Does your practice feel a little chaotic sometimes? You’re not alone. Each week in Calm the Chaos, I’ll share actionable strategies, real-world stories, and simple tech solutions to help you take control and create a better experience for your patients and team.

Let’s kick off the new year with a story about turning a billing nightmare into financial stability.

STORY TIME:

How a Los Angeles Orthopedic Practice Stopped Losing Revenue at Checkout

BEFORE THE FIX:

A busy orthopedic practice in Los Angeles struggled with cash flow. They were only collecting co-pays at the time of service, leaving patients surprised by bills weeks later—and staff overwhelmed with follow-ups. Payments were delayed, and collections plummeted.

THE SOLUTION

We implemented the Rule of Four, a proven strategy from my book Medical Practice Makeover, along with a Fee Schedule Calculator to set payment expectations early and collect balances before patients left the office.

THE RESULTS

• Same-day collections increased by 52% in the first 60 days.
• Patients appreciated transparency and fewer billing surprises.
• Staff saved hours of follow-ups, creating more time for revenue-generating activities.

Don’t let collections slip through the cracks this year— Schedule a FREE walkthrough to see how my tools can streamline your process.

ACTIONABLE TIPS FOR THE WEEK

Prepare for Deductible Resets and Fee Schedule Updates

1. Update Payer Fee Schedules
   • Request 2025 fee schedules from your top payers
   • Review updates to allowable rates for CPT codes and adjust your system.
   • Verify payer contracts to ensure compliance with negotiated rates.
2. Train Staff to Calculate Estimates
   • Walk your team through using the Fee Schedule Calculator to quickly calculate costs
   • Role-play common conversations to boost confidence when discussing financial responsibility with patients.
   • Provide quick-reference scripts to handle questions or objections professionally.
3. Communicate Payment Expectations Using the Rule of Four: The Rule of Four, featured in my book Medical Practice Makeover, ensures patients are fully prepared for financial responsibility:
   1. During Scheduling
      • Explain the payment will be due at the visit
      • Gather insurance details to verify benefits and provide a preliminary estimate.
   2. Follow-up Call
      • Once benefits are verified, call the patient to confirm the estimated amount.
      • Offer flexible payment options if needed to avoid cancellations.
   3. Appointment Confirmation
      • Reiterate the expected cost when confirming the appointment.
      • Use this as a reminder to reinforce financial expectations.
   4. Check-in
      • Remind the patient of the amount due.
      • Collect payment upfront before they leave to avoid billing delays.

By following the Rule of Four, you eliminate billing surprises, reduce collection problems, and create a stress-free payment process for patients and staff.

TANIA'S TECH TIPS:

Tool Highlight: Fee Schedule Calculator

This week’s featured tool is my Fee Schedule Calculator—designed specifically for medical practices to quickly access payer fees and calculate patient costs.

How It Works:

1. Enter the payer name from your network.
2. Select the CPT codes for the visit.
3. Instantly see allowable fees and calculate patient responsibility based on insurance benefits.

Pro Tip: Train your staff to use the calculator at every step—from scheduling to check-in—to reinforce cost expectations and collect payments on time.

Schedule a Call With Me

Click here so I can show you exactly how it works!

Let’s make this year the one where your practice runs smoother, communicates more clearly, and collects more efficiently.

Small Changes, Big Results

Feeling overwhelmed with billing and collections? Join me for my upcoming webinar on February 27, 2025 — 7 Communication Mistakes Medical Practices Make (And How to Fix Them).

I’ll cover strategies like the Rule of Four from my book Medical Practice Makeover, how to calculate out-of-pocket costs, and so much more to help you reduce chaos and improve collections in 2025.

BONUS: Live attendees will receive a FREE copy of my book, Medical Practice Makeover, as my gift for joining. 

REGISTER FOR THE WEBINAR HERE