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Private practice management

Bookem vs IsoEvolve – Which makes more sense for my business?

Many businesses are looking for options on how to turn their operations into paperless solutions. Going paperless saves space and ensures that your client or patient information is stored safely. This ensures that you remain POPI compliant.

So let’s delve in and take an in-depth look at both software offers.

Bookem Paperless Business Solution.

Online booking platform::

With Bookem you have a personalized link that you can embed in your website or social media that will allow clients to book appointments online. This is a time saver and means that your admin team does not have to spend time making appointments.

You can set your hours, set maximum and minimum booking times before an appointment to ensure that you have time between sessions. You can take booking requests or have automatic confirmations.

Appointment reminders ::

Appointment confirmations, surveys or follow-up notifications are easy to create or customise. You’re in complete control of the tone and nature of your automated communications – SMS and/or email.

Invoicing ::

Bookem knows who is being invoiced and can also know why, so invoices get sensibly populated with information that usually takes unnecessary time or effort, such as date of birth or medical aid details.

Online Payments ::

Let clients book and pay online for instant confirmation upon payment.

Or invoice at any stage after a booking is made and let clients pay online directly from their invoices or online payment links; payments are reconciled automatically.

Bookem supports SnapScan, Payfast and PayPal payments with automatic payment allocations.

Two-way communication ::

Clients can reply to automated messages such as SMS or email reminders or confirmations. You can again reply to these messages or send manual messages. This can be useful for last-minute comms before an appointment, such as a quick note to say that appointments are running 10 minutes late.

All outgoing and incoming messages are stored against a client’s profile in their Messages tab.

IsoEvolve Paperless Business Solution

Online booking platform::

IsoEvolve offers a unique link that can be added to your website or social media to allow clients to book their own appointments. This is a time saver and means that your admin team does not have to spend time making appointments.

You have the ability to set maximum and minimum appointments for the day, as well as wait times between appointments. The ability to set personal appointments so that you can manage your diary from one application.

Appointment Reminders::

IsoEvolve will send automated appointment reminders to clients 24 hours before the appointment. This helps to reduce the number of missed appointments. Reminders can be sent via email or SMS or both.

Invoicing ::

Invoices can be generated directly from the appointment. This way invoices get sensibly populated with information that usually takes unnecessary time or effort, such as date of birth or medical aid details. As the invoices are generated from the appointment IsoEvolve knows what codes need to be invoiced based on the therapy type selected for the appointment.

Two-way communication ::

Clients can reply to automated messages such as SMS or email reminders or confirmations. You can again reply to these messages or send manual messages. This can be useful for last-minute comms before an appointment, such as a quick note to say that appointments are running 10 minutes late.

All outgoing and incoming messages are stored against a client’s profile in their Messages tab.

Unpaid Account Management ::

IsoEvolve tracks all unpaid accounts and based on your settings will send automated notifications to clients regarding the status of their accounts. This saves yourself or your admin team a lot of time on the overdue account follow up process.

Intuitive Dashboards ::

You have live access to your dashboard which shows a variety of information that is vital to your business. With IsoEvolve at a quick glance you can see the total value of your bad debt book, value of invoices generated for the month, total appointments, total payments received as well as the number of new clients.

Conclusion

Both offerings have some great features and can be used for any size business to save time and paper. There are a lot of similarities and at the end of the day it will come down to your choice as to which would be a better fit for your business.

For more information on Bookem click here
For more information of IsoEvolve click here

Case Study :: Dr Adilia Silva :: Clinical Psychologist :: Kensington :: Gauteng

The following is a case study of Dr Adilia Silva, a clinical psychologist based in Kensington Johannesburg.

We chat with Dr Adilia Silva about why she became a psychologist and everything private practice management related.

What made you decide to become a psychologist.

As a little girl, I said I wanted to be a psychologist, not a clinical psychologist because I didn’t know the difference. I did want to understand human behaviour, it was always a thing for me. Yes, there was the health aspect, but it was more about understanding people. That was my little girl dream.

Around standard four science started becoming important in my life. And I started thinking maybe genetics would be something I would enjoy or medicine. But psychology was always at the back of my mind. I wanted to understand people and grasp the complexity of human nature.

How long do you have to study to become a clinical psychologist

Yeah so it’s a bachelor’s degree, which takes three years. In my case, I have a degree in science and came from that route. But people can join the psychology program from different routes, some come from BA and Bcom routes. You don’t need to know in the first year that you want to be a psychologist, but as long as you take psychology that’s all you need. Once you have completed the three years bachelor’s you go into a selection process based on your academics for the Honor’s Program.

In order to practice as a psychologist, you need to complete your Masters. The application and selection process for the Masters program is based again on your academics as well as you as a person, it is rare to be accepted into the program on your first attempt, especially for the clinical counselling program. You will also need to apply to Master’s programs at several universities.

Without a Master’s degree, your job opportunities are limited. You can do another six months where you will then qualify as a registered counsellor or a psychometrist. This allows you to practice but you will not be able to practice as a psychologist. What some of my colleagues did is they started out as registered counsellors while they were applying for Masters so that they could earn an income in the meantime.

Would you say that the Master’s selection board is looking for maturity and people that can make a valuable contribution to the field?

Definitely, you need to be mature, you need to experience life. So yes, you can be young and get in, but you have to have had certain experiences. It is about maturity level it is about for me, it’s how much you can walk in the other person’s shoes with them. So it’s the empathy, how much empathy have, you actually got to be able to do this work? And if you haven’t had a lot of life experience, there’s not much empathy.

When you qualified as a clinical psychologist did you have to do a internship or community service?

I had to do my internship, and then I had to do my Com Serve. So my community service, both are government positions. You apply to the government and they position you. So my first position was at a psychiatric hospital. I worked at Sterkfontein Psychiatric hospital for my internship.

And there were quite a lot of exposures. I’ve got placed in the forensic unit, where we would observe people to see if they could stand trial, essentially. And then I worked with those that couldn’t stand trial, they would be were taken back to Sterkfontein and I would do therapy with them. Then I went through the acute and chronic male and female units. So essentially, it’s people that are in crisis, and those that have had long-standing disorders.

So I worked at Sterkfontein during my internship. And then during my Com Serve, I worked at a General Hospital, again, government, and I got to see a whole different side of things. Great experience, but also very eye-opening. In terms of what is available. So what services are available in a hospital? And then what resources should I say aren’t available.

What were some of the challenges you faced in your Com Serve year?

It was very difficult because you need to do short term therapy. It can’t be long term, you can’t be developing this huge internal dialogue and awareness and all of that kind of thing. It’s quick. These are the coping skills, boom, 123 Get out and we don’t have time. There’s a waiting list is all of this kind of thing.

And then, unfortunately, at the hospital I worked at there were a lot of attempted suicides. So over the weekend, the hospital would get filled, with attempted suicides. On Monday morning, we would almost like triage the psychological ward. Who’s has to stay and be admitted who is fine to go home, who needs just quick therapy or all those kind of things? With limited resources, and that was difficult. There was also a lot of stigma. People saying I don’t want to see a psychologist. I’m not crazy. Kept coming up. And I would think of, no, that’s not the point. You just tried to kill yourself. You are not, crazy. It’s just life is hard right now.

At what point did you decide you want to go into private practice.

Well, I went from Com Serve straight into private practice. At that point, it was either being an academic again, which was not going to happen, or there’s no job for me, then I was like, Whoa, private practice. Deepend here I go it was very scary. I did not know anything I didn’t know that I’d actually be a business person on top of being a psychologist. Or that I had to know about accounting, didn’t know about all of these things, and, registering with medical aids there are so many facets that it’s mind-boggling. Yeah. Scary.

So, did you think academia prepared you enough for private practice?

Just in terms of time management, having a lot of balls juggling at the same time. That helped me a lot. Also, I knew by then that I needed to already be networking. So academia did help me know that I need to network and how to juggle many balls at the same time.

How do you manage unpaid accounts in your practice?

Well, every year, I always have that unpaid amount. My plan for this year is actually to say to any new people that come into my practice. If they pay me via EFT they actually pay me before the session. Because that’s what I found that people don’t pay me. Because they walk off, I don’t have to pay. And I’m not going to do EFT I’m not going back so I don’t have to pay.

Because there aren’t the physical aspects, I don’t have credit card facilities. So it’s EFT or cash. And if it’s EFT, people just walk off on it and don’t have to pay. So that is something that I have almost 10 years down the line, I’ve learned now I need to put a new thing into place and become stricter. So the psychologist is going that I feel for this person. While the business person in me is going I can’t run at a loss anymore.

If there was something that you wish someone had told you or showed you before you started in private practice what would that be?

Along those lines, how do I keep, my files? Where do I keep my files? What do I do with them? So I know we have to keep them for seven years, and so forth. I mean, there are exceptions with all of these kinds of things. But generally, just someone who would sit with me and talk about those things, the practicalities of the files, the admin in terms of the patient notes of those aspects.

I thought, it’s like when you are a student when you do your Com Serve, all of that, you do your notes, as you’re talking to the person in private practice, you can’t do that. That you’re doing all that stuff in your own time. So I’m not even talking about just the billing and all that it’s the actual other aspects of the work. And I wish someone would have sat with me and said, Can you actually need a plan? Yes, you need to set up time and block out time for that. Because otherwise, you won’t get to it.

Contact info for Dr Adilia Sliva Clinical Psychologist


Mobile Number :: 060 479 9823

Email Address :: [email protected]

Practice Address ::  32 Good Hope St, Kensington, Johannesburg, 2101

Website Address :: www.asfsilva.co.za

Introducing IsoVault

What is IsoVault and what the product does?

We understand that running and managing a private practice or small business is never easy. Almost every healthcare practitioner or small business owner agrees that time is a valuable resource. Yet many practitioners in our experience find themselves constantly feeling like they are playing catch up or working longer hours than they should be. This is because once they have finished seeing patients for the day, they still have to write their notes, write reports, draft treatment plans and so much more.

IsoVault can help providers and clients bring their data together in one place and removes the need for large filling cabinets. The client experience is the heart of any successful private practice. A seamless experience welcomes the client in and helps to build trust.

Tools like a client portal give clients a home for managing their care. If you’re looking for an online solution to manage your patient management, manage your notes and documentation or simply have access to note templates we have a software-based solution that will allow you to share selected notes and report with patients, manage your patient intake process and store your session notes.

Features: Amazing features that save you time and money

Our cloud-based electronic health record software, IsoVault, offers you the following key features and benefits which rival many of the features that similar electronic health record software and practice management software offer.

  • Affordable – Cloud hosted solution with no maintenance or hardware costs.
  • Cloud Based– Easy access from any device to ensure you can run your software anywhere.
  • Digital note taking and sharing – Record private clinical notes. Share selected notes with clients and professionals.
  • Reports – You can upload and store necessary documents like invoices prescriptions, referral letters and other documents. You can scan in, store and view digital copies of documents and images in the electronic patient record.
  • To do’s – Get an overview of everything on your plate, or focus on the information you need to tackle the task at hand.
  • Reminders – Get the right thing done at the right time by setting due dates, reminders, and flags
  • Load Previous Note – Save time by loading your previous progress note, and only making necessary changes, rather than starting over each time.
  • Client Portal – Give your clients complete flexibility by giving them 24/7 access to their documents, billing information, and appointments.
  • Privacy – Stores personally identifiable information entirely separately from medical data.

How IsoVault benefits Healthcare providers?

  • One major and obvious benefit is legibility. Historically, illegible handwriting has been a prime source of medication errors; in one source, more than 60% of medication errors in hospitals were attributed to poor handwriting. Further, managing medications through an IsoVault improves patient outcomes over time.
  • Another way an IsoVault improves treatment and clinical outcomes is by reducing the number of duplicate tests and improving overall efficiency. The EHR also stores medical reports, which can be accessed from within the application if clinicians need to view it.
  • All reports are accessible to all clinicians involved in the patient’s healthcare and can be viewed at any time.
  • Since IsoVault is cloud based, data can never be lost.
  • Practitioners can reduce the time spent on paper work and concentrate more on clients which improves patient engagement.
  • Providers can manage their work life balance seamlessly with the IsoVault. Balancing work and life are most critical part for all the practitioners. IsoVault can make their life much simpler with all the amazing features.

• Exciting offers and Features Help providers improve productivity, enabling to improve efficiency and meet their business goals

How IsoVault benefits Patients?

  • POPIA Act requires that all protected health information be secure. Keeping this information safe is a major challenge for all members of the healthcare team. IsoVault
  • make this easier and improve accountability with audit trails and security that detail who has accessed the medical records and when, and what the individuals did while accessing each record. IsoVault also keep information safe from anyone who does not have permission to see patient data.
  • Patients have access to their own IsoVault through patient portals and can read, print, and send their health information to providers. This empowers patients to be their own advocate.
  • Finally, IsoVault help patients and clinicians with medication reconciliation. A medication list compiled from the IsoVault can be easily retrieved and updated at each patient visit. This makes maintaining a current medication list relatively easy for patients and providers.
  • It eliminates the need to track down a patient’s previous paper medical records and assists in ensuring data is up-to-date
  • Further, managing medications through an EHR improves patient outcomes over time.

Conclusion

IsoVault is an electronic health record that allows healthcare providers to create, store or share clinical notes and reports with their clients digitally. It can also help to store the patients’ health information in a digital format which can be accessible anytime and anywhere. This article gives a clear picture of IsoVault and how it helps healthcare professionals and clients. A seamless experience welcomes the client in and helps to build trust. Tools like a client portal give clients a home for managing their care. If you’re looking for an online solution to manage your patient management, manage your notes and documentation or simply have access to note templates we have a software-based solution that will allow you to share selected notes and report with patients, manage your patient intake process and store your session notes.

Click here for more information on IsoVault

3 Reasons Why a Digital Assistant Makes Sense for Your Business

Nowadays most people lead pretty busy lives. Especially business owners and healthcare practitioners in private practice. They do not always have the time to use the phone or computer to get things done. How much happier would you be, and how much more efficient would your business run. If there was an intelligent digital assistant that you could rely on to handle the mundane administrative tasks that waste so much time. The answer is very much.

If you have ever yelled the wrong name at your phone or smart speaker (Alexa!, Siri, Cortana! it gets so confusing…), then you know how quickly a digital assistant can become an indispensable part of daily life. From answering random questions to making lists, placing orders etc. These assistants make themselves useful in so many small and impactful ways. Now imagine having that kind of assistance in your business.

The use of digital assistants has become a natural extension of the way we do things. Over the last few years, the use of digital assistants has grown in leaps and bounds. And the simple reason for this is they simplify daily life. This is the reason that they make sense for your business.

At Kitrin we understand that the need for digital assistants in the workplace is growing. If you’re the type of healthcare practitioner or small business owner that wants a solution where you know what needs to be done. You’ve explained what you want and then you just want it to get done. We now have a solution that we feel very proud of. Her name is MIKA – a digital assistant for your private practice and small business. Think of her like your very own Siri or Alexa for your private practice…

1 Digital Assistant will improve productivity.

Being busy and being productive are two very different things. Unfortunately, as a business owner or an employee, you are often simply busy. Spending the majority of your time looking for information, navigating a maze of complicated systems. Or working through time-consuming, multi-step processes to complete high-volume, low-value tasks. An intelligent digital assistant can simplify that administrative busy work. And give employees or yourself more time to focus on the meaningful work that’s rewarding for them and valuable for the company.

2 Digital Assistant will reduce costs

One of the most basic concepts is business is to practice cost control. How do you eliminate unnecessary spending. An integrated digital assistant means that you do not need to have multiple systems to run your business. Thus you save on monthly subscriptions or rental costs. Effective use of a digital assistant will also mean that rather than hiring two or more people to do the admin in the business. You can hire one efficient person. This saves on the cost of salaries.

3 Digital Assistants streamline workflows

There is nothing more destructive to productivity than fragmented processes. Especially when they are filled with tonnes of unnecessary steps. Onboarding is a perfect example because it’s historically a process that’s more focused on systems rather than people. The list of onboarding tasks is long and fragmented, with instructions and information coming from all across the organization. There’s no single source of truth for information. No easy way to ask questions and no mechanism for quickly resolving simple tasks.

Meet Mika.

The Kitrin team has created a digital assistant that is designed to assist with the administrative functions of your business. MIKA was created through our experience of running businesses and managing private healthcare practices.

MIKA our digital assistant offers the below key benefits to streamline your business.

  • Telephone Answering
  • Appointment Scheduling
  • Reminders for clients via SMS and Email
  • Data capturing of client intake forms.
  • Invoice Generation and Sending of Invoices to Clients
  • Submission of Medical Aid Claims
  • Allocation of Payments
  • Allocation of Medical Aid Remittances
  • Following up on each medical aid claim with each medical aid. Until a response is received on the status of the outstanding medical aid claim
  • Ability to send adhoc emails and SMSs to each client
  • Dashboards on all key information for your private practice or small business
  • Proactive management of all unpaid accounts, based on defined processes which you configure.

Conclusion

A digital assistant for your business frees up time to concentrate on the things needed to grow the business. And rather than being bogged down with administrative tasks as a business owner, you can spend time on marketing, prospecting etc, to grow your business. Digital assistants will allow you to focus on the reasons that you are in business instead of the hours of admin work.

For more information on MIKA click here

To book an appointment with the Kitrin team to see a demo of MIKA please fill out the form below.

IsoEvolve : Private Practice Made Easy

We all know that the rapid advancements in technology have been pushing a digital revolution in some if not all industries. The healthcare industry is no exception. To run a good business or medical practice you cannot thrive without technology.

Over the last eight years, we have been working closely with healthcare practitioners. One of the biggest issues that they have pointed out is the amount of time they spend on admin. Rather than seeing an extra patient for the day, they are spending an average of 30 minutes on admin. This can affect the bottom line of practice by up to 10%. With this in mind, we began to look at solutions that would make it easier for practitioners to run successful businesses, provide better patient care and get paid faster.

IsoEvolve is built using the latest cloud-computing technologies. This allows it to deliver faster and smarter solutions no matter where you are.

Why IsoEvolve?

Every practitioner wants their practice to thrive and to have the freedom to do more. But, that freedom can at times be costly. That is why we looked at a complete practice management solution that would assist with all aspects of medical practice. There is no need to cut corners or shave costs. IsoEvolve is a cloud-based solution that can be accessed from any mobile phone, tablet or computer. With IsoEvolve your practice is in your pocket.

Go Paperless.

With IsoEvolve, spend less time with big yellow patient files and admin. Manage patient visit history, clinical notes, reports, invoicing and so much more electronically.

Run your business from anywhere.

By accessing your practice anytime, from any device connected to the internet. With cloud-based solutions and easy updates. You have time to focus on patients and your digital assistant enables you to have a good cash flow to run a successful practice.

Save costs.

Running and managing a private practice is never easy. Almost every healthcare practitioner agrees that having some help would be amazing. But this assistance is never easy nor is it cheap and it takes time to train and manage someone to help in your practice.

Even if a practitioner has 1 or 2 assistants in the practice it is not easy. This is because doing things consistently and accurately is never easy to do over a long period of time. Thus mistakes will happen and it will take time to manage the assistants daily.

IsoEvolve, can be trained in a few simple steps and will run a practice effectively and consistently without having to be monitored daily.

Conclusion.

Having a digital solution like IsoEvolve will reduce mistakes in the practice. It will allow for time to see a few extra patients a month, which will improve the cash flow of the business. Your practice will be accessible from anywhere at anytime, so you are not tethered to a desk.

The digital revolution is upon us, and moving onto a system that is linked to medical aids means that you get paid faster.

For more information on IsoEvolve click here