Conversions can be tricky and expensive. Especially when it involves multiple departments, tight deadlines, training teams, and trying to learn an entirely new system yourself. Save your team time and money on your next conversion by following the tips below.
Start with a Solid Foundation
Take a close look at your current system design. Pay special attention to your processes and highlight any inefficiencies or system errors you see. It’s important to address and correct the flaws before you transition. Implementing a broken process will stunt your potential with your new system. You can increase momentum, decrease account receivable days, and increase patient satisfaction by first mapping out your current process. Where do you want to be after the conversion? Identify the gaps and understand what needs to happen before you transition to a new system.
People who work independently and communicate poorly with one another will face challenges and integration gaps. It is important to establish who needs to be in the room when critical decisions are happening. It is better to overcommunicate. The plan should be clear to everyone. Create a welcoming environment for questions and clearly define what actions are needed. Speak to the group as a whole and privately check in with individuals to make sure everyone is on the same page.
Rely on an Expert
There are multiple reasons to hire an expert when going through a conversion. A big reason is time; you can skip the learning curve with an expert because you already have someone who understands what is needed for the conversion to go smoothly. Hiring an expert can minimize confusion, stress, and help you avoid common implementation pitfalls. They can also review your processes and make recommendations to reduce inefficiencies. Usually, experts are up to speed on payer rules and can recommend ways to decrease discharged not final billed cases, increase clean claim rates, and reduce denials. This can help you create new system defaults and steer you in the right direction for managing receivables or workflows.
Hire Extra Hands
Picture this: the market changes, you get busy with implementation, and you lose track of denials. Suddenly you are behind on new receivables. Consider outsourcing strategic elements of your work to stay on top of collections. Allow your employees to breathe. Hiring extra hands through a conversion can create a better experience for your employees and patients. More help allows your organization to focus on coding operations and minimizes the burden of administrative functions like coding and billing. Leveraging the services of an extended business office to work accounts internally enables you to focus on training staff to the new system and helps prevent dips in cash as you transition. Treat your employees well.
Look Beyond Basic System Capabilities
Oftentimes, we build only what we know a system can do. We decide to purchase it for its X, Y, Z functions and may not see the depth of its functionality or use it to its extent. Think of your new system like a spaceship. It’s a super powerful tool and can do many different things. Yet many of us only take the spaceship to the store because that’s where we know it can go. Instead, take it to the moon. Leverage it. Unlock its highest potential and reap the benefits.
The Bottom Line
While these tips may seem initially outside of your budget, they could save you from persistent billing issues, frustrating rework, lost revenue, and poor patient experiences. The smoother the transition, the happier employees, patients, and outcome will be. Good luck with your conversion—shoot for the moon!