Maximizing Data: Part 1
Data Entry
April 2023
From the moment a patient is entered into your practice management software their digital footprint begins. Their registration details, health history, and insurance information lay the foundation that all future information is built upon. Maximizing your billing starts here.
Between the bustle of a busy office and staff turnover, the rhythm of day-to-day operations often needs a reset every now and again. So many times, if you ask someone why they do something a certain way its because that is how they have always done it. It’s muscle memory.
Taking the time to prioritize the efficient entry of patients’ data is the first step in cleaning up your billing.
Data Entry Checklist:
When is registration data obtained for a new patient?
During their first appointment?
Prior to their first appointment by phone or by electronic fillable forms?
Who enters basic demographic information for a new patient? (or is it imported?)
How are insurance/payer profiles created and managed in the software so that the correct insurance profile is selected to match a patient’s subscriber information? (see our March Blog on Insurance Payer ID’s)
Why are certain staff members performing certain data entry functions? Should it be someone else?
What resources and trainings are available?
Are there in-house procedure manuals or documents?
Do you have up-to-date software manuals?
As questions arise who is the staff’s point of contact? Office Manager? Billing Manager?
Scenario 1 Front desk staff have always entered insurance information into the software during a patient’s first appointment. It’s loud and busy with phones ringing and patients checking in and out. Details are missed and claim rejections are high – account receivables begin to age as billing staff battle data entry errors. Examine when registration information is obtained. Is there a lighter schedule day when calls can be made to obtain information prior to the initial appointment? What about an electronic registration service so data is imported after a patient completes an online form?
Scenario 2 Your office manager frequently has to answer phones when the front desk is on lunch breaks or out sick. Your manager’s focus on billing and operations is constantly interrupted – account receivables begin to age. In this case, examine why the office manager is regularly answering phones. Can you contract a phone service during lunch hours? Is your front desk appropriately staffed for your volume?
Here's the thing, clean claims come from clean data entry. If you prioritize your data entry then you are prioritizing your billing.
Dental Billing & Consulting Professionals provides tailored consulting services to meet your specific needs, including practice optimization and consultation. Call or text us any time at (860) 435-7344 to learn more.