Your Practice. Ten Steps To Boost. VitaLogics. VitaLogics.com. VitaLogics.com Chiropractic and Business Management Software 1 COMPANY

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1 VL A VitaLogics WELLNESS TECHNOLOGY COMPANY Ten Steps To Boost Your Practice VitaLogics.com VitaLogics.com Chiropractic and Business Management Software 1

2 VL VitaLogics A WELLNES S TECHNOLOGY COMPANY Our mission at VitaLogics was never to build software simply for patient management, our mission was to design software to build successful practices. 2 Vita`Logics.com Chiropractic and Business Management Software

3 Ten Steps To Boost Your Practice The Ten Steps to Boost Your Practice will provide practical steps that can easily be done during your daily flow to make an impact on attracting, converting and retaining patients. Implementing these ten steps can provide a significant boost to your practice, and when they do, please share on our Facebook page! VitaLogics.com Chiropractic and Business Management Software 3

4 1. Engage With Your Patient, Not Your EMR Keep in mind it is the relationship you have with your patients that is going to build your practice, not your EMR system. Therefore, when doing your initial consultation, make sure you maintain eye contact with your patients not your computer screen. If you use a customized macro for new patients you should be able to add the information from the initial patient intake quickly and easily so you can then spend time connecting with the patient. Your focus during the consultation should be empathy and engagement. Spend more time asking versus telling, listening versus teaching, understanding versus trying to be understood. Let the patient know you understand them and their feelings regarding their current situation. VitaLogics Customized Macro The VitaLogics Customized Macro enables you to accomplish all three components of a quality notation: 1. Customized 2. Compliant 3. Comprehensive You can customize the order of the questions in your VitaLogics Macro to emulate your initial patient paperwork so when you input the data via the macro buttons, you are following the order of the paperwork for speed and efficiency. Some clinics have their staff use the customized macro to add the data from the initial patient paperwork into the software before taking the patient back to the exam room. VitaLogics Macros will help drive practice efficiency allowing room for growth. 4 VitaLogics.com Chiropractic and Business Management Software

5 2. Send Customized Letters to Your New Patient and the Referring Party Use a software system that will allow you to easily generate customized letters. Send a welcome letter to your new patient as well as to the person who referred them to your office. In this day in age, is becoming more and more abused and people are more likely to welcome a printed letter they receive in the mail. VitaLogics Documenter VitaLogics Documenter allows you to create unlimited custom letters that will automatically pull the patient information into the letter allowing you to generate letters in seconds. It is recommended that you use a two-drawer printer at the front desk with letterhead in the second drawer allowing you to print a letter in seconds. Add a small gift to your referral letter, such as two movie tickets, to show your gratitude for their trust in you and your office. VitaLogics.com Chiropractic and Business Management Software 5

6 3. Schedule the New Patient Workshop If you are not currently doing a new patient workshop, you need to commit to this immediately! It is impossible to build a wellness based practice if you never explain wellness or the chiropractic paradigm to your patients. You are going to discuss the patient s condition at the consultation. If you don t teach them the chiropractic paradigm at some point, their perception of chiropractic is going to be about eliminating their condition. Guess what happens when their condition is reduced or eliminated? They will have no value for chiropractic. I am speaking literally when I say Schedule the new patient workshop. If you schedule in your EMR you will be able to remind them that their next visit is the workshop verbally and through automated text and reminders which will double your show rate. VitaLogics Real-Time Text & Reminder VitaLogics has one of the industry s only real-time text reminders that will remind your patient the day of their appointment. You can double your show rate of your workshop by scheduling the workshop in VitaLogics and leveraging the real-time text reminder. In most practice scenarios, VitaLogics Real-Time Text Reminder will generate at least 3x the monthly cost of the software. 6 VitaLogics.com Chiropractic and Business Management Software

7 4. Monitor Patient Compliancey Compliance is dependent on your ability to provide patients with a strong understanding of the value of chiropractic with clear expectations and agreements. Remember, once patients understand chiropractic care, they want chiropractic care. Once expectations are set, they must be measured. VitaLogics Patient Compliance Process In the VitaLogics system, overall compliance is measured using the Practice Dx statistical dashboard. This dashboard collects statistics automatically without the need for your staff to input data. Each statistic is compared to a previous time period to see how your practice is changing over time. To assess individual compliance on a patient-to-patient basis, you can look at the Doctor s Dashboard during the patient visit. For instance, you can immediately see if their next visit is scheduled or review a complete history of their visits using the Quick Visit List to see completed and missed appointments. Using the VitaLogics compliance process you can build a practice easier and more efficiently. VitaLogics.com Chiropractic and Business Management Software 7

8 5. Monitor Referrals If you want to build a referral-based practice, it is important to know on a day-to-day basis, who is referring and how you can acknowledge and reward them. You also want to have an overall view of the practice to know the total patient referrals in any given month. Patient Referral Management The VitaLogics Doctor s Dashboard shows the number of referrals sent to your office from the patient you are currently seeing. When you see 0 referrals in multiple patient files, you need to improve your consultation, report of findings and daily patient communication to ensure patient s understand the value of chiropractic. On the contrary, if you see a large number of referrals in a patient s file, show your appreciation! The Patient Referral Report can be pulled weekly to see who has been referred to your office by whom and how much revenue was generated. Using VitaLogics Referral Management Tools will help you build a referral practice. 8 VitaLogics.com Chiropractic and Business Management Software

9 6. Simplify Payment Arrangements The first step in regards to financial management is to ensure all patients are on a care plan that clearly explains their visit frequency and the financial commitment. If you are seeing patients on a visit-by-visit frequency, the patient is making a financial decision at each and every visit they see you. Remember their value is highest when they have the most pain / discomfort and lowest when they no longer have symptoms. We all know health is more than being symptom-free, but if you allow visit-by-visit payments, your patients are making their healthcare decisions based on how they feel on a visit-by-visit basis. VitaLogics Auto-pay VitaLogics Auto-pay allows you to set and forget any cash pay plan. Once the care plan is accepted, you can set up the automatic payment plan using various payment options. VitaLogics.com Chiropractic and Business Management Software 9

10 7. Create Practitioner Efficiency Lack of efficiency is one of the biggest barriers that can damage your growth potential. Once your office is established and you are ready to take it to the next level, it is important to evaluate your office efficiency. Patients don t want to refer to a doctor who is always behind because if the doctor gets busier, their wait will be longer! Therefore, you need to ensure your adjusting room has everything it needs to be sustainable. Do you have to leave to get more face paper? Do you have to walk up to the front desk because you don t have a phone in your room? Do you have the referral slips and brochures you need in your adjusting room or do you have to leave the room to find them? The same holds true for your EMR. It must be efficient. A doctor should be able to get all their notes done in a few minutes without having to navigate through multiple screens. If your notes require you to access two to three different screens, it will slow down the flow of the office and stifle practice growth. VitaLogics Doctor s Dashboard VitaLogics Doctor s dashboard will provide roll out screens for additional data versus having to load an entirely new page. This makes completing your notes efficient and lightning fast. 10 VitaLogics.com Chiropractic and Business Management Software

11 8. Enhance Your Service Offering If you are going to increase your services, you need to do it right. Keep in mind, if you are struggling in practice, the last thing you want to do is add additional services. Your goal should be to master your current offering to create higher value and focus on scaling those services. Once your practice is stable and running efficiently, you can add additional services that are congruent with your values and purpose. The key concept here is that the additional service must be monitored independently from the base of chiropractic. It is classic for a doctor to add Service B to the office that generates an additional 20% of revenue. However, they often fail to see that Service A may have dropped 30% during same time period. When adding services causes you to do more work for less money, it will build resentment and confusion. Breakdown of Services Rendered VitaLogics Itemized Revenue by Services found on the Practice Dx will help a clinic owner understand from what departments the gross revenue is being generated and if it is increasing or decreasing over time. This information will help you understand what services are an asset to your business and what services are a liability. VitaLogics.com Chiropractic and Business Management Software 11

12 9. Don t Micromanage Those of you who are control freaks can relax because you CAN still be in control WITHOUT being a micro-manager and driving your team crazy. You need to set strong expectations by creating clear job descriptions and assigning KPIs (or Key Performance Indicators) to all team members. Then you will manage your practice by your statistics, not your emotions. If certain statistics are not scaling as expected, you can empower your staff by training them on how they can better impact their statistic. Management by statistics will help you to realize where your team needs more training. VitaLogics Practice Dx VitaLogics Practice Dx is an automated statistical analysis designed to help you manage your team using key performance indicators making practice more fun and more profitable. 12 VitaLogics.com Chiropractic and Business Management Software

13 10.Automate Your Marketing The marketing landscape in healthcare has changed. The speed of marketing has increased. Staying in the front of mind of both your active and inactive patients is paramount. Automated marketing systems are an essential component that must be addressed when picking an EMR system. Set up automatic campaigns for the different status of a client such as a lead, an active patient, and an inactive patient. VItaLogics Infusionsoft Integration VitaLogics has an advanced integration with a marketing software called InfusionSoft which will assist in the automation of your marketing. Once you change the status of a patient from active to inactive, the system will automatically generate marketing to help the patient see the continued value of chiropractic. The goal is to stay in front of mind of the patient so they reach out when future care is needed. If you are interested in this advanced feature, discuss it at your demo with a VitaLogics Product Specialist. BONUS FEATURE FREE BUSINESS CONSULTING At VitaLogics we don t want to simply sell you software. We want to provide tools and services that can assist you in achieving your goals. If you need practice guidance, the practice experts at VitaLogics are available to provide two thirty minute sessions of free business consulting at no additional charge. Click here to schedule your first free session! VitaLogics.com Chiropractic and Business Management Software 13

14 Pick the right EMR SYSTEM When picking an EMR system you want to think ease of use (user-friendly interface), efficiency (how many screens and steps to complete a task) and automation (tasks you can have done automatically like real-time text reminder). VitaLogics was designed specifically to handle all three of these components. We can sometimes get excited about all the features a software can provide but, oddly enough, your goal should be to spend the least amount of time in your software. The three focuses of VitaLogics: ease of use, efficiency and automation, will allow you to reduce your EMR time while ensuring comprehensive and compliant notes. Software support is another commonly overlooked feature when picking a new software. VitaLogics support has set the industry standard with automated video training, live chat, webinars and other powerful methods of support to help you maximize the growth of your practice. VitaLogics Software VitaLogics was designed to have the most user-friendly interface, efficient flows and numerous automation capabilities. If you haven t had a demo on VitaLogics software, schedule a demo now! VL A VitaLogics WELLNESS TECHNOLOGY COMPANY 14 VitaLogics.com Chiropractic and Business Management Software

15 VL VitaLogics A WELLNES S TECHNOLOGY COMPANY Magic occurs when you combine #1 an on-purpose chiropractor with #2 the right business model and #3 the best business software. You need to master #1, let us guide you on #2 and let us provide you #3. VitaLogics.com Chiropractic and Business Management Software 15

16 Get in Touch With Us VitaLogics LLC 4812 N. Sheridan Road Peoria, IL Phone : (888) info@vitalogics.com VL A VitaLogics WELLNESS TECHNOLOGY COMPANY 16 VitaLogics.com Chiropractic and Business Management Software