Private Practice Manager - private practice administration and financial control software

Entering private practice

noreply@blogger.com (About PPM Software) — Wed, 22 Aug 2012 08:18:00 -0700

We've recently published this video about entering private practice and thought you might like to see it:

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Getting paid on time - the real secret to wealth management

noreply@blogger.com (About PPM Software) — Fri, 18 May 2012 07:08:00 -0700

Managing your money is crucial, but making sure you are paid on time and in full is even more important. There are two ways of doing this; the first is to muddle through with a series of reminders to call aging debtors and a disorganised ‘Post-Its’ based series of checklists. The second is to get serious about the process and invest in private practice management software.

‘PPM’ - Private Practice Manager from PPM Software provides a complete solution for the administration and financial control of a private practice. It offers immediate access to the practice’s aged-debtors position and meets the specification required for sending claims via the Internet (EDI). Moreover, the system can significantly reduce the time it takes to produce invoices, statements and reminders.

‘PPM’ - Private Practice Manager can also include hosting, allowing you to access your data from anywhere with an Internet connection. It also provides communications via SMS and encrypted e-mail, increasing patient attendance and providing completely secure communication.

“The bottom line is always the most important thing for me; better software will help you make more money by increasing the percentage of fees that actually get paid and reducing the frequency of unreasonably aged debts,” explained Tom Hunt, managing director of PPM Software.

Tony Bernstein, the practice manager at The 78 Harley Street Clinic in London is a fan of the software; ‘PPM’ - Private Practice Manager is incredibly easy and it evolves all the time, to cope with changes in practice, technology and insurance requirements. It is basically as good as it gets in terms of private practice administrative activities. I recommend it wholeheartedly and wouldn’t want to work with anything else.”

To obtain a free demonstration of ‘PPM’ - Private Practice Manager simply contact Tom Hunt on 01992 655 940 or e-mail tomhunt@ppmsoftware.com.

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Paper-to-digital archiving solution available for private medical practices

noreply@blogger.com (About PPM Software) — Tue, 10 Apr 2012 06:27:00 -0700

~ PPM Software adds paper document digitalisation to its private medical practice management offering in collaboration with TMT ~

PPM Software, developers of the private medical practice management software suite ‘PPM’ – Private Practice Manager, has added a paper to digital archiving solution to its service offering. PPM Software is collaborating with Transmedia Technology to provide document conversion, imaging, scanning and archiving services for both new and existing customers.

PPM Software's paper to digital archiving is a full on-site, all format document scanning and project management service. It produces high quality, accurate scans from any document using the latest optical character recognition and intelligent character recognition technology, our scanners. The company can also provide a range of document management services, including microfiche, microfilm and document scanning, file collation and organisation, indexing, bar-coding and in-house archiving.

Security, privacy and accurate medical history and record keeping are critical to instilling customer confidence and maintaining a successful practice. This is particularly true in private medical practices which handle sensitive patient information on a daily basis. Storing documents in a digital format can help alleviate the problems of lost or leaked data, mislaid patient records and slow or inaccurate invoicing.

“Our customers understand that efficient information management is a huge benefit to both their practices and their patients,” Tom Hunt, managing director of PPM Software explained. “So we think it’s logical that we offer document conversion alongside our database management software.

“It’s now more than ten years since the medical industry started talking about the paper-less office and most private practices are still very dependent on manual filing systems. But paper isn’t a very efficient, financially robust or even environmentally friendly way of storing information. Our archiving services means that patient records, photos, financial records and any other paper based documents can easily be converted to digital format and then incorporated into PPM – Private Practice Manager. Once this is done, everyone knows where the information is, a doctor can have immediate access to a patient’s history and their privacy is one step closer to being assured.”

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Secure e-mail set to safeguard private medical practices from fines and GMC censure

noreply@blogger.com (About PPM Software) — Tue, 13 Mar 2012 06:21:00 -0700

PPM Software, the company behind leading private practice management software product ‘PPM’ - Private Practice Manager, has launched an innovative secure e-mail product. The new service, called SSLPost, will protect medical practitioners and their administrators who are currently at risk of heavy fines and General Medical Council censure if they fail to safeguard patient data when sending e-mails.

SSLPost is a low cost secure email product that is simple to set up and use. It comes with an easy installation guide that allows the sender to begin encrypting emails within two hours of purchasing the software. It also features an Outlook Plug-in, allowing Microsoft Office users to encrypt messages directly from their regular e-mail client. The user simply chooses which emails and attachments he or she wants to send, selects the SSLPost secure button in Outlook and hits send.

Under normal circumstances, information contained in emails can be intercepted and read, deleted or altered before it reaches the intended destination. However, SSLPost's encryption service now ensures complete confidentiality by encrypting all messages and attachments using high grade encryption algorithms.

The product is as easy for the recipient as it is for the sender. The first time the sender dispatches an email to someone it triggers a welcome message that invites the recipient to set up a password and create a free account. Once this is done all future secure e-mails simply require the recipient to click on the attachment and use their password to open the content.

“There is no doubt that email is a quick, efficient and low cost means of keeping in touch with patents, colleagues and partners,” explained Tom Hunt, managing director of PPM Software. “However, now is the time to ensure that you have an effective method of encrypting the e-mails that contain sensitive patient or practice information,” he concluded.

Customers of PPM Software, who already use the company’s ‘PPM’ - Private Practice Manager suite will receive their first licence of SSLPost free if they sign up before November 30 2011.

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About ‘PPM’ - Private Practice Manager

noreply@blogger.com (About PPM Software) — Sun, 12 Feb 2012 06:51:00 -0800

PPM Software designs, develops and distributes ‘PPM’ - Private Practice Manager, software which provides a complete solution for the administration and financial control of a private medical practice. The business was founded in 1992, when the first ever DOS version of ‘PPM’ - Private Practice Manager was developed and the inaugural copy was installed in March 1994. There are now well over 1800 licences in use across the UK and clients include the Spire (previously BUPA) hospitals, BMI and the Nuffield Group, as well as countless individual practices. Read some testimoials from satisfied customers here.

Why choose 'PPM' - Private Practice Manager?

The main benefit of ‘PPM’ - Private Practice Manager is that it is a fully integrated system which saves a great deal of administration time. You will also benefit because financial controls will improve cash flow and reduce debts. Listed below are the main features.

* The speed of being able to produce invoices, statements and reminders.
* Full integration with Word, only the body of the letter/report needs to be typed.
* Single keying of any item of data.
* All financial information is instantly to hand.
* Immediate access to Aged Debtors position.
* Production of year-end financial reports for presentation to the practice accountant.
* Meets the specification required for sending claims via the Internet (EDI).
* Has an integrated Diary/Scheduler.
* Has the facility to scan in documents, digital photographs etc.

For further information contact:
Tom Hunt, PPM Software, The Business Centre, 100 Honey lane, Waltham Abbey, Essex EN9 3BG
Telephone: +44 (0) 1992 655940
www: www.ppmsoftware.com
e-mail: info@ppmsoftware.com
Blog: www.ppmsoftware-pr.blogspot.com
Twitter: https://twitter.com/PPMsoftware

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Marketing private medical services – read all about on LiveseySolar’s Blog

noreply@blogger.com (About PPM Software) — Fri, 27 Jan 2012 06:31:00 -0800

We’ve just written a great new post for the LiveseySolar Blog, to help you learn about marketing your private practice. It’s well worth a read, if you have a quiet moment and you can find it here.

As well as offering financial and administration support for private practices, ‘PPM’ – Private Practice Manager acts as a customer relationship management (CRM) system. In our post on the LiveseySolar blog we explain how you can apply our technology to your practice to manage communications with you patients.

Our easily manageable software allows you to keep in contact with patients and announce your latest news or achievements. It helps improve the practice’s reputation and visibility and can also assist with patient care by making sure appointments are kept and communication channels remain open.

If you are interested in finding out more about the software and how it can increase the visibility of your practice, have a look at our guest post on LiveseySolar’s Blog.

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Don’t make the same mistake as the NHS!

noreply@blogger.com (Richard Stone - Stone Junction) — Thu, 8 Dec 2011 05:14:00 -0800

As you may have read in the mainstream media, the NHS has spent billions of pounds trying to develop a centralised computer system; a campaign which is still underway. However, for a private practice the process should be much simpler and far less expensive. Here Tom Hunt, managing director of PPM Software, the provider of the software suite ‘PPM’ - Private Practice Manager, presents his step by step guide to embarking on this journey.

Although an individual private practice operates on a much smaller scale than the NHS, you still don’t want to waste a single penny investing in the wrong computer and associated applications.

The first step is to establish what level of computerisation you need. In order to do this, you should answer the following questions:

What do you want to do with the computer? Is it just for Microsoft Office? Do you want to implement a Practice Management System? Do you want to store images? Do you want to run other applications and if so which ones? Do you need a high resolution display? Do you want the ability to expand in the future?

You then have to ask the following:

Do you require more than one person to work simultaneously? Is a peer to peer network sufficient or do I need a server? (A peer to peer network just means you connect two or more PCs together without a server.)

Next - How much printing is required? Do you want to be able to scan in documents? Do you need to send faxes?

With regard to these needs, a key question is, ‘how much physical space do you have at your rooms?’ If space is limited, it may be better to buy an ‘all in one’ machine that does all of the above without the need for any peripherals.

Next you should ask, ‘do I, my colleagues (if applicable) and my secretary require access to the computer from a remote location, such as home, hospital or other location via the internet?’

If the answer is yes, can you connect to the internet at all of these locations and is the speed adequate?

When all of these questions are answered you are in a position to decide exactly what you need to implement to meet your needs now and in the future.

Some theoretical examples

A single consultant with simple needs: All that is required is a basic PC with whatever applications are required.

Multiple consultants with one secretary and simple needs: As above, a simple low cost system would be sufficient.

Single or multiple consultants with two secretaries and no remote access needs: A peer to peer network would be required, with as many PCs as are needed, probably one for each consultant and one for each secretary.

Single or multiple consultants with two or more secretaries and remote access needs: from at least three locations by at least three people simultaneously: Install a server connected to two or more PCs.

The above are just three of the possible permutations but they do act as a good basic guide to what may be required.

However, if you don’t want the expense of purchasing, setting up and maintaining the server and ensuring the security of your data then there are companies who will host your applications on their servers.

In any event, you should engage the services of someone you trust to discuss your needs and provide an objective opinion.

When it comes to the actual purchase, whoever you choose must be able to support your system. If you buy via mail order or the Internet, then take out a next day service contract to meet this need.

Some example IT support models
Single PC running Microsoft Office only: As PCs are very reliable these days you may well get away with using a local company on an ad-hoc basis.

Single PC running Microsoft Office and Practice Management Software: The provider of the practice management software will provide the support for their own system and hardware support can be procured on an ad-hoc basis.

Peer to Peer Networks or server: You should source the hardware and necessary software from a local supplier who can provide a next day, on site ‘fix’ for any IT problems you encounter. You are running a business and can’t afford for the system to be down for more than a few hours.

If you have Practice Management Software you need to ensure that the provider can work smoothly with your IT consultant in the event of a problem. You must not get into the situation where the hardware supplier says it is the Practice Management Software and vice-versa.

You should also bear in mind that a PC is now considered a commodity item that is replaced regularly.

Two final tips

Tip one: Never upgrade a Microsoft product for at least nine months after the upgrade is released. This will coincide with the second service release which should have fixed most of the bugs!

Tip two: If you are buying a new PC just after the launch of a new Microsoft product it may come pre-installed so you will be stuck with it. In this event, ensure you regularly check for updates and when available download them.

I believe that if you stick to these simple steps you can avoid the problems the NHS have encountered. However, if you have any questions, please call me on 01992 655940. Furthermore, readers of Independent Practitioner Today can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘IPT Offer’ when you call.

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A simple set of guidelines for avoiding NHS style data-loss blunders

noreply@blogger.com (About PPM Software) — Tue, 29 Nov 2011 10:00:00 -0800

Keeping your data safe and secure

Part two of two: Protecting your private practice against data security threats

As you may recall we recently published a post assessing the data loss risks to your system, including those posed by staff blunders. In this follow up post, Tom Hunt, managing director of PPM Software, the provider of the software suite ‘PPM’ - Private Practice Manager, presents some guidelines on how to manage and keep your practice data safe.

Most of the data losses the NHS has suffered were created internally by staff making simple mistakes. To avoid these mistakes in private practice, you should remove the risks of employees copying, corrupting or abusing your practice information. For instance, fully integrated private practice management software can save a great deal of administration time and effort and help keep data manageable and in an easily secured, central location.

Another way of ensuring staff don’t make silly mistakes, like keeping a file of passwords on their PC or taping them to the side of a monitor, is to find a user friendly package which allows easy retrieval of information. This will also massively improve time management, both for the medical secretary running the practice and the other staff.

However, when you purchase any kind of private practice management software, you should ensure that the provider can work smoothly with your IT consultant in the event of a problem. You must not get into the situation where the hardware supplier says it is the practice management software company’s responsibility and vice-versa. Practice managers should expect technical support to be delivered in easily understood terms. Furthermore, there’s no reason not to expect your software provider to be able to give you advice on data security.

In summary then, here are some simple steps that you should take to protect your data:

 Installing an industry recognized firewall will significantly reduce the possibility of an external attack on your PC or network

 Install anti-virus software and keep it updated

 Back up your data every working day and keep a copy off site in a safe and secure location. There are also plenty of affordable online and cloud backup systems available now, including ones provided by huge global corporations such as Amazon and Google.

 Create a password to get into your computer

 Create a password to get into your practice management application

 Keep all of your passwords safe and change them regularly. It is advisable to use a password generator to reduce the possibility of someone guessing your password based on information about you that is shared publically. Most hackers have ways of working out your passwords using stolen information of information about you that is available online. Using a password generator makes it much more difficult for them to do this.

 Only allow key tried and trusted staff access to critical data – For example within ‘PPM’ – Private Practice Manager there are four levels of access to the data. Each level is password protected so you can allocate the appropriate one to each member of staff.

 Ensure the data is encrypted using the latest methods available

Having said all of the above, there is no absolute solution to this problem. If professional hackers want to get at your data they will, irrespective of the steps you take. After all they’ve proved in recent times that they can hack everyone from Sony Playstation to NASA!

However, you can at least make it difficult for them. I believe that if you stick to these steps you can minimise the problems the NHS have encountered. If you have any questions, please call me on 01992 655940. Furthermore, readers of our blog can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘Blog Offer’ when you call.

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Data-loss blunders are a real threat for private practice

noreply@blogger.com (About PPM Software) — Mon, 21 Nov 2011 03:39:00 -0800

How much security does your password proivde?

Part one of two: Security breaching mistakes

The most valuable thing on your private practice computers or network is the data you store there. After all, that information is the reason for having the computer and network in the first instance. Software applications and operating systems can always be reinstalled, but user-created records are unique and, if lost, may be irreplaceable. This is the first of two posts that will assess the data loss risks to your system - including those posed by staff blunders.

In recent years we seem to have witnessed an increase in the number of news stories about laptops containing sensitive patient data which have gone missing. The same is true of files containing medical details, which have been lost or forgotten on public transport.

In 2010, computers containing the names, addresses and medical notes of 2,500 Camden Primary Care Trust patients were left beside a skip at St Pancreas hospital in London. The PCs, which were not encrypted, were stolen and never recovered.

In January 2009, a health worker in Lancashire lost a memory stick containing the medical details of more than 6,000 prisoners and ex-prisoners from HMP Preston, a category B local prison. The data was encrypted, but the password had been written on a note which was attached to the stick when it was misplaced.

Later that year, a report from the Information Commissioner told the NHS to improve its data security, after the watchdog took action against 14 NHS organisations in six months prior.

In addition to these security issues, attacks on computer networks from the Internet have dramatically increased in sophistication and frequency. These attacks are affecting all types of networks, from home users up to large corporations. Viruses, junk email, spyware and other security risks are now commonplace and a security breach can paralyze an entire practice in a matter of minutes.

New viruses compromise passwords and pass confidential data to unscrupulous third parties.

Not only are external risks like those mentioned above expensive to correct, but the damage to patient confidence and the risk to operations from an internal threat, such as a disgruntled employee stealing data, can cripple an organisation.

However, you can at least make it difficult for them. I believe that if you stick to these steps you can minimise the problems the NHS have encountered. If you have any questions, please call me on 01992 655940. Furthermore, readers of our blog can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘Blog Offer’ when you call.

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PPM software remedies system disorders

noreply@blogger.com (Anonymous) — Thu, 27 Oct 2011 11:00:00 -0700

PPM Sofware-saving you money

Customer responsiveness by management software provider helps private practice keep faith with systems integration software – Part two

In this, the concluding part of the 78 Harley Street clinic case study; Tony Bernstein, the practice manager, explains how ‘PPM’ – Private Practice Manager has enabled improved administration and financial efficiency. If you missed it, you can read the first part here.

“I could say that I grew up with PPM Software,” Bernstein explained. “I had previously seen other systems and dreaded using them in this practice. What’s more, the great thing about PPM Software is that the team conducts an annual review and always takes into consideration the observations we make. Then it applies those considerations to the software and makes changes without further charges. With each year that’s passed we’ve seen more and more improvements, mirroring our facility’s changing needs.”

“The software is incredibly easy and it evolves all the time, to cope with changes in practice, technology and insurance requirements. “We experienced no problems after the installation... Well maybe just one, but it was my fault! Even then, I spoke to the team at PPM Software on the telephone and they guided me through the process correctly, showing me where I went wrong.”

“PPM is basically as good as it gets in terms of private practice administrative activities. We are looking at going paperless within the next few years and we believe that this software is the best method of achieving that. I recommend it wholeheartedly and wouldn’t want to work with anything else. Also, the customer service is great value,” said Bernstein.

Bernstein also added, “The biggest threat for any practice is when a computer goes down. If the screen goes blue, the support team at PPM Software first tries to “talk the panic down” and then takes you through the various recovery steps. No matter how complicated the issue, they have always had a solution to the problem for us.”

The fear that integration will be complicated is one of the biggest reasons that private medical practices don’t introduce this kind of management software. The customer service standards at PPM Software are intended to help take away some of that nervousness. For instance the company has a help desk that is open from nine to five on every working day. The bottom line is making the software as easy to use and simple to learn as possible. By achieving this, PPM Software can help take the panic out of private practice management.

Enquire before Christmas 2011 and receive a free subscription to Independent Practitioner Today.

Photo courtesy of Ambro / FreeDigitalPhotos.net

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Practice made perfect with PPM

noreply@blogger.com (Anonymous) — Tue, 4 Oct 2011 08:35:00 -0700

PPM Sofware -the epitome of flexibility

Management software provider’s customer support alleviates panic in private practice – Part one

One of the greatest threats for any private practice is an IT system meltdown. The associated downtime and data retrieval costs are enough to give serious headaches to any practice manager. The biggest threat is that the practice manager can panic when something goes wrong with their administrative, financial or management systems. Here, in the first part of a two part series, Tom Hunt, managing director of private practice management software provider PPM Software, explains how the company’s approach to customer support has helped the 78 Harley Street clinic avoid this kind of problem.

The 78 Harley Street Clinic in London is a multidisciplinary practice offering world-class healthcare services for cardiology, ophthalmology and general surgery patients. Tony Bernstein, the practice manager has been looking after the clinic for more than seven years.

In order to make administrative work more efficient and straightforward, he needed a system that would incorporate all of the back office functions necessary to perform at the highest level. As a result, when Bernstein first joined the practice he decided to implement ‘PPM’ - Private Practice Manager and hasn’t looked back since.

‘PPM’ - Private Practice Manager provides a complete solution for the administration and financial control of a private practice. The software offers immediate access to the practice’s aged-debtors position and meets the specification required for sending claims via the Internet (EDI). Moreover, the system can significantly reduce the time it takes to produce invoices, statements and reminders. Full integration with Word and the facility to scan in documents and digital photographs are other key benefits. It also features calendar management functionality and can be used to communicate with patients via e-mail, text message or letter.

“Seven years ago I was asked to set up a cardiology practice and after some research I discovered PPM Software,” recalls Bernstein. “We quickly realised that everyone associated with the practice was already familiar with the system. This was of great help, as it saved a lot of training time, which would otherwise have been required. The software is really easy to manoeuvre and highly intuitive. Plus, it looks good, and who doesn’t like to use a system with an attractive and user-friendly interface?” continued Bernstein.

Thanks for reading the first part of the Harley Street clinic case study series. Don’t forget to log on next week to read the conclusion, where Tony Bernstein offers more insight into the benefits of switching to ‘PPM’ – Private Practice Manager software. Enquire before Christmas 2011 and receive a free subscription to Independent Practitioner Today.

Photo courtesy of Stuart Miles / FreeDigitalPhotos.net

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What should I get to keep toddlers amused?

noreply@blogger.com (Anonymous) — Wed, 31 Aug 2011 04:59:00 -0700

Entertaining toddlers in a private practice

Q: I work for a private GP practice and sometimes sit on reception during busy periods. One thing I have noticed is that the toy box needs updating. What sort of thing should I buy?

A: This is again a fun task.One would naturally think that the toys have to reflect a wide age-range. But, in actual fact, if you watch the visiting children, they are strangely drawn to toys designed for the younger child. This is probably because it provides an excuse to play with things normally no longer available to them, which makes it a bit easier for you. I would concentrate on toddlers,pre-school and children up to aged six years old.

Anyone older than this usually has a hand-held electronic game of some description with which to annoy one and all. Go for one central large toy, such as a small table with attached game. I mean one of those tubular sorters made of durable wood that not even the most determined young darling can destroy. Get a couple of wooden chairs to go with it. Then I would choose durable, traditional, parent-pleasing toys like a brio-style train set, for instance, just a few pieces, maybe a teddy or two, indestructible tea set, building blocks and shape-sorters. Books are always a hit with parents, so get a good selection of these, but don’t get anything that takes too long to read, as when it comes time to go and see the doctor, the story will be half-finished and the child will kick up a fuss.

There is one thing all children are good at and that is ‘posting’ toys and books into mummy’s bag while she is not looking. Therefore, try to keep everything fairly big or at least not small enough to disappear into the average designer handbag. Do not buy things with anything that can be chewed or pulled off. This could cause problems for small, exploring mouths.

Storage is your next stop. Get a really nice stand-alone shelf unit, but not too high, so that little hands can reach for themselves. Get a couple of storage baskets to go on the shelves, so that the children can spend time emptying and filling these.

Finally, if you have the space, try a wooden dolls house with large pieces to sit on the floor, which should go own well with anyone named Lilly or Zara. Ensure there is someone tasked with tidying and maintaining the toy corner.

Keeping them clean is a must. If there is one thing a parent hates about waiting rooms, it is when the toys provided are dirty or broken. My last piece of advice is to get as big a budget out of the boss as possible, as a happy child is a happy parent, who turns into a happy bill-payer. The alternative is constantly dealing with bored toddlers and grumpy mums.

Photo courtesy of photostock / FreeDigitalPhotos.net

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Software for managing private medical practices now includes new suite of integration services

noreply@blogger.com (About PPM Software) — Fri, 29 Jul 2011 03:23:00 -0700

PPM Software's new release could help

~ Customised admin solutions help practice managers get up and running more quickly~

PPM Software, provider of the software suite ‘PPM’ - Private Practice Manager, has launched a set of services that help new users integrate the software into their practices. PPM Software will now prepare standard letter templates to the client’s specification, integrate quotes for surgery and services and add custom fees, independent of those recommended by insurance companies.

‘PPM’ - Private Practice Manager makes the process of managing a private practice far simpler and more profitable. Fully integrated private practice management software saves a great deal of administration time and effort and helps keep data manageable and in an easily secured, central and easy to access location.

PPM Software’s new set of integration services includes full installation and set-up of standard letter templates, in accordance with its client’s specifications, as well as full training and installation. Equally, CCSD procedure codes and descriptions as well as BUPA procedure categories and fees also come pre-loaded.

In addition, if a modification, additional report or analysis is required to meet the needs of the sector as a whole, this will be included in a later version of the software at no additional cost to the practice.

‘PPM’ - Private Practice Manager has always offered immediate access to the practice’s aged-debtors position and meets the specification required for sending claims via the Internet (EDI). Moreover, the system can significantly reduce the time it takes to produce invoices, statements and reminders. Full integration with Word and the facility to scan in documents and digital photographs are other key benefits.

“The fear that integration will be complicated is one of the biggest reasons that private medical practices don’t introduce this kind of software,” explained Tom Hunt, PPM Software’s managing director. “We hope that this service will help take away some of that nervousness. Similarly, we have a help desk that is open from nine to five on every working day. For us, the bottom line is making the software as easy to use and simple to learn as possible.”

You’ve passed the test

noreply@blogger.com (Anonymous) — Wed, 9 Mar 2011 04:42:00 -0800

Confused? Just ask for clarification!

Here, 'PPM' - Private Practice Manager offers support for the backbone of your practice with this essential advice lifeline for you, your secretary or admin professional. The advice is from our experienced management team and the question comes from one of our clients in private practice. This is the second in a series of blog posts aiming to help improve the relationship between consultants and their admin teams.

Q: I am new to being a medical secretary but have many years’ experience in the commercial world. I am learning something new every day but feel a bit out of my depth, because I have been getting all the test results together, pinning them to the notes and giving them all to the consultant, but she wants me to only pin them to the notes if there is anything wrong with the results. Frankly, I don’t know the difference. How do I tell?

A: I would say the fact she has asked you to distinguish between them means she has every confidence in your ability to pick it up, so take heart. The safety net for you is that you must still give her all of the results, regardless of what they show, as it will always be the doctor’s responsibility to view and interpret the test results.

Most pathology labs lay out their test results very clearly these days and they often include a thing called normal range. If something is outside of the normal range, they will usually denote this using a different colour or an asterisk or other such mark. This is an indicator that a result might be abnormal. The second thing to look out for is the word ‘positive’. This can be misleading because, normally, the word ‘positive’ means good or bright, but in pathological terms, it means something significant has been found.To give an example, if the consultant
sends a swab off to the laboratory for testing and it comes back ‘positive’, this means it has grown something which is either bacterial or viral. In genetics, a positive result can mean someone is carrying a faulty gene. In gynaecology, a positive smear test indicates abnormal cells in the cervix.

So, in the first instance, any results with the word ‘positive’ should go to the top of the pile with the notes. Anything outside of normal range or with an asterisk,should go after these. When you get a chance, sit down with your consultant and ask her for examples of what results she wants to see urgently. She clearly has faith in you, so take courage.

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Could private practice management software help save you time and money?

noreply@blogger.com (About PPM Software) — Fri, 7 Jan 2011 06:56:00 -0800

Private practice management software can be one of the most sensible investments a consultant can make. It can save time and money and offers the potential to improve patient care, practice branding and the consultant’s relationship with his or her secretary. Here Tom Hunt, managing director of PPM Software, the provider of the software suite ‘PPM’ - Private Practice Manager, answers the most frequently asked questions about choosing a system.

What are the key ways in which private practice management software can help improve productivity?

It can be hugely beneficial in improving the productivity of the practice as well as the efficiency of core administrative functions such as billing, sending out reminders to patients and helping process insurance claims.

The bottom line for me is always the bottom line; better software will help you make more money by increasing the percentage of fees that actually get paid and reducing the frequency of unreasonably aged debts. Only instant access to your financial position, which goes hand in hand with easy year-end reporting, can help you achieve this.

How does this kind of software help your practice communicate with patients?

The key to communication is information. Once you know who your patients are and have their records, treatment history and contact details to hand you have taken the first big step. If you can tie this in with billing data, invoicing and statement production then you have at your fingertips everything you need for good communication of the administrative and financial side of your practice.

This level of organisation is one of the key ways that practice management software can help a consultant and his secretary bring in fees more effectively, whilst at the same time improving service delivery.

However, another benefit is the ability to draft letters, send secure e-mails and send text messages directly from the software itself. The result can help reduce the level of missed appointments as well as improving customer retention and helping solidify the brand of the practice in the mind of the patient.

How does practice management software impact on the consultant/secretary relationship?

Private practice management software is a productivity tool that will benefit both sides of this relationship and not only in the obvious ways. One evident advantage is that the smooth running of the practice will reduce the levels of stress experienced by both parties, but the benefits do run more deeply than this.

For instance, there will be a couple of occasions every year when the secretary and the consultant want to go on holiday. Hopefully these occasions will not be concurrent! When this occurs, its good practice to prepare a handover document, detailing things like invoicing practice, the location of important patient files and other key administrative details. Naturally, a well equipped practice management suite makes this process an easy hour’s work instead of a laborious late night before the holiday season.

What are the key patient care factors to look for in a software suite?

I think that one of the essentials is pre loaded CCSD and Bupa codes and fees. This will save a lot of time for the practice manager or secretary and make things faster from the patient’s point of view.

The software should also be EDI compliant, to allow the user to send claims via the Internet and should easily produce medico-legal reports.

Another nice option to have is the facility to integrate with TDL (The Doctor’s Laboratory). This allows electronic requests for any TDL pathology tests to be sent ahead of sample receipt. In turn, the results are imported directly into the patient record. This enables you to receive results as soon as they have been processed, without waiting for the fax machine or the post. This can be done on screen in the clinical setting, again improving the patient’s perception of care.

Of course, I think it goes without saying that you should be able to easily analyse records of procedures carried out and diagnoses made within the software as a core function of the package.

What questions should a practice manager, consultant or secretary ask a software provider before signing up to the service?

One of the key things to consider is technical support and how it is provided. In an ideal world your supplier should have a ‘no query too small’ approach and offer an installation and set up package as standard. It might seem tempting to opt for a vanilla box solution offering a ‘do it yourself’ ethos but ultimately this will cost substantially more in terms of practice time spent on integration.

The basic functions you should be looking for include Microsoft integration, a diary capability and the ability to scan in documents and catalogue digital photographs and so on.

Finally, one last question to ask is whether you are buying software that is hosted on your own servers or whether the software is hosted elsewhere. There are advantages and disadvantages to both so in an ideal world the vendor should be able to give you the choice between the two.

Ends: 852 words

Editor’s note: This press release is available from PPM Software’s Virtual Press Office: www.ppmsoftware-pr.blogspot.com. If you want to stay constantly up to date on the latest news from PPM Software, paste the following link into your RSS reader http://ppmsoftware-pr.blogspot.com/atom.xml. If you don’t have an RSS reader, I can recommend the following free package Sharp Reader.

For further information contact:

Tom Hunt, PPM Software Ltd

The Business Centre, 100 Honey Lane,

Waltham Abbey, Essex, EN9 3BG

Telephone: +44 (0) 1992 655940

www: www.ppmsoftware.com

e-mail: tomhunt@ppmsoftware.com

Blog: www.ppmsoftware-pr.blogspot.com

Twitter: https://twitter.com/PPMsoftware

Press enquiries: Richard Stone

Stone Junction Ltd, No. 2 the Garthlands,

Stafford, Staffordshire, ST17 9ZP

Telephone: +44 (0) 1785 225416

e-mail: richards@stonejunction.co.uk

www: www.stonejunction.co.uk

Blog: www.stone-junction.blogspot.com

Twitter: https://twitter.com/richiestone

About PPM Software: PPM Software designs, develops and distributes Private Practice Manager, software that provides a complete solution for the administration and financial control of a private medical practice. The business was founded in 1992, when the first ever DOS version of Private Practice Manager was developed and the inaugural copy was installed in March 1994. There are now well over 1800 licences in use across the UK and clients include the Spire (previously BUPA) hospitals and the Nuffield Group, as well as countless individual practices.

Ref: PPM010/11/10

Designer by accident

noreply@blogger.com (Anonymous) — Mon, 20 Dec 2010 04:10:00 -0800

Carefully prepare for the design process

Q: We are looking at revamping the consulting rooms. My consultant has given me the unenviable task of coming up with a design that has to be both practical and aesthetically pleasing. I don’t actually know where to start but want to impress. Can you give me a few hints?

A: Get this right and you could be starting up your own design company! It is really about how you look at it. Firstly, determine who is going to use and visit the room. This involves a bit of role-play. Start with the consultant. Imagine ushering in your patient. The doctor does not want to be walking the patient to the far side of the room past medical equipment.Doctors want to be able to usher them straight into a chair.So, the desk and chairs go near to the entrance. After the consultation bit comes hand-washing and, if possible, the sink should be in view of the patient,which they find reassuring.

For most specialties, the physical examination involves some level of disrobing. If the examining couch is in the wrong place, this can be a source of embarrassment for all concerned. No patient wants to be undressing, even behind a curtain, if the door to the room is situated opposite this area. They will fear being disturbed. So place the couch and curtain around the corner from the door, if possible on the same wall as the door, so that anyone entering the room is unable to see the couch.

Now you are back to being the doctor. When examining, you will need the instruments, consumables and sample tubes completely to hand behind the curtain. The curtain can then remain closed for the examination, as there may be other people in the room accompanying the patient. How far away the curtain is from the couch is crucial, as you do not want the doctor and chaperone to be cramped and the curtain to be sticking to their backs as they carry out the examination.I would recommend the curtains that hang via a curved pole from the ceiling, as they look really nice and you can get them floor to ceiling, which again, increases patient comfort. You may also have free-standing medical equipment in the room, which can look a bit alarming to patients, so put this out of their eyeline when they are consulting.

Storage can be placed around all the essential equipment but should look as clean and aesthetically pleasing as possible. Avoid glass cabinets and open shelving, as this will mean the patients can see what is being stored, which is likely to be medical supplies and other unsightly things. For phlebotomy, work out where the patient will sit, where the necessary consumables will be and, most importantly, calculate the shortest and safest route between the patient and the sharps bin, which should ideally be situated close to hand, bracketed to the wall for safety. Watch the height and ensure the phlebotomist does not have to hold the used sharp above the patient’s head to place in the bin.

Now imagine you are the Care Quality Commission Inspector. Walk through your design again in detail, with safety in mind. Having established the placement of fixtures and fittings, you can then concentrate on the colour scheme and overall feel of the room and this is down to your undoubted good taste and imagination.

Present your ideas with a Power-Point presentation, if possible,and include where to source all of the equipment, together with the associated costs. Include a quote for the actual works to be carried out. If you want to be really fancy and can justify it in the budget, purchase a copy of something like SmartDraw, which has templatesfor room design and so on. Tasks like this do not come along every day in our business, so enjoy it and get stuck in!

Photo courtesy of africa / FreeDigitalPhotos.net

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Conference set to focus on developing the consultant/secretary relationship

noreply@blogger.com (About PPM Software) — Fri, 10 Sep 2010 09:47:00 -0700

~ PPM Software’s 2011 conference to be held in Bolton on March 19 ~

PPM Software and the BSMSA (British Society of Medical Secretaries and Administrators) will be co-hosting the second, annual, ‘Establishing and Developing your Private Practice’ conference at Bolton’s Last Drop Village Hotel and Spa on March 19, 2011. The theme of the conference will be developing the relationship between the consultant and secretary, a focus that will be supported by a faculty of speakers from across private practice.

The day will be packed with interesting, insightful and practical workshops and seminars, guaranteed to both enhance and develop the working relationship between the consultant and the secretary, thereby increasing the financial success of the practice. The faculty will consist of well established private consultants and practice managers and various business service providers.

LiveseySolar Practice Builders, will speak on, and provide practical training to, increase patient numbers and patient loyalty and will also offer pointers for consultants keen to market their practice more effectively.

The faculty also sees the popular return of Ian Tongue from medical accountants Sandison Easson, who will discuss cost effective ways of maximising a secretary’s financial remuneration.

The day will be hosted by Julie McLean of PPM Software, who will run an open forum for the secretaries. In addition there will be a demonstration of PPM Software’s ‘PPM’ - Private Practice Manager software suite, which provides users with complete administrative and financial control over their business.

“Good secretarial support will pay for itself tenfold,” explained Tom Hunt, managing director of PPM Software. “The characteristics of a good secretary are efficiently processed dictation, accurate patient management, an organised theatre list, well organised invoicing and financial management, improved practice promotion and, above all, happy patients. However, Catherine of Alexandria, the patron saint of secretaries, couldn’t achieve this without a good working relationship with the consultant!” joked Hunt. “The attendees at our conference will come away better equipped to improve that relationship and achieve these objectives. We believe this is a conference with a difference; where both the consultant and secretary can be equally inspired and encouraged,” concluded Hunt.

Consultants and their secretaries who want to book a place at the conference should contact Julie McLean via e-mail Julie@ppmsoftware.com.

Ends: 378 words

Editor’s note: This press release is available from PPM Software’s Virtual Press Office: http://www.ppmsoftware-pr.blogspot.com/. If you want to stay constantly up to date on the latest news from PPM Software, paste the following link into your RSS reader http://ppmsoftware-pr.blogspot.com/atom.xml. If you don’t have an RSS reader, I can recommend the following free package Sharp Reader.

For further information contact:
Tom Hunt, PPM Software, The Business Centre, 100 Honey lane, Waltham Abbey, Essex EN9 3BG
Telephone: +44 (0) 1992 655940
www: http://www.ppmsoftware.com/
e-mail: info@ppmsoftware.com
Blog: http://www.ppmsoftware-pr.blogspot.com/
Twitter: https://twitter.com/PPMsoftware

Press enquiries: Richard Stone
Stone Junction Ltd, No. 2 the Garthlands,
Stafford, Staffordshire, ST17 9ZP
Telephone: +44 (0) 1785 225416
e-mail: richards@stonejunction.co.uk
www: http://www.stonejunction.co.uk/
Blog: http://www.stone-junction.blogspot.com/
Twitter: https://twitter.com/richiestone

About PPM Software: PPM Software designs, develops and distributes Private Practice Manager, software that provides a complete solution for the administration and financial control of a private medical practice. The business was founded in 1992, when the first ever DOS version of Private Practice Manager was developed and the inaugural copy was installed in March 1994. There are now well over 1800 licences in use across the UK and clients include the Spire (previously BUPA) hospitals, BMI and the Nuffield Group, as well as countless individual practices.

Ref: PPM001/08/10