Learn how you can easily manage multiple chiropractic practices with one EHR in this free ebook!

You Will:

  • Discover why large practices need an EHR that is truly multi-location.
  • See the operational headaches a single EHR could help you eliminate.
  • Find the costs you can cut and inefficiencies you can optimize.
  • Learn about the signs that you’re suffering from inefficiencies and what you can do about them.
  • Learn how to enhance the experience your patients have, regardless of which location they plan on visiting.
  • Discover the ways large practices use automation to reduce waste and more!

Excerpt

With over 22 million American citizens visiting chiropractors annually, it’s no wonder that providers need to expand their practices to more than one location. Managing multiple chiropractic practices might seem overwhelming, but with the right EHR, it doesn’t have to be.

Chiropractors should avoid choosing software that works with any medical practice. Instead, they should opt for one explicitly designed for chiropractors like you. You must also ensure that the one you choose is for managing multiple chiropractic practices.

But can you tell if your EHR is truly multi-location, even if it was pitched to you as such? Without that specificity, you might assume that the software solution you have has everything that you need.

What does that mean?

For some software systems, multi-location support isn’t as straightforward as it should be. The vendors may claim that their products offer support to multiple chiropractic practices. However, you’ll end up still having to install, run, and maintain a remote desktop or virtual private network (VPN) to experience the “multi-location” capabilities.

For example, medical software that doesn’t support multi-location still works for appointments and billing. But can you manage multiple locations? Do you need to log in individually at each site? Or, does that software centralize data from one place and you manage everything from a single login?

Answering these questions is a sure-fire way of being able to tell if you’re using the right software solution. Managing multiple chiropractic practices with one EHR is critical for those who have expanded or are planning to expand their practices.

In this guide, we go over true multi-location EHRs, their importance, how they solve common challenges when running multiple practices, and more.

The Importance and Power of a True Multi-location EHR

The last thing that any chiropractic manager wants to do is log into different software solutions while running multiple practices. Operating in this manner raises many concerns, including lost data and security issues. Chiropractors need a software solution to keep up with every aspect of their workflows.

Working with a true multi-location EHR means you don’t have to worry about where you are when you need to complete a task, whether that’s doing administrative work, billing, or updating SOAP notes.

For example, CHIROSPRING’s features and benefits align perfectly for those who need multi-location support without extra software or networking. All that you or one of your providers have to do is click on the system’s drop-down menu, select the location, and let the system do the rest. These features and benefits enable chiropractors to perform any task from any site using their mobile device, including:

  • Accessing and editing patient files: No matter which practice a patient visits, providers can access their data anytime.
  • Accessing and editing SOAP notes: There’s no need to create a separate SOAP note for each patient at each one of your locations—they’re accessible from all sites.
  • Addressing questions from patients and staff: You can improve staff retention and patient satisfaction with quick and easy communications.

A true multi-location EHR should optimize workflows and administrative work no matter the chiropractor’s location. Ideally, its design simplifies and streamlines patient care and relationship building.

What does that mean?

If you’re spending too much time juggling paperwork or using outdated software, that means you’re spending less time with your patients. How can you address their issues if you spend most of their appointment entering data? The simple answer is that you can’t.

A true multi-location EHR enables chiropractors to increase face-to-face time. They also don’t have to worry about the following. 

Lost documents or patient files

Unfortunately, some chiropractors fail to keep complete records. There’s just not always enough time between patients to capture data completely and accurately. If the provider uses paper documents and files, they risk losing them.

The solution is implementing a chiropractic EHR that simplifies the SOAP notes process. This feature reduces paperwork and clutter and enables providers to document visits in detail.

Billing and claims

Your chiropractic EHR should streamline the billing and claims process, not add to the challenges of running multiple locations. CHIROSPRING’s system is excellent at calculating how much is owed based on copays and deductibles. The system enables you to track deductibles easily and tells you when they’re met. You’ll also know when patients exceed their benefits and other pertinent data.

The benefits remaining report is a handy tool for capturing what benefits patients have remaining. This feature is a value-add because you can give your patients a heads-up that they have adjustments left.

Patient flow

Managing multiple chiropractic practices becomes even more challenging when running large locations. The larger the practice, the more rooms there are, so managing patient flow is vital. CHIROSPRING’s patient flow feature enables you to create as many rooms as you need to care for all the patients scheduled for the day.

As patients move from room to room, you can “virtually” move them within the system. This feature enables specialists to see where their patients are at a glance. This reduces patient wait time and increases their overall satisfaction.

What a truly multi-location EHR is like in its simplest form

You can access all your data for multiple sites from one place, and you won’t need to visit different systems to access that data. There are solutions out there being pushed as multi-location, but each location is still a separate instance of the same software, so they aren’t genuinely connected.

The Challenges of Running Multiple Chiropractic Practices

Most chiropractors face two significant challenges when managing multiple chiropractic practices: updates and storage. They must manually perform updates to their software solution, and if they forget to back up information, they risk losing it altogether. Also, they risk running out of room on hard drives if providers don’t use cloud storage and risk accessibility issues if another location needs to retrieve files.

Chiropractors running more than one location must implement a software solution that consistently updates to the cloud, has automatic updates, has easily accessible storage, and keeps patient data secure. While this might seem like too many features to bundle into one solution, CHIROSPRING checks off all these boxes.

Here are common challenges of running multiple chiropractic practices.

Paperwork

If you’re running a multi-location practice, it’s challenging to document everything on paper or depend solely on your memory. Managing paper files is archaic and can lead to other issues, including losing patient data or not documenting a visit in enough detail. Too much paperwork creates clutter within offices, especially if providers and their staff fall behind with filing.

A chiropractic EHR that’s designed with chiropractors in mind eliminates paperwork clutter. That’s beneficial for providers who are managing multiple chiropractic practices and want them to be paperless. Using this EHR means you can digitize everything—receipts, reports, SOAP notes, and other documents—from when they’re created to when it’s time to store them.

Back office management

It isn’t uncommon for providers and staff to get burned out managing back-office tasks. A cloud-based EHR is an excellent solution for reducing these tasks—and the resulting burnout. The main reason is that your staff doesn’t have to spend as much time on the phone scheduling or confirming appointments.

A cloud-based chiropractic EHR also reduces providers’ and staff’s time to complete data entry, file charts, scan documents, and pull X-rays. While these solutions don’t completely automate back-office tasks, they can reduce the amount of time that everyone must spend completing them. Simplifying back-office management means you’re streamlining how your practice runs overall, from simplifying billing to using “anytime” access with an internet connection.

Patient satisfaction

When patients visit practices, they want to spend most of their time with a provider, not in a waiting room filling out paperwork or confirming data entries. Using a multi-location chiropractic EHR means patients don’t have to enter data or fill out paperwork multiple times if they decide to go to a different location. Confirming appointments and checking is also significantly easier.

A multi-location chiropractic EHR enables you to do what’s most important: spend more time with your patients. Less data entry is required from the patient and the provider, which results in increased patient satisfaction. Providers can focus their attention on the patient’s care plan instead of inputting data.

Privacy

Poor software implementation or paper documents don’t allow for the highest-quality patient data security practices. This is also true if you’re using outdated software or systems that don’t support multiple locations. Your patients want to be confident that their data is secure and that your practice maintains their privacy.

With a multi-location chiropractic EHR like CHIROSPRING, like all other digital documents, patient files and SOAP notes outlining visits have secure storage, undergo multiple updates daily, and have encryption that meets HIPAA compliance. That privacy extends to the billing department, where claims are submitted using a secure FTP to the patient’s insurance provider with just a couple of clicks.

Staff Retention

When staff members can quickly onboard and easily use software, they’re happier. Here are additional examples of how choosing the right EHR for each of your locations improves staff retention.

Simplified Front Desk

Your staff will experience much less stress when the software that they use creates an improved patient flow process. CHIROSPRING’s system enables providers and staff to virtually move patients from one room to the next, from when they check in to when it’s time to check out.

Intake

The intake process can take way too long if you depend on paper forms. Chiropractic EHR speeds up the process by reducing how much paperwork the patient must fill out upon arrival. This system also reduces how much data entry staff members must complete.

Access

If patients request copies of their records, the process shouldn’t be complicated; otherwise, it creates unnecessary stress for your staff. If the patient also gets frustrated, they’ll communicate this to your team, further adding to their stress.

IT Footprint

When you’re using outdated software or a chiropractic EHR that doesn’t have automatic updates or support, challenges with IT are practically guaranteed. No staff member wants to spend hours on the phone troubleshooting or fixing something that won’t work.

A solution that aligns with how you’re managing multiple chiropractic practices must include support services. For example, CHIROSPRING’s system takes the IT department right out of the equation: all you need is an internet connection, and you don’t have to worry about anything else. You won’t have things on hold while working out problems with the IT department. Instead, you, your providers, and your staff can focus on what’s most important: the patients in front of you. That saves a significant amount of time and money.

How Using the Right EHR Addresses a Practice’s Common Challenges

While the list of challenges may seem overwhelming, the right EHR can address all of them, even managing multiple chiropractic practices. It’s essential to connect the dots between having an EHR and utilizing its ability to handle a chiropractic practice’s most common challenges.

For example, with a system offering true multi-location support, you can manage more than one practice using the same chiropractic EHR. You can update information, manage multiple calendars and front desk screens, and do other functions with just a few clicks.

CHIROSPRING’s features provide multi-location practices with the solutions that they need in the following ways.

Managing Employees and User Roles

Large practices need ways to manage employees and their permissions. For example, assigning user roles prevents staff members from changing prices on products and services without authorization. Those permissions also prevent apps and dashboards from having controlled access, so an employee can’t accidentally mess up any settings. For example, you can set the EHR up so those working at the front desk can’t access claims or billing.

The right EHR also enables chiropractic practices to reduce headcounts often associated with a large billing department. Ideally, you need a system that increases efficiency, tracks charges that aren’t being paid, adds notes to appropriate charges, runs reporting, and does other tasks.

For example, if you don’t want to do billing for your practices, CHIROSPRING can handle that task. Another option is finding a billing specialist on a freelance basis and giving them the login credentials that they need to complete these tasks in the system. Since you’re operating using a multi-location system, there’s no need to send information to billers.

Managing employee and user roles also extends to consistency—you want to make sure all your specialists are doing the same thing at each of your locations. For example, when a provider sets up a SOAP note, it looks the same at every practice. That said, you’re not locked into a specific SOAP note setup: you can customize macros and other details.

If you choose to streamline the SOAP notes feature so it’s consistent across all locations, you can create a template. This can include macros, charters, diagnosis codes, and other data. This way, it’s the same no matter where your providers work. Think of this process like a fast food restaurant chain—regardless of the location you visit, the menu is the same.

A Single System for Multiple Locations

Chiropractors need one system that does it all when managing multiple chiropractic practices. 

What does that mean? 

First, you and your staff can easily change locations on the system’s front desk. This feature enables you to toggle back and forth to see appointments, notes, and other things happening at different sites.

Second, if you have a patient who wants to visit a different location, that’s easy to accommodate. You or your staff can use the system’s calendar and add the patient to the schedule at the other site. The information updates so every location staff can see who has appointments and at what site.

Finally, the process streamlines even further by enabling the patient to complete the scheduling process without needing a staff member to assist them. When the patient arrives, their information is already stored in the system—even if it’s their first visit.

Using a single system for multiple locations also allows you to track inventory and only order what’s necessary. This inventory management is critical for managing various chiropractic practices and reducing waste. As you sell items, the system automatically decrements and enables you to see what you need to reorder at a glance.

Lack of Automation in Various Areas

Managing multiple chiropractic practices requires a system that automates as much as possible. For example, since appointment reminders happen automatically, you can streamline them so your staff doesn’t have to spend as much time making or answering phone calls. Other areas where automation is a must include the following. 

Automated Patient Statements

When you’re using outdated systems or those that don’t support multi-locations, tracking patients who owe a balance and creating statements is a tedious task. Members of your billing department have to manually go into each patient account to ensure that everything is up to date. Large practices benefit from automation, especially when you’re having to process a thousand statements.

Implementing a system that stores information in the cloud and updates billing information automatically makes it easy to see who owes what with one touch. If you choose to enroll in Etactics, you can automate the process even further by emailing those statements for a fraction of the cost of doing it yourself.

Chiropractic Marketing and Advertising

Running chiropractic marketing and advertising must also be streamlined and efficient when managing multiple chiropractic practices. For example, chiropractors running large clinics can use Zingit to help with these efforts. This solution automatically asks patients for reviews, and as soon as the practice receives a four or five-star rating, it automatically updates to Google. If a patient submits a negative review, that goes directly to the clinic to help you and your staff identify where you need to improve.

Marketing automation also helps your practice improve its search engine ranking, which is critical when you want potential patients to find you online. This form of automation is also cheaper than running radio ads and managing current advertising—you can use this solution in drip campaigns for marketing.

Different Tax IDs at Different Locations

It’s stressful thinking about tax planning and preparation. You might be worried about submitting the wrong information if you’re not using the right system for tracking and keeping your tax data up to date.

CHIROSPRING’s true multi-location setup enables you to assign tax IDs per location so you don’t worry about this when submitting your claims. This seamless experience means you only have to set up this information once. The integrated payment system is function-based according to each of your locations after you enter your banking information.

For example, suppose that David owns Locations One and Two, and Brian owns Location Three. Brian can direct payments into his account without worrying about reconciling with David’s practice.

Integrated Payments

Managing earnings and payments for specialists across multiple locations is a herculean task if you don’t have a system supporting more than one site. Integrated payments enable your practices to keep cards on file with a token system. Basically, you’re storing the patient’s data securely and preventing it from being hacked.

Integrated payments also enable your staff to set up automatic payments using those stored cards. This feature is a value-add to the care plan feature. Once the patient starts their care plan, neither of you has to worry about the billing aspect.

Managing earnings no longer needs to be a hassle. A multi-location system is set up with features enabling staff members to clock in and out and administrators to see their earnings. These features simplify payroll processes and separate specialists’ pay. For example, if you pay specialists in percentages, you can run the user earning’s report to see how much specialists make, down to the penny, and to calculate their paychecks seamlessly.

Lack of Transparency

A challenge of running multiple locations is transparency on performance from one site to another. The right solution solves that problem, even to the level of employee productivity. For example, your system should show you a rundown of each of your employees.

You should also be able to see how many employees you have working at each location and their performance at a glance. This kind of transparency is beneficial for several reasons, including:

  • Understanding the employee’s value: For example, you can see if they’re working above and beyond. Or, if they’re not meeting your expectations, you can address that.
  • Identifying where your employees need additional training: If you notice one or more of your employees missing steps or forgetting to complete important tasks, you can take care of that before it becomes a more significant issue.
  • Tracking who is working and when: If your practice is operating with twenty employees and you can see that some aren’t being productive, you can identify where you can reduce staff and enhance productivity.

Managing multiple locations also means you don’t need a separate billing office for each practice. There’s no need to burn money on employees whom you no longer need. For example, you can have one biller doing all the numbers for every location.

Another key feature of using a true multi-location EHR is the report that shows your practice’s totals. CHIROSPRING enables you to build this report from scratch and use it to track specific metrics. Examples include how many patients you have, how many adjustments you’re completing, therapy sessions, and other data. Then, you can see how each of your practices is doing regarding these metrics.

Take the Pain Out of Managing Multiple Chiropractic Practices

It isn’t uncommon to have concerns regarding picking the right EHR when managing multiple chiropractic practices. Take the guesswork out of the selection process by choosing CHIROSPRING. This software solution gives practices room to grow, eliminates the need for a VPN, and helps maximize your practice’s revenue.

CHIROSPRING is an all-in-one practice management and EHR system built specifically for chiropractors to help them regain face-time with patients, spend less time on back-office tasks, maintain a limited staff, and save operational costs.

To see how CHIROSPRING can help you simplify how you manage your practice, reach out to one of our specialists today!