Improve workflow and staff accountability with task management tickets

physical therapy billing_dream practiceAre you worried that some of your staff members might forget to complete any of the mandatory ten tasks for each new patient visiting your physical therapy clinic on any given day?

With approximately 300 weekly new-patient-tasks to be accomplished, physical therapists can gain peace of mind by using ticket macros that assign certain tickets to the appropriate staff members for improved workflow and accountability within the physical therapy clinic. In that way, ticket macros can help ensure that every new-patient-task gets completed in a timely manner for compliance, maximum profitability, optimum patient flow, reliable physical therapy billing performance and consistent practice growth.

On the other side of the coin, any missed steps/tasks, such as forgetting to ask for the patient’s credit card or not scheduling the next appointment can result in loss of income and reduced patient flow. This often happens when physical therapists have to rely on their staff members’ memory and diligence instead of using a physical therapy billing and practice management system for effective teamwork. Ultimately,task coordination, transparency, and accountability are the only way to avoid loss of control and loss of predictability, especially when training new staff members for your physical therapy clinic.

Other advantages of using ticket macros are faster growth and higher profitability for your physical therapy clinic since more tasks get done faster. Orderly completion of physical therapy scheduling tasks not only  fosters patient retention, but also makes a positive, professional impression on patients. Impressed patients are more likely to refer their friends and family to you and further contribute to your clinic’s growth by maximizing your patient flow. Orderly completion of physical therapy billing tasks such as speedy submission of compliant claims will increase your clinic’s monthly cash flow, further accelerating your success.

Naturally, physical therapists don’t have time to micromanage their employees and need to rely on delegation as well as verification of thousands of individual tasks. The only effective solution for successful physical therapy practice management consists of a cultural change that substitutes convenience with benefits and automated processes to eliminate any dependency on human error or motivation.

This automated process splits the entire patient life-cycle into a series of projects to reduce the complexity of 100 steps per new patient down to 7-10 projects. These projects are then further broken down into a series of predetermined tasks (a macro of tickets) that is triggered by a predetermined combination of events. For example, when a new patient visits your physical therapy clinic you can create a ticket macro for Day One consisting of eight separate tickets that are assigned to the appropriate staff members. You can also create a ticket macro for Plan of Care for any patients that were referred by an MD to ensure all required documentation and insurance verification are handled by your staff.

Follow these 4 steps to create a ticket macro:

1) Ticket Macros are created by going to Configuration>System>Ticket Macros.


2) The screen will show any previous ticket macros you have created so you can edit them or you can create a new one by clicking the Add Ticket Macro button at the top of the screen.

3) This will bring up a pop up window where you can enter the name for the Macro and indicate whether or not it should be Public.  Please leave the Macro marked as Active.


4) Create individual tickets for this macro and assign them to the appropriate staff members.