PPO Negotiation Solutions

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Practice Growth

The Benefits of Automating Front Desk Operations

Owning a dental practice is no walk in the park. Being a dentist with your own practice means you’re worried about staying up to date with new technology, continuing education, taking care of patients, leading a team, and probably more things swirling around in your brain. While you’re taking care of patients, you need someone you can trust to do the following:

  • handle payments
  • schedule appointments
  • check-in patients for appointments

Office delays can’t be added to your worries with everything already on your plate. And while you can’t replace the friendly smile and reliable nature of a fantastic office secretary, they probably wouldn’t mind a little extra helping hand.

If you find yourself needing that extra help around the office, consider automating your front desk operations. Automating front desk operations in a dental practice can bring a host of benefits to both the practice and your patients. Some of the key advantages of automation include improved efficiency, increased accuracy, and enhanced patient satisfaction.

Efficiency

One of the most obvious benefits of automating front desk operations is improved efficiency. When patients arrive at the practice, an automated system can make quick work of the check-in process, and quickly and accurately capture a patient’s information. This eliminates the need for manual data entry, which can be time-consuming and prone to errors. Automated systems also enable patients to check in on their own. This reduces the need for staff assistance and frees up staff to focus on other tasks. It’s also a possibility to reduce the risk of HIPPA violations due to patients being able to enter the information themselves instead of having to verbally give private information to a secretary in front of other patients.

Accuracy

Another key advantage of automation is increased accuracy. Automated systems are programmed to capture specific information, such as patient demographics, insurance information, and appointment details, reducing the risk of errors. Billing requires many things to go right such as:

  • having correct patient information
  • filing in the correct time frame for each specific insurance
  • using the correct billing code

These pieces of information are especially important when it comes to billing and insurance claims. Because errors can lead to denied claims and lost revenue for the practice. Normally, correctly filed claims may be paid in as little as 15 days. Having to re-file an incorrect bill to an insurance company costs more time that you could’ve been getting paid and potentially more stress and confusion for your patient.

Patient Satisfaction

In addition to improving efficiency and accuracy, automating front desk operations can also enhance patient satisfaction. Patients appreciate the convenience of being able to check in on their own, and automated systems can also provide them with important information, such as wait times and appointment reminders. This can help to reduce patient no-shows as well, which is a positive thing for your patient’s health and a positive thing for your revenue.

Cost-Effectiveness

Automation can also be a cost-effective solution for dental practices. Automated systems may be an investment upfront, but in the long run, they may be less expensive than hiring additional staff, and they can also help to reduce the need for expensive paper forms and filing systems.

Data Collection

One of the key benefits of automating front desk operations is the ability to collect and analyze data. Automated systems can capture a wealth of information about patients, appointments, and billing, which can be used to improve the practice’s operations. For example, data on patient wait times can be used to improve scheduling and reduce wait times, while data on billing errors can be used to identify and correct issues. All this data can help you to create maximum efficiency in your office while also making sure patient data is kept private and secure.

Patient Care

Automating front desk operations can also help to improve patient engagement and care management. Automated systems can be integrated with patient portals, enabling patients to view their appointment information, update their contact details, and even pay their bills online. This can help to make it easier for patients to manage their own health care by seeing what procedures took place when they’ve attended appointments, and potentially even direct messaging you with any issues they face.

Automating front desk operations can bring many benefits to dental practices, including improved efficiency, increased accuracy, and enhanced patient satisfaction. If you’re a dental practice owner, it’s worth considering automation as a way to improve your practice’s operations and better serve your patients as well as maximize your profits. If you’re looking for more ways to ensure that you’re getting the maximum revenue possible for your practice, let PPO Negotiation Solutions help you. Visit us online to complete a complimentary assessment of your practice and schedule a free consultation with us today.

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Standard Operating Procedures for Your Dental Practice

Standard Operating Procedures (also known as SOPs) are instructions specific to your dental practice. SOPs help all employees understand how to perform daily activities because SOPs act like a to-do list for all employees. While many practices have SOPs, every set of SOPs are not the same. SOPs are created with your dental practice and staff in mind because every practice and every team has different needs and abilities. If you’re curious about the importance of SOPs or if you’re interested in creating your personalized set of SOPs, we can help you get started. 

Where Do I Begin?

Since SOPs act as guidelines for your practice, you should begin by identifying every process occurring in your practice. Nothing is too big or too small to write down. Creating SOPs by starting with the simplest process may make creating SOPs easier for you. For example, if you start with something small, like staff meetings, you’ll want to think about how staff meetings typically go in your practice. Do you begin a staff meeting by discussing an agenda for the meeting with your staff members? Do you close by opening the floor for questions? Whatever your style is, jot down all the details step-by-step. 

To continue the process of creating SOPs for your practice, get your staff involved. Clinical employees should be involved in creating SOPs related to clinical practice; office staff should be involved in creating SOPs for office practice. Your staff are the ones who execute the procedures you’re listing, so make sure to discuss the typical workflow with them.

Why Do I Need Standard Operating Procedures?

SOPs are a great form of communication because that’s exactly what they’re made for. Communication is essential to any relationship, including a working relationship. When procedures are carefully outlined and documented, it communicates clear expectations for all parties involved. You are aware of what your employees will do every time they begin a procedure. Your employees know what they can expect from you when working as a team, and where they should follow up with care after you have done your part in a procedure. 

SOPs are also helpful to ensure patient safety. With SOPs, employees know what to expect during every step of every process, beginning with a patient entering the door. When procedures are regulated, you can ensure that the steps you and your team are taking to treat patients are the steps that will bring about the best possible outcome. SOPs may add a layer of protection for your practice in this way. If a patient experiences an unexpected reaction due to a procedure, your process can be validated. 

How Do I Implement Standard Operating Procedures?

You can implement SOPs in multiple ways across your dental practice. Start by implementing them from the very beginning when onboarding new employees. Every company has some orientation or introductory training when an employee. Your dental practice is likely no different, so use that as a time to identify what your employee can expect. You might even find that SOPs promote employee retention because there are no surprises for either party in the future. A new employee will know how your practice runs from the very beginning, and you will have communicated their roles and expectations within your practice. 

Another way to implement SOPs is to make copies of the appropriate set of procedures and hang them where employees can utilize them. Your employees should be able to access SOPs at any point when they may need to review the steps for a specific task or treatment. Another helpful way to remind your employees that the SOPs are to be used is to place copies of SOPs for each of your processes in a notebook where employees can locate it when necessary 

Because SOPs are guidelines that should help your dental staff, SOPs are living documents. Nothing stays the same for too long; as time goes on, there will be changes in the dental industry. You and your dental staff may realize that a way that was once a standard practice could use an update. Just as humans always have room to improve, so do your SOPs.

If you’re looking for more ideas on how to keep growing your successful dental practice, PPO Negotiation Solutions can help. We offer consultations to identify your needs and complementary assessments to see where we can positively impact your dental practice. Schedule a time to speak with us today and let us help you maximize your profits!

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Dental Industry Trends

Projections for the dental industry are looking up, with an estimated 2% growth in business coming within the next several years. Technology, treatments, and consumer habits are sure to evolve more as the future unfolds. So it’s important to know what’s coming next. If you’re looking to lead your dental practice into great success for the new year, it’s important to be aware of changes with your customers and changes in the market. Check out some trends that may help you to create positive growth for your business in the new year.

Online Presence

If you didn’t already know, your online presence is incredibly important. Digital marketing is a trend that won’t be dying out anytime soon. Over the past year, 63% of businesses have increased their budget for digital marketing to reach clients where they spend a significant amount of time – online.

This is a positive thing for your practice because you can reach a larger audience than just by word of mouth or printed advertisements. Digital marketing is also popular because it is cost-effective. By creating a website, you get to control the content that potential and current patients see. It’s also budget-friendly, since it costs as little as $10-20 per month to have your own domain (my-dental-practice.com).

Another positive aspect of digital marketing is social media. Social media is a free platform designed for interaction and sharing. The average American spends around two hours a day on social media, so creating a presence to be part of that world is beneficial for your practice. Social media also makes it easy for satisfied customers to leave comments, reviews, and testimonials. Wherein these can help to generate more business for your practice.

Digital Dentistry

Coming out of a global pandemic, so many average, everyday parts of our lives like buying groceries or chatting with friends have been transformed so they can function in an online setting. Healthcare is one of the many parts that also had to make a transition. While dentistry is a service that does require a patient to be in-person most of the time, dentists are still finding more creative ways to work in an online world to provide great patient care.

Getting an appointment at a local dental practice can be challenging. And may even prevent some patients from getting the proper dental care. The option of telehealth offers the flexibility and ease of addressing some problems without the visit to the office, which increases the likelihood of gaining patients as well as retaining patients who appreciate the options your practice is able to provide.

Not only does it benefit the patient, but you and your dental staff reap the benefits, too. With fewer in-office appointments for simple services, you have more time to focus on the patients who need in-office services the most. Here are some of the things that can now be done via telehealth:

  • consultation and treatment for tooth pain
  • evaluating potential gum disease with a photo or video
  • beginning the process of tooth repair
  • assessing bite alignment

3D Printing

If you haven’t noticed the pattern already, technology is playing a big part in dental practices lately. Another technological advancement trending in the dental industry is 3D printing. In t he past, dental practices may have needed to use an outside contractor to complete the following jobs:

  • dentures
  • crowns
  • other equipment molded to a patient’s mouth

Now, more practices can get the job done in-house. Meaning, less expense for the patient and less time to get a patient what they need. This technology may just be the cause for the rise in popularity of more aesthetically pleasing methods of straightening teeth, like clear teeth aligners. The market for these clear aligners has grown around 23% and online searches for clear aligners have increased by 53% in the past five years.

Laser Dentistry

Another useful tool becoming more popular with patients is replacing the traditional dental drill. Performing a dental procedure with a laser allows dentists to provide routine care such as:

  • removing cavities
  • reshaping fillings
  • speeding up the process of some cosmetic dentistry (like whitening procedures).

Without using a drill for some procedures, patients feel less pain during and after the process. And experience reduced healing time post-op.

A study has also shown that infection is less likely after a procedure, as the laser has an incredible reduction rate of bacteria in the mouth – even more effective than traditional hydrogen peroxide. Laser dentistry procedures are generally on the more expensive side of treatment options. However, patients are still choosing laser procedures over more traditional methods of dental care. This is due to the added benefits of quicker, less invasive procedures that offer fewer negative side effects.

It’s plain to see that technology has made great advancements in many areas of life, including dentistry. The most common trends of today and the ones likely to lead us into the future are centered around an online presence and the use of technology to enhance the procedures that patients need to maintain proper oral health. Digital marketing, 3D printing, and laser procedures are just a few highlights of an ever-changing practice.

As you adopt these and other technological advances to improve your dental practice, you may be able to raise your rates for certain procedures. Schedule a consultation with PPO Negotiations today to learn more about negotiating better fees from insurance companies and how we can help.

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Dental Practice Business Plans

Creating effective business plans for your dental practice is essential for success! The plan should include detailed information on how to turn your goals into a reality, and should include market analysis, marketing, cash flow charts, competition analysis, and other such things necessary to achieve both short- and long-term goals. A business plan is an invaluable tool to assist your practice in forging a path toward long-term growth and success. You can follow the same general guidelines to create a business plan as other small businesses.

In order to begin a step-by-step guideline for you to follow toward success, have you considered describing in detail what you envision when you think of your dental practice? Do you have a specific marketing plan in mind? Who does your market consist of, and are they making the right or wrong choices for their dental health? How will you determine prices of services? What type of payment system are you considering for your patients? Do you have a strategy for the growth of your practice?

Executive Summary

The first section of your business plan should include the executive summary. It is a short section that provides a summary of your business plans that would allow a reader to quickly learn the key points of the business and its main purpose, consisting of no more than two pages. The summary will be important when you begin to approach lenders for the dental practice. It should be both persuasive and compelling to entice potential lenders to fund your new business. It must express clearly the vision for your dental practice and how you intend to make it a success. Typically, it will be the final piece written for your business plan, as it will consist of a synopsis of all the areas of your plan, and will have to be put in order before placing it in writing.

Products and Services

There should also be a section setting out the products and services your dental practice will provide. If you intend to purchase a dental practice that is already established, make sure and list in detail the changes you intend to integrate as the new owner of the practice.

Management 

How will your dental practice be managed? Include this section in your business plan too. Will it be structured as a partnership, corporation, or limited liability corporation? A list of personnel, along with their responsibilities, should be included. List professional advisors such as the following:

  • financial partners
  • insurance agents
  • real estate agents
  • attorneys
  • business associates

This will serve as proof to lenders that you have a plan for the functioning of the office and your support team.

Competitor Analysis and Marketing Plan

This section of your business plan should include any relative data about your competition in the nearby area. Moreover, include your competitors’ attempts at marketing and detail your own marketing plan. Provide an overview of your intended market and type of patients you intend to target. List such details as your prospective patients’ income level, age, and lifestyle. State precisely how you are going to make your dental practice stand out from the others in the community and attract and keep customers. Set out and thoroughly explain any approaches you intend to take in your dental practice. This section should include website design information.

Financial Plan

This is the most important section of your business plans. A sound financial plan will be crucial to the approval of loan proposals by potential lenders. You should take care to plan this carefully and record it in great detail. Include any and all relevant financial information. Consider including items such as 12-24 month projected income, cash flow chart, personal financial statement, startup fund allocation, collateral, etc. 

Financial Documents

Include all supporting documentation a potential lender would need to review in order to extend credit to your dental practice. You may want to include present business financial statements if available, recent credit reports, aging account schedule if there is one, up to three years of financial statements, and prospective forecasts, cash flows, etc. Financial documents must be 90 or less days old. Only then will lenders consider it as current.

Operations

This section will detail all the day-to-day operations of your practice. It will be the last and longest section of the business plan. Provide all information that will allow lenders to see how your practice will function. Include such things as office hours, days of operation, equipment and supplies, suppliers list, equipment maintenance schedules, patient flow, and dental insurances you will use.

Dental practices which are already up and operating may need to update their business plans as well if they plan on expansion. Here are some of the covered sections:

  • updates to the dental practice’s financial position
  • current accounts payables
  • current lenders
  • competitor analysis
  • cost analysis

The team at PPO Negotiation Solutions are trusted partners to hundreds of dental practices. With 30 years of experience, they have an impeccable reputation. Are you a startup practice, fee-for-service practice, established practice, looking to add an associate, or looking to purchase a practice? Contact them today to learn more about their process and get a complementary assessment and/or schedule a consultation!

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Why Should You Outsource Credentialing?

The process of credentialing verifies dentists and those who assist them are properly trained and certified and have the experience to provide dental services to patients. It also ensures high standards of safety are met. If a dental office does not have the proper medical credentialing, it typically cannot obtain reimbursements from insurance services including Medicaid/Medicare. All types of medical software are designed to be utilized by offices that are medically credentialed. There is no way to thrive in the dental industry without proper credentialing.

It is of the utmost importance that all dental professionals have an understanding of medical credentialing. It is paramount to make sure all medical professionals are proven qualified to treat patients. The process of keeping up with credentialing is difficult and time-consuming; however, it is necessary so everyone in your dental practice remains in-network to decrease the chance for loss of income.

Credentialing does require a mountain of paperwork, which includes proof of the following:

  • education
  • residency
  • training
  • work history
  • licenses if required
  • specialty certificates
  • malpractice history.

The process must be repeated every 2-3 years to remain in the insurance network. 

Let’s take a look at some reasons your dental practice should outsource the credentialing process. Save your dental staff the headaches, as well as make the process go smoothly and end positively for everyone. 

Avoid Missed Deadlines

Did you know you can fail to re-credential just by missing the deadline date? This can cause the serious problem of falling out of network and will cost your practice in the long run. If you outsource, this issue can be avoided. The party you choose to complete these actions for you will track the schedules, send reminders, and make sure all required paperwork is submitted correctly and on time. Problem solved!

Reduce Staff Stress

It requires so much time to credential, and it puts a ton of stress on your administrative team. Not only are they required to keep up their regular routine, but they also have the added burden of all the other paperwork. If you choose to outsource the work, you can rest in knowing you have an experienced and knowledgeable team that knows the process well. As a result, the credentialing and re-credentialing will be done correctly and will leave your dental team free to focus on your patients.

Improve Accuracy and Efficiency

Whomever you choose to outsource your credentialing services will have the most up-to-date software to assist them with the process. This will reduce the chance of manual errors in spreadsheets, paper documents, and checklists spread everywhere. Cloud-based systems make it much easier to verify, update, and check for errors.

Get a Better Fee Schedule

If you decide to re-credential, you may just quickly begin the process without thinking about reviewing the terms of your current contract with the insurance provider and missing out on the opportunity to negotiate something better. If you outsource, you will have the benefit of an experienced representative to look over your previous contract and advise you whether to renew, renegotiate, or look for other options.

Get the Support You Need

If you outsource, you also have the opportunity to choose how much support you want or need by utilizing your chosen credentialing source to access tools to assist you with tracking information you require, such as licenses, fee schedules, and deadline reminders. You will also have personal support from someone who is experienced and can answer any questions you may encounter.

Having fully credentialed dentists and staff makes your patients more confident about their dental care. It also makes your dental practice more attractive to other employees such as dentists, hygienists, dental assistants, and support staff. Your professionalism will be irrefutable with access to all your documentation, as well as an assurance to all your current and new patients. Credentialing is proof to private health insurance companies, so your staff can work with patients. It helps to decrease medical errors.

Any new team member candidates should begin the process of credentialing as soon as possible, as it could take up to four months to complete the process. Human resource staff may want to create and prepare credentialing packets to help them. It is important to try to identify any delays that could be encountered during credentialing new hires, so your dental practice does not skip a beat in patient care and revenue continues to flow.

PPO Negotiation Solutions is a trusted partner to many dental practices just like yours. We have built an impeccable reputation after 30 years of experience. Our unique process helps to save your dental practice time and increases your new patient prospects. PPO Negotiation Solutions helps you operate your dental office with PPOs from a position of power! Contact us today!

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How Credentialing Helps Your Dental Practice

Credentialing is what is necessary to become in-network in order to participate with a myriad of insurance companies and their different plans. There are various types of insurance providers including PPO, DMO, HMO, DHMO, Medicaid and within each type, there are several insurance providers. Dental patients are much more likely to seek treatment with a dentist who participates with their insurance plans.

Up to 50% of new patients come from insurance and other referrals. This benefits your practice by increasing your overall potential and revenue. By credentialing your dental practitioners, you will encourage patients to trust in your providers, enabling your practice to enroll with insurance companies so you will receive third-party reimbursement.

Roughly 77% of the population holds dental benefits. These benefits come from a variety of providers that include private payers and public programs like Medicaid. Licensed health care service plans are required to monitor the qualifications of their participating providers and follow National Committee on Quality Assurance (NCQA) standards. This is also one of many reasons for credentialing, as it places your dental practitioners in the best light to prospective patients.

These documents are necessary to complete your credentialing application:

  • A copy of your state license
  • A copy of your professional insurance face sheet
  • Complete practice information
  • Your practice NPI Number

You may also need the following:

  • Hospital affiliation information
  • A copy of your anesthesia license
  • Your Medicare number
  • A copy of your DEA (Drug Enforcement Administration) license
  • Your Medicaid number
  • A copy of your CDS (Controlled Dangerous Substances) license
  • BLS (Basic Life Support) certification information
  • ACLS (Advanced Cardiovascular Life Support) certification information

This information may be needed depending upon the state in which you practice, and sometimes, additional documents may be required.

In-Network Benefits

When you obtain in-network status with PPO insurance companies, patients who are enrolled in these particular plans save money on their dental treatments. When the people in your community need to have dental care performed, this will give your practice an edge over other dental practices. Also, the insurance providers themselves will refer clients to your practice who are in need of an in-network dentist or dental specialist.

Once you obtain this status, you can advertise the plans you accept on your website and other social media. This marketing will attract new patients to your practice and result in more sustainable future growth. Every insurance company is different, and their applications and credentialing processes may not be entirely the same.

The American Dental Association (ADA) collaborated with the Council for Affordable Quality Healthcare (CAQH) Proview and created a one-stop-shop for all licensed dentists in the U.S. to be able to enter and share their professional and practice data with dental plans and other healthcare organizations. This service reduces the burden of the credentialing process.

Vital for Future Growth

Seeking credentialing helps to ensure your practice is in a good position to serve patients at reasonable prices and still profit from sizable reimbursements. Credentialing is vital for the future growth of your practice and should not be put off for very long. Reimbursements from insurance and Medicaid are a significant part of overall revenue.

Becoming credentialed to serve Medicaid patients can also result in significant benefits. This process is similar to an insurance company, but may require more information. Government health plans such as Medicare and Medicaid will not pay for any out-of-network services. Dental practices not in network with their patient’s dental plan are at risk of losing their patients. This affects the revenue, patient base, and the bottom line of any dental practice.

It is a standard process for dentists to receive requests for information regarding credentialing or recredentialing from a licensed dental plan. This is to ensure that enrollees who select a participating dentist can be assured their dentist has met minimum uniform requirements.

Credentialing Assistance

Many dental practices do not have the time nor the staff to handle the process of taking the appropriate steps to credential each practitioner in their office. There are many forms to complete and quite a bit of information to be gathered to complete the credentialing process. At this point, most practices will find it is very helpful and reduces stress to employ a credentialing service to assist them.

PPO Negotiation Solutions are trusted partners to hundreds of dental practices. They can negotiate your highest fee schedules and claims reimbursements upon credentialing. Strategic Practice Solutions and PPO Negotiations Solutions are experts at handling PPO negotiation and participation optimization. After 30 years of experience, they have an impeccable reputation and have it down to a science.

With PPO Negotiation Solutions as your credentialing partner, you can interact with PPOs from a position of power. This is because they handle the details of your negotiations. This includes:

  • AUDIT your current PPO Payor Mix Percentage & UCR fees relative to competitors
  • DEVELOP a Negotiation Plan outlining your participation directly or through rented networks
  • NEGOTIATE directly through our highly cultivated PPO contacts to produce the greatest number of patients at the highest rate of reimbursement
  • FILE AND TRACK credentialing forms until you are safely “in network”
  • COACH your team remotely, online, and/or onsite for maximum understanding & ongoing results

Contact us at PPO Negotiation Solutions today and learn more!

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