[00:00:00] If you're looking to grow your business as a registered dietitian, you've come to the right place. If you're not sure what to do or what steps to take next so that you can create flexibility and freedom in your life, then you're going to learn a lot from tuning into our podcast here at Dietitian Boss.
[00:00:17] I'm Libby Rothschild, the founder of Dietitian Boss, a fellow [00:00:20] registered dietitian and business owner. And in our podcast, I share the highs and the lows, and I talk all about how to grow your business. Get it started. And I interview our clients to date. We've had over 200 interviews from clients who share their journey on our podcast.
[00:00:36] Dietitian boss.
[00:00:37] Libby: Today's episode, I'm diving into the [00:00:40] topic of, do you really need a practice management software? Now you might be wondering what is practice management software. You've probably heard about different options and I want to dive into some specifics to help you make some informed decisions in your private practice.
[00:00:55] Libby: So firstly, I'm going to describe some basics. I want you to know what an EMR [00:01:00] is and why you need one. Now, if you're a long time listener, you've heard us have guests of EMRs on the podcast before, such as Practice Better, who we are an affiliate for. So if you go to the show notes and press the link in our show notes and even on our website under dietitian recommendations or resources, EMR, but today we'll [00:01:20] be diving into various different EMRs to help you make an informed decision.
[00:01:23] Libby: So, an electronic medical record system, also called an EMR, it's a digital version of the paper charts in a healthcare provider's office. So, an EMR contains the medical and treatment history of a patient within one practice, and the benefits of using an [00:01:40] EMR would be improved efficiency, so you streamline your workflow by making patient information easily accessible.
[00:01:45] Libby: Now, this isn't true just for virtual practices. In person practices that use EMRs are going to be much more efficient than using paper charts. charting or using other forms of, gathering data. I do know some people use Google drive, but you can sign a [00:02:00] HIPAA compliant, form to use your Google workspace.
[00:02:04] Libby: But I would recommend an EMR, another benefit would be enhanced patient care. So EMR is allowed for better tracking of patient data, and that can help you, with personalized care. In terms of documentation, that's going to assist you in maintaining accurate records, which is crucial [00:02:20] for audits and insurance purposes.
[00:02:22] Libby: And why you need an EMR, because having one can save you time, reduce errors, and enhance the quality of care that you provide. It's essential for staying organized and compliant with regulations, because remember, as healthcare practitioners, we do have to abide by regulations. So you want to make sure that you're compliant and an EMR helps you with [00:02:40] that.
[00:02:40] Libby: So EMRs are are important to help you manage your practice. If you're seeing sessions, whether it's cash pay or insurance, it can be really helpful tool. So I want to talk about the role of AI within your practice. So you might be aware that AI artificial intelligence refers to the simulation of human intelligence and machines that's programmed to help [00:03:00] to think and learn.
[00:03:00] Libby: So AI charting Specifically helps you utilize machine learning algorithms to assist with documentation tasks. So the benefits of AR charting includes speed, so you can process your information quickly, allowing for faster documentation and accuracy. This reduces human error and note taking and data entry.[00:03:20]
[00:03:20] Libby: Also learning capabilities, so AI can adapt to your specific needs. Practice needs over time and improve your efficiency. And that's really helpful if you're looking to streamline your business, prevent burnout and increase your profits. So you might be wondering when to use AI charting and because it's a feature that comes with practice better as an EMR, but you can [00:03:40] also buy tools, standalone tools like software systems that will allow you to do some charting with using AI and they are HIPAA compliant.
[00:03:49] Libby: Obviously you have to find HIPAA compliant option, which there are many. So I want you to think about using considering AI charting if you find the documentation is overwhelming and you're [00:04:00] managing a high volume of clients or you just want to optimize your time. I'm a big fan of AI charting. I think that even if you have a small amount of patience, it's helpful because you're going to learn how to streamline your workflow and that's going to give you confidence.
[00:04:13] Libby: to grow your practice or even add other services, because again, as healthcare practitioners, we tend to get overwhelmed, [00:04:20] especially if we're managing multiple revenue streams. If we have, let's say, an ebook and we offer sessions or we're doing insurance and cash pay, you can feel like a lot of different systems that you have to keep track of.
[00:04:30] Libby: So finding any way to reduce time and increase efficiency can help you prevent burnout and improve your patient care, which is really important as dieticians, because we want to provide excellent [00:04:40] care. So ensuring HIPAA compliance, I mentioned that a little bit before. So HIPAA compliance is the Health Insurance Portability and Accountability Act, and that sets the standard for protecting sensitive patient information.
[00:04:53] Libby: As you know, compliance is crucial for any health care provider, including dieticians. So [00:05:00] with that, we want to make sure that we're aware of key aspects of HIPAA compliance. So that's data security. So your software that you use has strong, secure measures in place, patient privacy, obtaining consent from clients before sharing their health information, and then regular training.
[00:05:15] Libby: So staying informed about HIPAA regulations and providing training to your staff. So why compliance [00:05:20] matters? Non compliance can lead to hefty fines and loss of credibility with your clients as well. So you really do want to follow all measures to be HIPAA compliant. Understanding the role of practice management software is important, so I want to go over this for beginners and those of you who consider yourself more advanced users.
[00:05:37] Libby: So when you're starting out, the idea of using practice [00:05:40] management software might feel like overkill because you just want to get those patients under your belt. You want to feel more comfortable. Right. But even in the early stages, it can help you automate basic tasks like scheduling, invoicing and client communication, because we all know that those tasks can feel laborious and you're keeping them centralized in one place.
[00:05:59] Libby: [00:06:00] So, any tool that offers an EMR, and we'll talk about a couple different options in a minute, can reduce the time spent on admin. So you can focus more on client care, and that's really what's important to us dietitians. I know a lot of you tell me that you don't like admin, neither do I. So the more that you can focus on improving client care and patient sessions, the better.
[00:06:19] Libby: As your practice [00:06:20] grows, if that's your goal, however, you We'll need more robust solutions, and that will become essential because you'll have a lot more to manage. So you'll need more advanced features like automating intake forms and insurance billing, or even AI assisted charting, which again, you can choose to use that before your practice grows.
[00:06:36] Libby: But absolutely, as you're growing, you will need to find ways to [00:06:40] use automation to keep up with the complexity of managing multiple clients and sessions, especially if you run a group practice, right? And you employ other practitioners, or you contract other practitioners. So you'll need to keep mind of that.
[00:06:52] Libby: There's some statistics that you might want to be aware of when it comes to charting and paperwork. The time spent on charting, studies actually show that health care providers can spend [00:07:00] anywhere from 2 to 4 hours a day on documentation and charting notes. And this can add up to 1000 hours a year.
[00:07:05] Libby: Again, that depends if you're full time, right? So it depends on your load, but just keep in mind that you scale that number down if you're part time. So that's a significant impact on your time as a dietitian that's available to client care. Or if you're looking to have a part time [00:07:20] gig and you're spending anywhere from one to two hours a day on admin and just charting alone, not even admin, just the charting.
[00:07:28] Libby: If you're part time, that's a significant amount of time. So AI charting efficiency can reduce your documentation time by up to 50%. And that's really significant. So if you're spending an hour now on charting, if you're part time, [00:07:40] then you would spend 30 minutes. Or if you're spending 4 hours, that can cut that down to a couple hours.
[00:07:45] Libby: Again, because you want to review the notes from the AI assistant. You always want to review things before you submit them. So less time on paperwork is essential. So that means again, three hours a day on charting. You'd save that down to an hour and a half, and that's going to save [00:08:00] you 375 hours annually.
[00:08:02] Libby: If you're full time and half of 375, if you're part time, that's significant. So, A beginner tip, if you're spending too much time on administrative tasks, or you're struggling to keep your clients information organized, then practice management software can absolutely be a game changer.
[00:08:16] Libby: and, we're big fans here, a dietitian boss, and for those of you who [00:08:20] are more advanced, and you have a high volume of clients, it is essential to streamline your tasks and workflows. And if you're not, you're going to find that it's really hard to be compliant and it's hard to be professional. All right.
[00:08:30] Libby: So this is where integrations like E. H. R. Systems and A. I. assisted tools can really help take your practice to the next level. And as a practice better affiliate, I do [00:08:40] recommend checking out their platform because you can actually find a link for our affiliate link inside of our show notes. And I think you'll find it beneficial to test in your practice, especially because practice better has integrated AI charting along with their plan.
[00:08:54] Libby: So that's really helpful if you want to check that out. So, the benefits of using an EHR system for AI [00:09:00] and charting would be again, it's not just for medical doctors. So, EHRs are not just for healthcare practitioners outside of dietetics. Dietitians can absolutely benefit from using EHRs because they're, they're useful to keep client information, notes, progress, treatment plans, organized, secure, and easily accessible.
[00:09:18] Libby: And as you grow, having an [00:09:20] EHR in place will be essential for managing efficiency and, compliance with private laws, including, so if you're thinking about using other formats or hodgepodging using, Google Drive or Google Workspace, it's up to you. But I think the most secure option would be to use an EHR and there are affordable EHRs as well, [00:09:40] so.
[00:09:41] Libby: Think of the fact that when you're starting out, a lot of EHRs will allow you to do a free version for your first couple clients. And again, you have to check the specifics of the particular EHR cause they'll have different plans, but typically software has a free option for the light plan. Meaning if you're just starting out, if you want to test it, which I think is a really good idea, you can even test it with yourself [00:10:00] just to get comfortable with using the software.
[00:10:01] Libby: Cause I know there's a learning curve every time we add a new software to our mix. So, How practice management software proves efficiency. Let's talk about some pros and cons. So the gain for efficiency would be automation for repetitive tasks like billing, scheduling and intake, and that can free up your time to focus on [00:10:20] care.
[00:10:20] Libby: So, if you have an automation, or let's say someone fills out your insurance verification form, if you're doing insurance, and then once they complete that, you set a simple automation for, Forms to be sent for them to fill out a consent form and an initial, let's say an intake form. And then that directs them to book a call.
[00:10:39] Libby: Then you don't have to [00:10:40] keep sending forms. You would just, if they fill out the first form, they're triggered to fill out the rest of the forms. And that can really help you with client care and also client satisfaction. So with features like self scheduling and automated reminders, and as well as paperwork that's streamlined, clients can enjoy a streamlined experience, reducing no shows and improving retention.
[00:10:59] Libby: [00:11:00] Because you're organized and because you have automation and with data security, the platforms like any HR is going to store your client record securely. So that can make people feel comfortable. And I can have a compliance can make people feel more secure about the regulations that you're following.
[00:11:16] Libby: The con of using any HR because nothing's perfect is that there [00:11:20] are some advanced features that can come with a higher price tag. So you do want to balance cost with your practice. Needs. But if you look at the plans, typically the plans increase in price as your practice grows. For example, if you have hundreds of clients, then you have to pay a higher price, which makes a lot of sense.
[00:11:36] Libby: So they price it based on your load and volume. So I think that's [00:11:40] fair. There is a learning curve, which is I think is the biggest con getting used to. Any tool or software is going to take a little bit of practice, especially if you're new to digital practice management, which is where we come into the library.
[00:11:51] Libby: We show you inside of our monthly membership, how to use tools like practice better, what it looks like to set it up. We have demos for you. We have several [00:12:00] webinars from people in practice better, and we actually know people that can set up systems for you. But if you're at the very basic level where you're setting up initial and follow ups and some basic forms, you can do it yourself.
[00:12:10] Libby: It's really simple as you start. Now, if you're setting up a group practice and complex. Programs. Now that's a different story for another podcast episode. But if you're just starting out, I recommend taking [00:12:20] about 30 minutes a week for a month or take an hour a week for a month, just to get used to the learning curve.
[00:12:26] Libby: And if you need to adapt a little faster than give yourself three hours to get used to it and get comfortable, there is a Facebook group for paid members. That you can learn from, and if you have the free version, there's a lot of tutorials online, and you can actually book a call of practice [00:12:40] better. I think you do have to be a paying client, and they can help walk you through some of the software tools.
[00:12:45] Libby: And I'm pretty sure that's true for the other software, the other EMRs as well. So, Let's talk about the setting of practice management software is right for you. So the decision to invest in practice management software will depend on your practices needs. So if admin tasks are overwhelming and you're struggling [00:13:00] to stay organized and a basic plan, the platform like practice better or simple practice, that's another EHR could be a game changer.
[00:13:08] Libby: For larger and more advanced practices, investing in AI powered tools, EHR integration, and customized features is a really smart way to help scale efficiency. So for beginners, I want you to start small. [00:13:20] Many platforms do offer free trials or entry level pricing tiers. And these are going to be great ways to learn more about what workflow feels right for you.
[00:13:27] Libby: And as an advanced tip, your practice is growing. Then, You're going to prioritize platforms that offer integration and robust reporting features. Again, you can use integration from the beginning. You're just going to have to be a little bit more [00:13:40] tech savvy, and this is going to help you stay on top of your client care without being bogged down by admin work.
[00:13:46] Libby: So there are many different. Tools, software tools that you can use. There's practice, better, simple practice, Calix, Jane. There's a ton of different options out there. And this episode is not about the best. We [00:14:00] do affiliate practice better, but that's because we have the most experience with it. We've heard wonderful things about simple practice and other tools as well.
[00:14:08] Libby: So you might want to test them and see what fits best for you. The reason we like practice better is because it's made for nutrition professionals. And we really like the cash pay options where they have. Programs integrated into the EHR that you [00:14:20] can use. So it feels really like a one stop shop. And a lot of our clients have found a lot of success from using both insurance and cash pay from the practice better software.
[00:14:29] Libby: So there are other options as well, like healthy and eat love, which is also an electronic medical record system and a meal planning software. So, and I wanted to mention that platforms like [00:14:40] practice better do have options for meal planning like that clean life integrated. So again, it's that's a feature.
[00:14:46] Libby: So you want to check out what features are integrated. A lot of the EMRs have features and options and forms integrated that you can learn about when you decide to sit down and spend a little bit of time getting comfortable with the platform. So any [00:15:00] one of these platforms can significantly improve your efficiency and your client experience.
[00:15:04] Libby: And it's not just about managing admin tasks, although to me, that's really what this is about is managing admin time and burnout. But keep in mind that these tools are going to grow with your practice. and help you stay organized and compliant legally and deliver, deliver better client care. Cause we're all looking to retain [00:15:20] our clients.
[00:15:21] Libby: So the integration of AI for charting in particular can be real game changer for those managing complex client loads. So thank you so much for listening today. And if you did find this episode helpful, please subscribe and share this podcast with your fellow dietitian friends. And if you have any other questions, let us know on Instagram at [00:15:40] dietitianboss. com and I welcome you to join our membership called the library.
[00:15:43] Looking for support to grow your dietitian business or even get started, I invite you to join the library, our monthly affordable membership that shows you exactly what to do every step of the way so that you can create the business of your dreams. Not sure if it's the right time, [00:16:00] the membership gives you an option to.
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