Enhance Your Billing with Our Psychologist Invoice Template for Security

Psychologist invoice template for Security

I have been talking about power diary on my channel for the past few weeks but I thought it would be really good to do an overall Q&A about ehrs to see what it is that people are asking about them so I sent an email out to my subscribers I put uh stories on my Instagram to find out what it is that therapist want to know about EHR and I did get a couple of replies but then I also decided to check Reddit and Google and see what the most asked questions about HRS from therapist in private practice were so we're going to go through them today for those of you who don't know me my name is Kim I help therapist in private practice with their business systems and processes getting them confident with admin and reducing Tech overwhelm so we are going to get started with the question so the first question and this did come through my Instagram is what is an EHR so EHR stands for electronic health record system and basically what it is is an online database to run your private practice so you have like crms which are customer relationship Management systems and they can be used for all types of businesses but an EHR is specifically for somebody in healthcare so it could be you know therapist it can be psychologist it can be psychiatrist it can be physios massage therapist anybody that kind of runs a private practice or a group practice practice which includes you know medical or health related things so that is what an EHR is it's a cloud-based system so basically everything that you upload or add onto the system is going to be in the cloud rather than on your local computer so it means that you can access it from anywhere so if you work from different locations you would be able to log on to the system and be able to see your diary and things like that so that is what an EHR is the next question that came in is when should I get an EHR and unfortunately there's no simple answer for this it does depend on many factors and the amount of clients is not just the only thing you also want to look at how much you charg and what your current lifestyle is it might make total sense for somebody with five clients but a super busy lifestyle maybe Private Practice isn't your only job and so you just want to get an EHR so everything is automated and really easy for you to run your private practice alongside another job or caring responsibilities and also somebody could have 10 or 12 clients and be able to run their private practice without using an EHR with regards to the money side if you have 10 clients but you are charging quite a low fee it might not make sense to you to have an EHR and spend quite a big outgoing to run your private practice whereas if you are charging it a little bit more or if you put your fee up by maybe 5 a client each you might be able to cover the cost of the EHR by doing that so it really does depend on your own circumstances not just the amount of clients you have in your private practice what I usually say is roughly around 10 clients but I do when I speak to clients about what kind of online setup they would like we do look at all those other factors as well if you're currently running your practice on you know paper based or just using an online system like a Google Calendar or something like that then there are other options like just using Google workspace to run your whole private practice maybe if you do that and automate some of your practice management if that is not enough for you then you could upgrade to an EHR but if that kind of makes things better for you and you feel like you got much more of a handle over for your admin then that might be enough for you so that is why I always recommend Google workspace and power diary as an EHR because I do think that both systems have their place for fpus in private practice okay so the next question is is an EHR secure and how does it protect client data so the main thing you want to look for when you are looking at comparing ehrs is to make sure that they are hyp compliant even if you are not in in the US because if they are HPP compliant it means they are going to meet the standards you know kind of worldwide of what is required by them so I always check that an EHR is hippers secure before I would go forward with working with them the other thing is you do want to also make sure that it's gdpr compliant because Hippa and gdpr are actually like different things hippo is specifically for medical side but the gdpr is about how data is secured and used and all that kind of stuff so you kind of want both of those things together because they are kind of the gold standard of everything that we need another thing that you can look for is ISO certification and this is for data security I would also recommend looking for that certification if if you want to make sure that your EHR is super secure okay so this question came through on Instagram and says what features should I look for and there really are a lot of features that you should look for in an EHR my top two is making sure that it's userfriendly and that they have a good customer service team now these things might not be what you typically would think of when you're looking for an EHR and the features that you want it to have but let me tell you these two things are super key if it is not user friendly you are probably not going to use the system to its full capacity and therefore you're going to waste a lot of time and money by doing things that could be automated by the system lots of people people who I work for who have already set up ehrs for themselves when I look at what they're doing they are still doing a lot of manual work which the system that they have selected could do for them like sending appointment reminders or invoices things like that so you really want to make sure it's user friendly so that it's easy for you to work your way around learning the system and being able to set it up and the good customer service is because if you have a problem or if you have a question about the system you want to get a reply really quickly so you want to make sure that it has great customer service and maybe even a chat boox feature so that you can get your question answered right away one of the things I really like about power diary is that it has an amazing help function where it has step-by-step Guides of how to do things so if you're just wondering I wonder if I could set up a form for my intake paperwork you could just put that into the help bar and it will give you step-by-step guide of how to set that up so I love that about power diary but when it comes to the features that you should look out for when it comes to managing your private practice I've written down appointments invoices and payments reports you want to make sure it syncs with your own calendar whether that's a Google Calendar or a different kind of calendar Outlook maybe you want to make sure that it automatically sends out appointment reminders you want to make sure that you can create forms for your intake p paperwork inside the system so that will just tie everything up nicely and you want to make sure that you can create smart email templates so that you can personalize your emails you can add in the right appointment link or the appointment time and date and things like that most will have that but you just want to make sure that the system has all of those features with power diary specifically and things I know that the system has that other systems don't necessarily have or didn't the last time I checked so you can comment if I'm wrong but I really like that power diary is super customizable it's the most customizable system I have seen so you can really make sure that it fits with your practice by adding in all different kind of drop- down selections that you can create yourself I really like that when you create the forms it has smart Fields within the forms so when the client completes it such as their you know their full name their date of birth their address other there's lots of other features that you can have Smart fields for once they complete that form it will automatically update their client profile so that reduces a lot of admin that you need to do yourself and it also adds that form into their client profile as an attachment so that you can easily see when that form was completed and all the information from the form so I really like that it kind of syncs everything and ties everything up nicely together talking about the client profiles I love the client profiles in power diary everything is in one place you can see everything about that client all of their personal information you can see who their contacts are like an emergency contact or an appointment reminder contact you can have all of their billing information all of their invoicing information all of their appointment information all of their client notes if you want to add you know their appointment notes onto their client profiles well so everything is in one place and it's super easy to kind of navigate around inside the client profile so you can get a really good overview of everything that you need about your client I really love that it has all the records of communication and that you can do really smart things like have session packs so if your if you work with clients where you have let's say you book 12 sessions at a time you can book a session pack for 12 sessions and the system will count down how many sessions they've had with you and it'll be really obvious to both you and the client how many sessions they have left with you this can be the same if they have medical insurance and they have a pre-authorization other things are I like about powery is that you can easily add discounts onto the client profile in the billing section so let's say your fee is £100 and you've agreed a fee of £80 with one of your clients you can just add a 20 discount on there and every single time you create an appointment the system will know how much to charge the client and there's no remembering there's no clicking around trying to work out how much you need to charge the client and there's no you know change in information once you create the appointment to add that discount on every single time so I love that about power DIY as well so the next question is how much do ehrs cost this was actually a question from Reddit which I can understand and again it really does differ I would really suggest working out how much you can afford for an EHR before you start looking at ehrs they're all going to vary and you can get ones for £10 a month and power diary works out for a single person 8 a week but you get 50% discount for the first 6 months so that can be helpful if you are up in your fee for clients so that you can kind of cover the cost of the EHR and it gives you six months to do that so I really do like that they give you a 50% discount but you want to make sure that you will be able to afford the full price obviously so when you're looking don't always just look at the discounts or bonuses that you get you want to make sure that once they end you can afford the system so like I said you can from sort of £10 a month to £10 a week uh for a single Private Practice there's probably others that are even more expensive as well um I haven't done a massive deep dive in the past year or so of all the different systems and you know comparing all the features and things like that maybe I could do that for another video looking at all the different types of ehrs that there are however I have transferred people from systems to power diary and every single one that I have transferred the client has always been super super happy with the amount of Automation and additional features that power diary has so I don't know that's my take on it anyway okay so on to why do I recommend power diary over the other systems so the reason I recommend power diary is basically all the things I've just said I love how customizable it is I think it is cost effective it's definitely not the cheapest but I think for all of the features that you get it does work out the the best um price-wise I like that you can invoice and also take online payments I like the customer service I love how easy it is to use so all the kind of things that I have mentioned in this video is the reason that I recommend power diary um they do not sponsor me I am an affiliate for them and my link in the description is an affiliate link which does give you the six months half price plus 500 SMS credits um so you do get them extra if you buy with my link but I definitely would not recommend a system that I wouldn't use all of my clients that have an EHR have power diary we don't work with any clients that don't use power diary I've transferred people from other systems to use power diary there may be other systems in the past year that have kind of caught up where they are and have closed the gap on features but I think if you are with a system and it is not doing you any harm as in like it's not causing you any problems there's no glitches like like regularly obviously all systems will have glitches then sometimes it's better the devil you know and actually transfering to a new system can be a massive headache unless there is a really good reason to move so like I said people that come to me to work with me around powery it's usually because what they currently have is not serving them and when I show them all the things that parad can do they are usually wowed by it so that is why I recommend power diary I have never had a problem with it for all of my cents um so that's basically it that is why I recommend powering can I use an EHR for online sessions so of course you can use an EHR if you are doing only online sessions it's kind of perfect for that because you know it's an online system so people are used to you know getting online reminders and things like that with poweri you can't like syn it with another Telly Health platform but the way we've got around that is by just using the Zoom personal meeting link and embedding that into the emails so that clients can get the link with their appointment but Power di do also have an inbuilt Telly health system which they have greatly improved over the past sort of six months they have done some beta testing on an upgraded version of it which includes additional features which I'll like link because I don't know them off by heart but I'll put them on the screen what additional features they have and I have been told by by people who use a system that it's been much more reliable so going forward I probably would encourage clients to use the Telly Health platform rather than paying you know £ 150 a year for Zoom if it's not required I don't know if other EHR have tell Health platforms I assume that they do but I don't know how good they are or how reliable they are the next question was can an EHR help with insurance billing and this did come from somebody based in the US so I actually can't answer that question specifically for them so I did actually reply and let them know because I didn't want them kind of hanging on for this and then just for me to say I don't know because I don't work with us based therapist and private practice I can definitely work with a private pay only therapist in the US that's in private practice but I don't know all of the details around the health insurance system out there I only know the UK one I know with power diary they have a system that you can do insurance billing with in Australia but unfortunately for us people in the UK as far as I know and if people do know different you can let me know but as far as I'm aware the only way that you can build insurance companies in the UK really is through health code now each of the different insurance companies like WPA Aviva AXA they'll probably have another way that you can invoice whether that's sending them uh the invoice via email or whether they have their own portal that you can add invoices on but I have always found them so unreliable they say that they don't get invoices they take weeks and weeks to get back to you we don't get remittance properly so for all my clients that use health insurance I always recommend to them to just use health code because at the end of the day although it's a super pain to have to pay to invoice and I do appreciate that we shouldn't have to do that you shouldn't have to do that um it actually does save you time and money in the long run because it's much more reliable and every invoice that goes through health code we do get a remittance or we do get paid quite reliably from every single insurance company the caveat to that is berer and we use providers online for berer and again that's super reliable you don't have to pay for it that's just for berer and that works really well so the way we get around that for our clients is like I said before we use session packs so let's say the client is authorized pre-authorized 20 sessions we'll create a session pack for that client that says you know a Viva pre-authorized therapy sessions you know 20 and then the system will count down and then when we get to around three sessions left we will then make the client aware that they only have three sessions left and if they need to get an extension or whether that's going to be the end of their sessions so that's the way we get around it and then we just invoice through health code and we just just you know manually update the system as we get payments so that we can keep track of the payments so yes it still is a faf and I don't believe that having an EHR really helps a great deal with managing medical insurance so I wouldn't move to an EHR for those therapists in the UK I wouldn't move to an EHR to help with that because I don't think it necessarily does massively but the session packs do help Okay can an EHR be used on my mobile so most T Health platforms will either have an app or you'll be able to access it via your mobile yes I do know that you can do that with power Di and the thing I like about using power diary on your mobile is if you are doing client notes you can voice note so you can use the microphone on your mobile to voice note the client notes so what I would probably do if it was me is like make some rough notes and just save it as a draft and then at the end of the day you can tidy things up so that can just be really helpful just to quickly kind of log on on your phone it's not an app it's just a mobile browser but um it is all like synced up for Mobile use so it's not like super tiny um you know it is really accessible using your phone and I'm sure that most of the other ehrs have that and again I guess that would be a feature that you would want to look out for um when you're looking for an EHR okay final question if I want to work with a VA should I get an EHR so again this is the same answer as when should I get an EHR if you want to work with a VA I would 100% say you need to have a cloud-based system for your practice management but that could be Google workspace or it could be an EHR it really depends on lots of different factors like I said they're all the same factors as that previous question but your VA will be able to work on your practice management just as well with Google workpace as they can with an EHR I would say though that the amount that you pay your V will reduce if you're using an EHR because there's a lot more automation that you can do with an EHR so if you're doing like a weighing up cost and let's say the EHR cost you £40 a month and your VA cost you £30 an hour you'll probably save 2 hours of admin by using the EHR so it could be a cost benefit to you to have the EHR if you're using a VA okay so that was all of the questions that I got or found online about EA RS I really hope you found this useful if you have any questions about ehrs or power diary specifically which I'm much more of an expert on than the others then I'd love you to leave a comment below I'm always in my comments I love answering questions so please leave one if you have anything you want to say until next time thanks so much for watching h [Music]