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A Day in the Life: You Know you’re a Practice Administrator When…

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Rough air. It’s a daily part of life for airline pilots. And while turbulence has a variety of causes –converging jet streams, the mountain wave over the Rockies, and convective activity across the country – pilots have a variety of coping mechanisms. They have flight plans built around turbulent areas, real-time access to weather data, and processes – such as reducing speed or increasing altitude – designed to avoid turbulent areas and ensure a smooth and comfortable ride for passengers.

The day-to-day for a practice administrator is similar as each day is ripe with potential for unexpected chaos and turmoil. Billing team members fail to show up for work, coordination between the front-office and back-office teams is haphazard and causes rework, payers require additional work and efforts for claims management, and patients complain when they have to wait longer than expected.

Sound familiar? If so, then you must be a practice administrator.

You know it takes a creative, methodical and a calm approach to ensuring patients receive the best care possible, and that billing flows smoothly, a job that often extends well beyond your defined role. In fact, you know you’re a practice administrator when…

  • You don’t multitask, you omnitask. It takes careful orchestration across the entire team to keep patients flowing through, billing operations running efficiently, and staff performing at their best. Like a pilot, your job is to stay three steps ahead of the everyday disorder, while adapting to a constantly changing conditions and preparing your practice for whatever the future holds.
  • You’re constantly losing and replacing staff. While you’re passionate about your role and helping the practice succeed, it’s tough to find new talent with the same commitment and caring levels. Keeping high performing employees happy and training lower performers to raise the bar is a difficult process. Combined with volume and quality performance metrics, these processes are built to ensure everyone takes accountability for their role in keeping the practice operating smoothly and in peak condition.
  • You encounter communication barriers. While good communication never stops, much of a practice’s turbulence is caused by breakdowns in communication – especially when it comes to the revenue cycle. Incorporating best practices such as cross-training teams to connect them to the larger picture, properly completing forms to reduce rework, and training front-office teams in how to collect copays at the time of service can help smooth the air.
  • Your best friend is automation. Like airline passengers, you know your patients love convenience. This includes providing simple ways for them to pay their bills. Modern digital patient payment options that eliminate manual tasks and paper processes are the key to a bump-free experience today. Providing electronic bills, online and automated payment options, and estimates at the time of service aren’t just convenient, they can help you improve your bottom line. That means reduced days in A/R improved collections, accelerated cash flow, and more clarity around what patients owe for their treatment.

The good news? Waystar can help you check the box on each of these challenges, building payment solutions processes that helps your practice avoid daily turbulence and fly more smoothly.