Author: Carolyn Yoder

Managing a financially efficient healthcare organization is a massive task, and that task gets even more complicated when you enter the realm of FQHCs. Financial health is crucial for sustaining operations, growing vital programs and services, reinvesting in your staff, and delivering quality care to underserved communities.  

The term “financial health” encompasses the entire finance picture of your organization, from assets and operating efficiency to custom reports like your balance sheet and income statement. Getting a clear picture of where your healthcare center is currently, as well as implementing changes that help you achieve financial health and stability takes time and hard work. However, amidst the complexity of managing healthcare finances, organizations can easily get bogged down in unnecessary processes that detract from their bottom line.  

FQHCs in particular can fall victim to this, with staff that often wear multiple hats, Board Members that may not understand the intricacies of FQHC finances, and leadership that feels the pressure of managing every detail financially.  

In this post, we’re exploring a couple key metrics that help paint the picture of your financial health, plus a couple metrics that can drain your time and resources without telling you very much. Now, each FQHC is unique (that’s why we’re so invested in collaborating and customizing services for our clients) so this is by no means an exhaustive list, but more of a starting point. The goal is to help you and your team take a critical look at what you’re spending time tracking and explore the metrics that really make an impact on your organization. 

Key Metrics for Assessing Financial Health 

When evaluating the financial health of your FQHC, there are two pivotal metrics that are truly essential benchmarks for gauging overall performance. These metrics provide valuable insights into your organization’s fiscal standing and operational efficiency – how much money is coming in, and how efficiently your healthcare center is running. Keeping an eye on these key metrics will give you a clear picture of your current financial situation and help you make informed decisions to drive sustainable growth and success. 

1. Net Revenue per Visit: One of the most telling metrics for assessing financial health is net revenue per visit. This metric measures how much revenue is generated per patient visit, providing insight into your organization’s revenue-generating efficiency. By tracking net revenue per visit over time, you can plan for the future, identifying trends and gathering data that helps your team make informed decisions to optimize revenue streams based on solid numbers. 

2. Days in Accounts Receivable (AR): Another critical metric is the number of days it takes to collect payment for services rendered. This metric reflects your organization’s effectiveness in managing cash flow and can help identify major pain points in your revenue cycle. A lower number of days in AR indicates prompt payment collection and efficient revenue cycle management, contributing to overall financial stability. Seeing your days in AR creeping up steadily? You’re not alone! Effective AR management is one of the biggest challenges facing FQHCs, which is what makes this particular metric so important to track. Monitoring this metric regularly will help you and your team maximize your revenue, see what revenue is being left on the table, and determine where your staff needs to focus the most. Check out our AR Cleanup guide for some tips to master your own AR. 

Pitfalls of Focusing on Unnecessary Details 

In the pursuit of financial health, it’s important for FQHCs to maintain a balance between tracking important numbers and not getting lost in the weeds of processes and unnecessary tasks. While key metrics provide valuable insight into your overall performance, getting too focused on minor details can divert resources and attention away from more critical tasks and make the big picture fuzzy. FQHC leaders need to take a critical eye to their current reporting and financial processes to figure out the difference between essential tasks that help you make informed, forward-thinking decisions, and those that just create an inefficient system. By putting your staff time and energy into what counts and making your processes more efficient, your team can optimize their resources and ensure sustainable growth. These are two of the processes we see repeatedly that end up costing more than they contribute. 

1. Excessive Documentation Requirements: FQHCs often face stringent documentation requirements imposed by regulatory bodies and payers. While documentation is necessary for compliance and billing purposes, excessive demands can overwhelm staff and detract from patient care. Fulfilling all of the documentation required to remain compliant is essential, and to save time and staff bandwidth, try to eliminate as much extra internal-only paperwork as possible. Think about ways you can reuse the forms required for compliance to aid in internal processes instead of creating new forms for internal use and duplicating work. Spending excessive time on documentation may not significantly impact financial health, but it can lead to burnout and inefficiency. 

2. Micro-Managing Small Expenses: To control costs, some FQHCs may fall into the trap of micro-managing small expenses. While it’s important to be prudent with spending, obsessing over minor expenses can lead to wasted time and resources. Instead of scrutinizing every penny, try to prioritize your attention and address larger financial issues that have a more substantial impact on the bottom line. 

The Importance of Streamlining Processes 

Operational efficiency is the name of the game, and the smoother your workflows, the more time you have to focus on your mission. There is definitely a place for detailed financials, but when it comes to day-to-day decision making, focusing on a few key metrics that paint the big picture saves time and still gives you the flexibility and freedom to make informed decisions for your programs, services and staff. By implementing efficient workflows and leveraging technology solutions, you can reduce administrative burdens and free up valuable resources to focus on delivering high-quality care to your patients. 

1. Automate Routine Tasks: Identify routine administrative tasks, such as data entry, invoice processing, and billing, that can be automated using software solutions. Save your monthly reports as templates so they can be run with one click and consider automating appointment reminders and patient communication to improve efficiency and reduce no-show rates. Most EHRs have some billing functionalities that can streamline billing processes and reduce manual errors. Familiarize yourself with your EHR abilities and start using the features that will benefit your team. 

2. Outsource Revenue Cycle Management or AR Cleanup: If you find that your team is overwhelmed and unable to focus on your mission, it might be time to consider outsourcing. You can outsource your full revenue cycle management, which allows you to redistribute valuable staff to departments that focus on programs and services, or you can outsource just your AR cleanup. Outsourcing gets you access to an expert team that understands your unique billing requirements, and advanced technology solutions for efficient claims processing and denial management. Outsourcing RCM or AR cleanup can alleviate the administrative burden on internal staff, accelerate revenue collection, and reduce the time and resources spent on resolving billing issues. Additionally, outsourcing allows you to benefit from the latest industry best practices and technology innovations without the need for significant upfront investments. Not sure if this solution is right for your organization? Take a look at our free guide “Are you ready for RCM?” to explore your options! 

3. Implement Electronic Payment Systems: Transitioning to electronic payment systems can expedite payment processing and reduce the administrative burden associated with manual payment collection and reconciliation. Offer patients multiple payment options, including online portals, mobile payment apps, and automated recurring payments, to enhance convenience and encourage timely payments. This will not only improve your patient satisfaction and make their payments easier, but it will also streamline your revenue cycle management and improve cash flow forecasting. 

In the dynamic world of healthcare finance, it’s crucial for FQHCs to stay proactive in managing their finances. By keeping an eye on important metrics like net revenue per visit and days in AR, while steering clear of unnecessary paperwork, tedious and inefficient processes and procedures, and excessive penny-pinching, you can set your team up for success in the long run. Streamlining processes and focusing on efficiency will not only boost your financial health, but also elevate the quality of care you provide to your community. 

Have you ever been asked to describe the company culture by an interviewee? This question is popping up more and more as new generations enter leadership positions in healthcare. For modern healthcare workers, both in the administrative and provider circles, company culture is incredibly important, and creating a positive culture at your healthcare organization can be the key to attracting top talent, keeping your valuable staff, and providing the best patient care possible. Fostering a positive work culture is crucial for organizational success and employee well-being. Let’s explore key elements that contribute to a positive work culture in healthcare settings, and how leaders can create a supportive and collaborative work environment. 

1. Cultivating a Culture of Wellness 

Promoting employee wellness is essential for maintaining a positive work culture in healthcare and preventing burnout for your team. A team that is mentally, physically and emotionally healthy and resilient will be the best equipped to keep others in their community healthy as well. Here are some strategies to consider: 

• Implement wellness programs that focus on physical, mental, and emotional well-being, such as mindfulness sessions, fitness challenges, and nutrition workshops. Survey your team to see which types of programs they are most interested in and invest in those. 
• Provide access to resources for stress management and resilience training to support healthcare professionals in coping with the demands of their roles. This isn’t limited to just therapy or in-person training. There are a lot of great apps and premium online resources that can help with stress management too! Consider sponsoring subscriptions to apps like Calm, Balance, Headspace, Breathe, and others your employee team is interested in. 
• Encourage work/life balance by offering flexible scheduling options, remote work opportunities, and paid time off for self-care activities. In a busy healthcare workplace, flexibility and balance aren’t always easy, but meeting with other leaders to see what you can realistically offer as a company can create a big impact. Source ideas from your employee team as well to see what benefits and opportunities would mean the most to them and keep collecting feedback as you implement these initiatives to make sure that they are helping create balance, and not adding to workplace stress. Check out this blog from our archives for even more workplace wellness ideas! 

2. Fostering Teamwork and Collaboration 

Effective teamwork is fundamental to delivering high-quality patient care and building a positive work culture. Consider the following approaches: 

• Encourage interdisciplinary collaboration by fostering open communication and mutual respect among healthcare team members. This can start by establishing appropriate channels for communication. Let all employees know what avenues there are for reaching out to other departments, including email, internal instant messaging, and any other tools your organization uses. Employees should know how and when to use each of these communication tools, as well as how and when to submit feedback, both positive and negative, to leadership.  
• Facilitate team-building activities and workshops to strengthen relationships and promote a sense of camaraderie among staff. These can take many forms, from regular staff lunches to special workshops during regular office hours, and even retreats or appreciation dinners outside of work. Start small and figure out what works best for your team, but make sure these events happen regularly and become part of the company workflow. 
• Recognize and celebrate team achievements to reinforce a culture of teamwork and collaboration. Consider an Employee of the Month program, or a shout-out section in your internal newsletter. 

3. Prioritizing Growth and Development 

Providing opportunities for growth and development is essential for employee engagement and retention. When your team sees you are willing to invest in them, they feel valued and build a strong connection with your organization. These are some of our favorite ideas to support professional growth: 

• Offer ongoing training and development programs to enhance the skills and competencies of healthcare professionals. These can be hosted internally by members of the team that have professional experience in an area that others do not, or who are certified to teach continuing education seminars. They can also be simple trainings that go over the features of your healthcare center’s software or SOPs – these kinds of trainings may be brief, but they’ll keep your team up to date on processes and procedures, which will help them stay efficient and decrease stress in their daily tasks. Bringing in outside speakers to train your staff in a specialized area is also a great investment in the development of your team. 
• Provide mentorship and coaching opportunities to support career advancement and personal growth. An internal mentorship can be twofold – promoting growth and development while also increasing collaboration and a spirit of teamwork! Additionally, take advantage of local professional networking and mentoring programs. Many communities have professional groups that meet regularly, volunteer their time, and have programs including mentorship available for members. 
• Create pathways for career progression within the organization, such as leadership development programs and tuition reimbursement for further education. Communicate to your team that you are invested in their continued professional growth, and if possible, offer to sponsor one or more continuing education session or certification per employee per year. Provide a way for employees to submit ideas for continuing education they are personally interested in. 

4. Leading for Success 

Effective leadership is critical for fostering a positive work culture. Leadership sets the tone for the rest of the team, and your approach as a leader creates a huge impact on the culture of your healthcare organization. Consider exploring the following leadership approaches: 

• Lead by example by demonstrating integrity, empathy, and transparency in all interactions with staff. Your team will work the way you work! So many of the strategies we have already discussed encompass these qualities, and when you show your team that leadership is invested in the new initiatives as well, the buy-in company-wide will increase and the cultural shift will happen naturally. 
• Foster a culture of trust and accountability by empowering employees to take ownership of their work and decisions. When your team feels responsible for their projects, not only will they perform better, but their satisfaction at work will increase. This doesn’t mean that you provide them with no support or resources as they tackle large projects. Instead, it’s more about showing your employees that you trust them and their work. Avoid the tendency to micromanage and approve or proof work at every single step of the process. Very few things destroy morale quicker than micro-managing leadership! Encourage employees to work independently and come to you when they need extra support. Check out our blog on leadership in healthcare organizations here for more tips in this area. 
• Provide regular feedback and recognition to acknowledge employee contributions and reinforce positive behaviors. 

5. Communication Strategies for Collaboration 

Clear and effective communication creates cohesion between the various departments at your healthcare organization. Here are some communication strategies that help shift the culture of your center: 

• Create open and transparent communication channels, such as regular team meetings, town halls, and feedback sessions. You want your team to know that if they have a concern or question, there will be a set time to discuss it together. These meetings should feel like teamwork, not punishment, and be moderated by a leader that can navigate differing opinions without lashing out. And make sure your employees understand what each of these communication channels are created to accomplish. 
• Encourage active listening and solicitation of feedback from all team members to ensure that their voices are heard and valued. Providing opportunities for anonymous feedback can be a great way to open up the door to feedback and give your team a chance to share things they love and things they struggle with at your healthcare center. 
• Utilize technology tools, such as instant messaging platforms and project management software, to facilitate real-time communication and collaboration among staff. Encourage your staff to use these communication tools regularly, especially if you have a remote team. Establish standard operation procedures that outline when to use certain channels, but remain flexible to meet the needs of workers that may need to take a different approach at times. 

Cultivating a positive work culture in healthcare organizations requires a holistic approach that encompasses wellness initiatives, teamwork, opportunities for growth, effective leadership, and communication strategies. Think about the wellness of your team, but don’t ignore the practical side of workplace satisfaction – things like training, useful tools, and feedback. By prioritizing these elements and showing your staff that you are ready to lead by example, you can create an environment where employees feel valued, supported, and empowered to deliver exceptional patient care. 

As we near the end of the year, many of the healthcare organizations we work with are beginning to look forward and plan for 2024. Part of this planning is updating, or even creating, a strategic plan. Strategic planning can be defined as “a process used by organizations to identify their goals, the strategies necessary to accomplish those goals and the internal performance management system used to monitor and evaluate progress.” For healthcare organizations, a functional strategic plan is not only a strategic imperative but also a means to ensure long-term sustainability and impact.  

Good strategic planning takes some prep work. In this month’s blog, we’re diving into the most important steps you need to take before you begin creating your strategic plan to ensure you create something well-informed, inclusive, and aligned with your mission and community needs. We’re also covering some of our top tips for drafting an effective strategic plan that will move your health center forward in 2024. 

Before you Begin: 

Conduct a Comprehensive Organizational Assessment: 

Begin the strategic planning process by conducting a thorough assessment of your current state. This involves evaluating your strengths, weaknesses, opportunities, and threats (also known as a SWOT analysis). Assess KPIs (key performance indicators), financial health, human resources, and existing infrastructure.  

Some questions to ask: 

• What are your current funding sources? 
• Are there any new potential funding sources, like new grants or potential partnerships? 
• Are there any gaps in your current technology infrastructure? 
• Do you need to plan for new and updated hardware or software? 
• Can you handle your current telehealth demands with room for growth? 

Understanding your internal landscape will help you identify areas for improvement as well as areas of excellence, informing strategic priorities. 

Understand your community: 

The foundation of any successful strategic plan lies in a deep understanding of the community’s healthcare needs. Before crafting your plan, consult with a diverse range of stakeholders, including board members, staff, patients, community leaders, and local partners. Actively engage with the community to gather insights into the population’s health challenges, cultural considerations, and socioeconomic factors. Conducting regular needs assessments, collaborating with local community organizations, and seeking feedback from patients can provide invaluable data. Hosting focus groups, town hall meetings, and surveys can also help gather valuable insights and perspectives. This community-centric approach ensures that your strategic plan will address the specific health concerns of the population you serve, fostering a more meaningful and impactful healthcare delivery model. 

Assess Regulatory and Compliance Requirements: 

Before formulating a strategic plan, it’s imperative to conduct a thorough review of current regulations, compliance standards, and reporting requirements. This ensures your strategic plan not only aligns with regulatory expectations but also positions your organization to navigate potential changes and challenges effectively. 

Building Your Strategic Plan: 

Define Clear Goals and Objectives: 

You’ve done your research, and you understand your organization’s current position, what your community needs from you, and what rules you need to follow as you grow. Now, it’s time to define specific, achievable, and time-bound objectives. These goals should align with your mission, vision, and values, as well as address the identified needs of your community. Depending on the size of your organization, you don’t want to have too many goals, and you don’t want them to be vague platitudes. 

• Too vague: Expand our pediatric services 
• Specific and actionable: Increase the number of patients served through our in-house pediatric clinic by 15% in the next 3 years 

Clarity in goals provides a roadmap for your organization and helps you track progress effectively. 

Embrace a Patient-Centric Model: 

Prioritizing patient-centered care is essential for the success of any healthcare organization. As you craft your strategic plan, make sure to integrate patient perspectives, focusing on making services accessible and tailored to the unique needs of the patients you serve. Strategies to enhance patient engagement, improve communication, and streamline care delivery should be integral components of your strategic plan. By placing the patient at the center of decision-making, your organization can foster trust, improve health outcomes, and strengthen your role as a healthcare partner in the community. 
 

Invest in Technology and Infrastructure: 

Take a look at the assessment you did in the beginning and be sure to address any technology or infrastructure needs into your plan. Put those goals and changes down on paper. Leveraging technology is crucial for delivering efficient and effective care, and healthcare organizations should prioritize investments in health information systems, telehealth solutions, and data analytics tools to enhance patient care, streamline operations, and improve decision-making. Integrating technology into the strategic plan not only ensures it stays a priority for your organization, but it can also facilitate collaboration among your providers, enabling seamless communication and coordination of care. And don’t forget upgrading physical infrastructure to accommodate technological advancements is equally important for maintaining a high standard of care delivery. 
 

Build Strong Partnerships: 

Collaboration is key to the success of your healthcare organization, and building strong partnerships can significantly enhance your ability to address community health needs. As you look forward, consider growing existing partnerships, and plan for new collaborations as well. Seeking out new strategic partnerships with local healthcare providers, social service organizations, government agencies, and other community stakeholders can unlock access additional resources, share best practices, and create a more comprehensive and integrated approach to healthcare delivery. Strong partnerships also enhance your organization’s ability to navigate regulatory challenges and secure funding for critical initiatives. 
 

Prioritize Staff Development and Engagement: 

Your team is your greatest resource in growing your healthcare organization. As you build out your strategic plan, make sure to map out staff development, training, and engagement as central components. Investing in ongoing education, mentorship programs, and career advancement opportunities not only enhances the skills and satisfaction of your workforce but also contributes to improved patient outcomes. Additionally, fostering a positive and inclusive organizational culture is crucial for retaining talented staff and promoting a collaborative and patient-focused work environment. 

Looking for a template to get started? We like this one from the Department of Health as a great launching pad for building your own! Or check out some of these other simple options from Smartsheet that are great for customizing to fit your needs. 

Ultimately, crafting a functional strategic plan requires a holistic and community-driven approach. Putting in the work ahead of time and crafting a plan that addresses the big picture and the smaller day to day operations means you’ll be positioned to address the challenges of today’s healthcare landscape and provide high-quality, equitable, and accessible care to your community. 

The field of behavioral health is an ever-evolving ecosystem. As awareness and acceptance of mental health issues grow, so do the expectations of patients seeking help. In this growing and changing landscape, mental health providers must adapt to meet the needs and expectations of their clients. One important aspect of this adaptation is exploring how outsourcing behavioral health billing can improve the client experience and expand the resources of providers. In this blog post, we’ll explore what modern behavioral health patients expect from their providers and highlight some of the potential benefits of outsourcing your behavioral health billing services. 

What do your patients want? 

1. Timely Access to Care 

Modern behavioral health patients expect timely access to care. They understand the urgency of their mental health concerns and want to be seen promptly. To meet this need, providers should streamline the appointment scheduling process, offer flexible hours, and minimize wait times. Many patients appreciate online booking systems and telehealth options, which offer convenience and accessibility. 

Outsourcing behavioral health billing can play a crucial role in ensuring timely access to care. Billing processes, if handled in-house, can be time-consuming and complex, diverting staff from patient care. By outsourcing billing, providers can focus on meeting patient needs promptly and improving overall satisfaction while maintaining professional boundaries that allow for adequate self-care. 

2. Personalized Treatment Plans 

Clients today seek individualized treatment plans tailored to their unique needs. They want to feel heard and understood by their mental health providers. Effective communication and collaboration between providers and patients are key to developing these personalized treatment strategies. It’s vital that as a provider, you ensure you have enough time to dedicate to each patient and their unique treatment planning, needs, and goals. 

3. Privacy and Confidentiality 

Privacy and confidentiality have always been essential in behavioral health treatment, but in today’s digital age, patients are especially concerned about the security of their personal information. They expect providers to maintain the highest standards of data protection and adhere to all relevant regulations. Patients entrust mental health providers with their most personal and sensitive information during therapy sessions, and when a patient feels safe and secure with their mental health provider, it contributes to their overall well-being. 

If you decide that outsourcing your billing is right for your behavioral health practice, do your research on potential partners. Make sure that any outsourcing company you work with can ensure the highest level of data security and compliance. If you pick the right company, you’ll find that outsourcing provides you with an even higher level of security than doing your billing in-house, because a good billing company will have the expertise and systems in place to safeguard your patients’ privacy and reduce the risk of data breaches. 

4. Transparent Billing Practices 

Patients are increasingly conscious of healthcare costs and expect transparency in billing practices. They want to understand the cost of their treatment, what their insurance covers, and what they will be responsible for paying. Providers should offer clear and easy-to-understand explanations of billing statements and be ready to address any questions or concerns. 

Outsourcing this task to a competent revenue cycle management company means those expert billers can help navigate insurance claims, handle patient inquiries, and ensure that billing statements are comprehensive and straightforward. This transparency builds trust and enhances the overall client experience, allowing them to stop stressing about finances and focus on their treatment journey. 

5. Seamless Financial Experience 

Modern clients also value a seamless financial experience when seeking behavioral health services. They appreciate the convenience of electronic payment options, flexible payment plans, and the ability to access and manage their bills online. For more information on how to make patient payments easier, download our free Patient Payments guide here. 

6. Embracing Virtual Care Options 

There are two big themes running through this entire blog post: flexibility and convenience. This applies to how behavioral health patients receive their care as well. Today’s behavioral health patients expect treatment options that fit their lifestyles. The rise of technology has opened up new avenues for virtual care, including texting, online messaging, and telehealth, which have become increasingly popular among both providers and patients. 

Texting and Online Messaging: Many patients prefer the option to communicate with their mental health providers through text or online messaging platforms. This method allows for asynchronous communication, enabling patients to share their thoughts, concerns, or questions at their own pace. It provides a sense of ongoing support and connection between sessions. 

Telehealth: Telehealth has revolutionized the way behavioral health services are delivered. Patients now expect the option to attend therapy sessions from the comfort of their homes. These methods reduce barriers related to transportation or scheduling conflicts and accommodate individuals who may be dealing with social anxiety or other conditions. 

Embracing these virtual care options can significantly improve the client experience, providing them with the flexibility they crave, promoting ongoing engagement and a sense of empowerment in their treatment. But billing for these services can get complex. Outsourcing the billing for these types of services can help you scale your practice and meet modern patient expectations while also ensuring you are collecting all the revenue you deserve for the multi-channel services you provide. 

Make your Practice Patient-Centric

Meeting the expectations of modern behavioral health patients is essential for providing effective care and improving overall client satisfaction. Outsourcing behavioral health billing can play a significant role in meeting these expectations. By freeing up providers to focus on patient care, enhancing data security and privacy, and streamlining the billing process, outsourcing can lead to a more positive and client-centered experience in the world of behavioral health. As the field continues to evolve, providers who embrace these changes will be better equipped to meet the needs of their clients and provide high-quality care. 

Federally Qualified Health Centers (FQHCs) play a crucial role in providing affordable and accessible healthcare services to underserved communities. To further expand their reach and improve healthcare accessibility, many FQHCs are exploring the option of adding a mobile healthcare unit to their repertoire of services. If you and your team are considering tackling this new service at your FQHC, it’s important to weight the pros and cons before you jump in. In this blog post, we will explore the benefits and challenges of incorporating a mobile healthcare unit into your FQHC, and how finding a quality billing partner can streamline operations and maximize efficiency. 

Benefits of Adding a Mobile Healthcare Unit 

1. Increased Accessibility 

One of the primary advantages of mobile healthcare units is their ability to reach patients in remote or underserved areas, which accounts for a lot of FQHC service areas. These units can travel to communities that lack access to traditional healthcare facilities, ensuring that individuals receive vital medical services without the need for lengthy travel. 

2. Improved Community Engagement 

Mobile healthcare units are powerful tools for community engagement. They allow FQHCs to establish a strong presence in the communities they serve, building trust and rapport with patients who begin to forge a connection with your staff and recognize your name. This increased engagement can lead to better health outcomes as patients are more likely to seek regular medical care. 

3. Flexible Service Delivery 

Mobile healthcare units can offer a wide range of services, from primary care and preventive screenings to vaccinations and chronic disease management. This flexibility enables FQHCs to tailor their services to the specific healthcare needs of each community they serve, and bring those vital services directly to the populations that need them. 

4. Cost-Effective Expansion 

Compared to constructing new healthcare facilities, mobile units are a cost-effective way to expand FQHC services. They require less initial investment and can quickly adapt to changing community needs by relocating to different areas as required. 

5. Enhanced Disaster Response 

Mobile healthcare units are invaluable during natural disasters or public health emergencies. They can provide immediate medical care and support to affected populations, helping communities recover more quickly. 

Challenges of Adding a Mobile Healthcare Unit 

1. Regulatory Compliance 

Operating a mobile healthcare unit can involve navigating complex regulatory requirements, including state licensing and certification. FQHCs must ensure that they meet all necessary legal and regulatory standards to provide safe and effective care. 

2. Staffing and Training 

Finding and retaining qualified healthcare professionals to staff the mobile unit can be challenging. Comprehensive training programs and ongoing support are essential to ensure the highest level of care, and since mobile units provide such a wide range of services, this adds an extra layer of complexity to staff training. 

3. Equipment and Maintenance 

Mobile healthcare units require specialized medical equipment that must be maintained and updated regularly to ensure safety and effectiveness. The cost of equipment and maintenance can be a significant challenge for FQHCs. In this way, the hugely beneficial flexibility of mobile healthcare units contributes to one of its biggest challenges. 

4. Resource Allocation 

Managing resources effectively between the main FQHC facility and the mobile unit can be a logistical challenge. FQHCs must carefully allocate staff, equipment, and supplies to ensure both locations can operate smoothly, and this can add stress on management, especially in the start-up phase of a mobile healthcare unit. 

Outsourcing Billing for Mobile Healthcare Units 

Outsourcing billing can be an effective strategy for FQHCs operating mobile healthcare units. While this isn’t the right fit for every FQHC, outsourcing with a company that understands your values and unique needs can make a big difference and help alleviate many of the challenges that come with adding mobile healthcare to your programs and services. Our team works primarily with FQHCs, and we have seen the impact that outsourcing has had on our clients providing mobile healthcare. 

• Focus on Core Services: By outsourcing billing, you can allocate more time and resources to your primary mission of keeping your community healthy, rather than getting bogged down in administrative tasks. Especially when your team is taking on a new challenge with so many layers, like a mobile healthcare unit, this extra time allows for a better implementation of this new service from the jump. 
• Increased Accuracy and More Revenue: Professional billing companies specialize in healthcare billing and coding, reducing the risk of errors and claim denials. This can lead to faster reimbursement and improved cash flow. This makes it very important to understand the experience of the company you’re considering as your billing partner. Make sure any company you’re outsourcing to understands the intricacies of FQHC/CHC billing specifically, and of mobile healthcare billing for those types of organizations. Drawing on the expertise of a deep bench of RCM employees is a huge advantage, but only if they understand your mission and your needs. 
• Cost Savings: Outsourcing billing can be cost-effective when compared to hiring and training in-house billing staff. It eliminates the need for costly software and ongoing training expenses. For example, Practice Management remotes into your current EHR, and provides custom reporting for you and your team, which means no expensive new software and no time-consuming training. Finding a company that can work withing your current system is very important when trying to maximize cost savings while outsourcing. 
• Regulatory Compliance: Billing companies stay up-to-date with changing healthcare regulations, ensuring that your FQHC remains compliant with billing and coding requirements. 
• Scalability: Billing services can scale with the growth of your FQHC, making it easier to adapt to changes in service volume or expansion of mobile healthcare units. This means you can take full advantage of one of the biggest benefits of adding a mobile healthcare unit: quick and effective expansion! 

Adding a mobile healthcare unit to your FQHC can bring numerous benefits, including increased accessibility, community engagement, and cost-effective expansion. However, it also comes with challenges related to regulatory compliance, staffing, and resource allocation. Ultimately, the decision to incorporate a mobile healthcare unit should be carefully considered in light of these benefits and challenges, as well as the unique needs of the communities you are serving. Taking time to assess the current strengths and weaknesses of your team, and diligently planning for the addition of these units to your programs and services means you can maximize the benefits and effectively address the challenges!  

CFOs play a pivotal role in ensuring the financial health and sustainability of their organizations, especially at FQHCs, which are mission driven and rely on stellar financial professionals (and other hardworking team members) to keep their programs running. To thrive in today’s healthcare landscape, CFOs need to do more than examine month-end financial reports. They must embrace a forward-facing culture that emphasizes adaptability, innovation, and strategic planning. This month, we’re exploring strategies for CFOs of FQHCs to cultivate a forward-facing culture within their financial departments, creating a ripple effect throughout their organizations.

Understanding the Need for a Forward-Facing Culture

A forward-facing culture is one that anticipates and prepares for future challenges and opportunities. In the context of FQHCs, it’s vital because:

1. Healthcare is Evolving: The healthcare industry is constantly changing, driven by technological advancements, regulatory updates, and shifting patient demographics. CFOs must be proactive in responding to these changes.
2. Financial Sustainability: FQHCs face unique financial pressures, serving vulnerable populations with diverse healthcare needs. A forward-facing culture helps CFOs secure funding, diversify revenue streams, and optimize financial resources.
3. Community Impact: FQHCs have a profound impact on the communities they serve. By looking ahead, CFOs can ensure the long-term availability of essential healthcare services.

Strategies to Cultivate a Forward-Facing Culture

So, we know it’s important. But, how exactly do you do it? Check out our tips below.

1. Strategic Planning: CFOs should lead the development of a comprehensive strategic plan that aligns financial objectives with the organization’s mission and vision. This plan should outline key goals, performance indicators, and actionable steps for the future.
2. Data-Driven Decision-Making: Invest in data analytics tools to gather insights into financial trends, patient demographics, and operational efficiencies. This data can inform strategic decisions and identify areas for improvement.
3. Risk Management: A forward-facing culture acknowledges and mitigates risks. CFOs should conduct regular risk assessments, including financial, operational, and compliance risks, and develop strategies to address them.
4. Technology Adoption: Embrace technology to streamline financial processes, enhance data security, and improve patient care. This might include implementing electronic health records (EHRs), telehealth solutions, and financial software.
5. Continuous Learning: Stay informed about industry trends, regulatory changes, and best practices. Encourage professional development among finance team members to ensure they remain up-to-date. Most FQHCs should have more than one financial professional on their staff, enabling both to grow as professionals and cover different areas of financial expertise.
6. Collaboration: Foster collaboration between financial departments and other key stakeholders within the FQHC, such as clinical teams and community outreach. Cross-functional collaboration can lead to innovative solutions, and the importance of this cannot be overstated. CFOs can create amazing impact when they open up to communication with other department heads and create organizational understanding of the marriage between finances and programming results.
7. Scenario Planning: CFOs should create scenarios for different future scenarios, including changes in funding, shifts in patient demographics, and healthcare policy changes. This allows for more effective contingency planning. A great example of this would be considering whether or not to outsource your revenue cycle management. A forward-facing CFO would consider the pros, potential risks, and build out scenarios based on the proposals received from outsourcing companies, and be able to offer informed suggestions for growth to their fellow executive team members.
8. Patient-Centric Focus: Understand the unique needs of the patient population and explore ways to improve patient access, experience, and outcomes through financial strategies.
9. Community Engagement: Engage with the local community to better understand their healthcare needs and foster goodwill. This can also help identify potential partnerships and funding opportunities, as well as identify new programming needs that will require financial planning.
10. Performance Measurement: Establish a system for tracking and reporting financial and operational performance. Regularly assess progress toward strategic goals and make adjustments as needed. This shifts focus from just analyzing past performance to projecting and planning for future performance.

Creating a forward-facing culture for CFOs of FQHCs is not just about preparing for the future – it’s about actively shaping it. By embracing strategic planning, data-driven decision-making, collaboration, and innovation, CFOs can lead their organizations toward long-term financial sustainability while fulfilling their mission to provide essential healthcare services to underserved communities. This makes sure to not only secure the future of your FQHC but also ensure the well-being of the communities you serve.

In today’s rapidly evolving healthcare landscape, FQHCs face numerous challenges in maintaining financial stability and optimizing revenue cycle management. As billing and reimbursement processes get more complex, many healthcare organizations are turning to outsourcing companies for their billing. But does your FQHC need to outsource your billing? Will outsourcing create more headaches than it solves? 

Billing services can bring some big benefits to the table. Let’s talk about some of those and examine when billing and revenue cycle management might be right for your healthcare organization. 

1. Expertise and Compliance 

Navigating the complex landscape of healthcare billing and coding requires specialized knowledge and continuous training, and finding staff that has that experience can be time consuming, or even impossible, depending on where your FQHC is located. Outsourcing your billing ensures access to a team of experts well-versed in the intricacies of FQHC billing regulations and compliance requirements. Their expertise enables accurate coding, reduces claim denials, and minimizes the risk of regulatory penalties, ultimately maximizing revenue for your organization, and saving you the time and money required to find your own experts to bring onto your staff. 

2. Improved Revenue Cycle Management: 

Efficient revenue cycle management is essential for FQHCs to maintain financial stability. Outsourcing this process allows CFOs to leverage proven strategies and technology-driven solutions provided by a stellar billing company. The best outsourcing partners will look at your entire revenue cycle process, not just individual claims. A comprehensive approach like this should include eligibility verification, accurate coding, claim submission, denial management, and timely follow-ups. Here at Practice Management, we offer all these services to our clients, and provide training as needed to help implement best practices and procedures that help organizations reach their unique goals. By streamlining the entire revenue cycle process, an outsourcing partner can accelerate payment cycles, reduce accounts receivable days, and improve cash flow.  

3. Scalability and Flexibility: 

FQHCs often experience fluctuations in patient volume, making it challenging to maintain an optimal administrative workforce. Outsourcing medical billing and revenue cycle management provides CFOs with the scalability and flexibility needed to adapt to changing demands, meaning that you’ll always have billing solutions tailored to the specific needs and volume of your organization at all stages of your growth. Having the right resources at the right time means more money available to reinvest in your programs and services. 

4. Cost Savings: 

Maintaining an in-house billing department comes with significant costs, including salaries, training, software, and ongoing maintenance expenses. But outsourcing can significantly reduce overhead costs, allowing you to reallocate your precious resources to core patient care services, while actually bringing in more revenue. The reduction in claim denials, faster reimbursement, and improved revenue capture contribute to substantial financial savings and increased profitability. Here’s an example of how outsourcing could affect your bottom line: 

5. Advanced Technology and Reporting: 

Finding a good outsourcing company means you’ll be working with a team that leverages cutting-edge technology to streamline billing processes and enhance transparency. Practice Management creates custom reports to fit our clients’ needs and improve their understanding of trends and opportunities in their revenue cycle. A good outsourcing company can provide real-time insights into key performance metrics, such as claim status, reimbursement trends, and financial performance. These kinds of analytics can help leadership make decisions for the growth of your FQHC and identify areas for improvement.  

Outsourcing medical billing is not a fit for every FQHC, but if you’re looking for a way to improve your revenue collection, decrease your costs, leverage expertise, and grow your vital programs, outsourcing could be the answer! Finding a partner that believes in your mission, cares about your community, and meshes well with your team is incredibly important, and a good billing company can help your FQHC navigate the complexities of healthcare reimbursement with confidence. Embracing the power of outsourcing can streamline your revenue cycle and position your FQHC for long-term success. 

Want to learn more? Practice Management could be a great fit for your healthcare organization! Check out more about our services here or send us a message here. 

In the fast-paced and demanding world of healthcare, having a skilled and efficient team is crucial for the smooth functioning of any organization. You need a team you can trust on all fronts – direct care and administrative. Administrative staff are the backbone of healthcare facilities, ensuring that operations run seamlessly, patient records are managed effectively, and communication flows smoothly. However, finding the right candidates with the necessary skills and qualities can be challenging. To help healthcare organizations build their dream administrative team, we’ve compiled a list of interview tips that will help you find the best candidates for these vital roles. 

1. Define the Role Clearly: Attract the right candidates 

Before beginning the interview process, it is essential to clearly define the role and responsibilities of the administrative staff. Outline the key tasks and skills required for the position, including organizational abilities, communication skills, attention to detail, and proficiency in relevant software applications. Having a precise job description will help you attract candidates who possess the specific qualities needed for success in the role and save you time during tip number two. 

2. Screen Resumes Thoroughly: First impressions matter 

Carefully review the resumes and cover letters submitted by candidates. Look for relevant experience, educational qualifications, and certifications that align with the position’s requirements. Pay attention to details such as tenure in previous roles, achievements, and any notable skills or accomplishments. Prioritize candidates who have demonstrated reliability, adaptability, and a strong work ethic.  

But looking beyond the content of the resume is important as well. Is the resume well formatted? Is the layout and font choice professional? Are there typos? Did they follow the application instructions correctly? If there was a cover letter submitted, was it tailored to your healthcare organization and well written, or was it generic and sloppy? Paying attention to these details before you bring candidates in for interviews can help you weed out candidates who are not a good fit early on in the process. 

3. Conduct Structured Interviews: Prep your questions and be ready to listen 

When interviewing candidates, follow a structured interview process to ensure consistency and fairness. Begin by putting the candidate at ease. A few conversational questions in the beginning of an interview will help them feel comfortable and encourage them to express themselves freely before you really dig into the interview. Next, try asking behavioral questions that assess their past experiences and problem-solving abilities. For administrative roles, questions may revolve around multitasking, handling difficult situations, and managing time effectively. Assess their communication skills, including both verbal and written, as clear and concise communication is vital in healthcare settings. 

Be prepared to follow the 80/20 interview rule – you should only be talking 20% of the time. 

4. Evaluate Interpersonal Skills: Be polite, professional, and observant 

Interpersonal skills are crucial for administrative staff who interact with patients, medical professionals, and other team members regularly. Assess a candidate’s ability to handle diverse personalities, work collaboratively, and maintain professionalism even under pressure. Role-playing scenarios or situational questions can provide insights into how candidates handle conflicts, prioritize tasks, and maintain a calm demeanor. 

While you want to get a feeling for the candidate’s personality, you also want to remain polite and professional, not overly friendly or casual. Assessing is different than chatting, and you want to make sure you’re sticking to interview questions rather than just having a conversation. 

5. Assess Technological Proficiency: Tech literacy matters 

In today’s digital age, technological literacy is a must for administrative staff. Evaluate candidates’ proficiency in the software applications your organization uses, your electronic medical record system, and any data management tools they will be interacting with regularly. Depending on the specific needs of your organization, assess their ability to adapt to new technologies and their overall tech-savviness, which can enhance efficiency and streamline operations as your organization grows. 

6. Gauge Attention to Detail: Details matter 

Attention to detail is a crucial quality for your administrative staff. Assess a candidate’s ability to spot errors, manage paperwork accurately, and follow established protocols. Depending on the length of your hiring process, you might want to incorporate an assessment or task that requires candidates to review and identify discrepancies in a document or medical records, ensuring their precision and meticulousness. This assessment could be part of the interview, or it could be part of the application process. You can also get a feel for this skill during step number two. 

7. Cultural Fit and Professionalism: Know your company 

Before you begin interviewing, make sure you have a firm understanding of what your company is, what your values are, what your mission is, and how your ideal employee would interact in their role. Does the person you’re interviewing fit into that company model? Would they align with your organization’s values, mission, and culture? Evaluate their level of professionalism, including punctuality, attire, and the ability to maintain confidentiality. Healthcare environments require employees who can empathize with patients and their families, as well as maintain a compassionate and caring approach, and that level of caring is vital in administrators as well as direct care providers.  

Building a dream team for your healthcare organization requires careful consideration, thorough evaluation, and a structured interview process. By defining the role, screening resumes, assessing interpersonal skills, technological literacy, attention to detail, and cultural fit, you can find the best candidates who will fit right into your healthcare organization. Hiring the right administrative staff not only contributes to efficiency but also enhances patient care and overall satisfaction. Invest time and effort into the hiring process, and you’ll be rewarded with a highly competent and cohesive administrative team that supports your healthcare organization’s success and works well together as your organization continues to grow. 

Cybersecurity is a crucial aspect of healthcare as it ensures the protection of sensitive patient information from cyber-attacks. With the increasing use of technology in healthcare, such as electronic health records, telemedicine, and an increase in remote workers, the risk of data breaches and cyber-attacks has also increased.  

The consequences of a cyber-attack in healthcare can be devastating because it can compromise patient privacy, lead to identity theft, and disrupt the delivery of critical healthcare services. Moreover, healthcare organizations that fail to protect patient information can face legal and financial penalties. All these factors combined mean that understanding your healthcare organization’s cyber security is more important than ever! 

Healthcare Cyber-Attacks: The Numbers 

Healthcare organizations are highly targeted by hackers because electronic health records contain so much information. These records have patient health information, personally identifying information, and financial information all stored together. 

A study covering cyber insecurity in healthcare found that 89% of healthcare organizations surveyed experienced at least one cyberattack in the past 12 months. These cyberattacks have been shown to correlate with a negative impact on client care as well. 

Therefore, it is essential for healthcare organizations to prioritize cyber security. 

Healthcare Cyber Security: How to do it  

Healthcare organizations need to take steps to implement robust security measures such as firewalls, encryption, and regular security audits. If you’re in leadership, work on reframing cyber security from a technology issue to a risk-management issue within your organization and be willing to prioritize your security program.  

Staffing can be a challenge in the IT space, and if your healthcare organization is struggling to recruit IT talent to invest in your security, consider outsourcing to a reputable IT company that can help you protect your PHI. 

Additionally, all staff members should be trained to identify and prevent cyber threats. Different positions need different levels of training, but if you teach your whole team to view cyber security as a part of providing quality patient care, it empowers them to view themselves as “proactive defenders of patients and their data” and can help everyone on your team vigilantly keep their eyes open for potential cyber security issues and pay attention to security details.  

Finally, ensure that any company you work with outside of our healthcare organization takes your cyber security seriously. Practice Management has multiple cyber security features in place – you can check them out here – and any company that has access to your PHI should be openly communicative and diligent with their dynamic security strategy. 

In an increasingly digital world, cyber security matters in healthcare because it safeguards patient privacy and ensures the continuity of critical healthcare services. Healthcare organizations and professionals must take proactive steps to protect patient information from cyber-attacks to maintain the trust and confidence of patients. 

To outsource or not to outsource – that is the daunting question facing many healthcare organizations. Outsourcing your billing can be a great way to save time, money, and resources, allowing you to reinvest in your practice. But there are many myths surrounding billing companies, the outsourcing process, and the types of healthcare organizations that can use outsourcing services. Today, we’re busting some of the most common myths and serving up facts about outsourcing your medical billing. 

Myth 1: Outsourcing medical billing is expensive. 

Fact: Outsourcing medical billing is cost-effective.  

It can provide you with access to the latest technology and the experience of a team of professionals that are dedicated to your practice. Oftentimes, outsourcing is even more cost effective than employing your own billing staff. Employees at the medical billing companies are experts in their field and come with years of experience and training in billing intricacies. Finding employees to hire with their level of expertise is incredibly difficult and affording them can be even harder. Outsourcing gives you access to extremely skilled billing employees at an affordable rate. Plus, you’ll have access to resources that you wouldn’t have available if you handled billing in-house. The goal of a good outsourcing team is to maximize the money you are collecting, and improve your cashflow, not cost you more money.  

Myth 2: Outsourcing medical billing is risky. 

Fact: Outsourcing your medical billing is very secure.  

Most medical billing companies have industry-standard data security measures in place, including encryption and firewalls. Plus, they have the experience and knowledge to handle any HIPAA compliance issues that may arise. Practice Management takes the security of our clients extremely seriously, employing multiple cyber-security measures including MFA, data loss detection, and penetration testing. A reputable outsourcing company should clearly outline their security processes and protocols. 

Myth 3: Outsourcing medical billing will take too much of your time. 

Fact: Outsourcing medical billing can save you time.  

With the help of a medical billing company, you can streamline your billing process, set up automated payment reminders, and manage claims quickly and accurately. This can free up you and your staff to focus on other areas of your practice. The staff at revenue cycle management companies’ focus is billing, and not only does that make them experts at what they do (as we mentioned in #1) it also means they can work quicker and pay attention to important details as they submit claims and follow up on denials. Having a team dedicated just to billing means you are more likely to submit claims and appeals in a timely manner and follow up on patient payments quickly and regularly.  

Myth 4: Outsourcing means less quality work.

Fact: Outsourcing provides quality work and a meaningful connection with your outsourcing team.  

The right medical billing company should function as your billing department and focus on providing quality service for your healthcare organization. When you find the right partner, you are leveraging experts who can not only finish your tasks more efficiently but effectively as well. Revenue cycle management companies provide custom reports tailored to your unique needs to keep you in the loop on everything happening in your revenue cycle and ensure you feel informed and in control. Finding an outsourcing company that believes in the importance of connecting with their clients means you will have an outsourced team that feels loyalty to your organization. Getting support and answers to your questions should also be a quick and easy process. 

Myth 5: Outsourcing is only for big practices and hospitals.

Fact: Outsourcing is for healthcare organizations of all sizes.

The idea that outsourcing is exclusive to large operations has persisted for decades and it’s fortunately not true. There are outsourcing solutions for medical practices and companies of all sizes. Outsourcing can work for any sized organization if you take the time to find a billing company that will work with you and customize a suite of services that fit your needs. Practice Management has experience working with clients ranging from small group practices with 3 providers at one location to large FQHCs and healthcare systems with over 100 providers spread across multiple locations. With a little research, you can definitely find an outsourcing company with experience working with an organization or practice just like yours. 

Consider those outsourcing myths busted!  

Outsourcing your medical billing could be the right decision for you and your team. There are many benefits, including increased revenue, efficiency, and quality. Taking the time to research the pros and cons and find a company that fits your needs could be the best decision for growing your practice! 

If you’re interested in learning more about Practice Management’s suite of services and how they can maximize your revenue, contact us today!