allergy, but the alert didn't work when a clinician viewed the patient's chart.

Demonstrations of essential functions are the best way to prevent issues like this. Establish protocols to handle important notes, such as medical history and specific patient needs.

#6: Migration of data

The process of migrating old patient records and information to a new EHR software can be tedious and frustrating. To ensure that your new system has all the information you need about your patients and your practice, you need to handle the migration carefully.

Performing an assessment of the data on your existing system is the best way to handle data migration. Map out a plan for migrating the data and decide how far back you need to go.

Then, designate a person to take responsibility for uploading all incoming data into the new EHR, since there's almost always an overlap when data is still coming in via fax or your old system. This will protect you from missing data. It won't be long before you have an EHR that's fully updated.

#7: Abuse of electronic health records

You and your staff may make private practice management mistakes as you adapt to a new EHR management platform. There is a possibility that a request for diagnostic tests could be entered in the wrong field, resulting in another staff member or provider not seeing the request.

It is essential to provide written documentation of how to use the platform and to require training for everyone who will use it. Training materials are available from many software manufacturers. Making sure everyone who interacts with patient records understands how and where to enter vital data is your responsibility.

It can be a lot of work to switch to a new EMR management software. Taking steps proactively to avoid these seven possible mistakes will minimize your risks, your practice's risks, and the risks to your patients.

Want to learn more about PatientStudio's EHR management features? Click here to get a free demo!