Medical Billing Forum

Starting a Medical Billing Business => Starting Your Own Medical Billing Business => Topic started by: jcbilling on January 18, 2010, 05:42:02 PM

Title: Time Management
Post by: jcbilling on January 18, 2010, 05:42:02 PM
Hi everyone -

It's been awhile since I've been here - been a bit crazy, but I won't complain - I like it busy :)

Which brings me to my dilemma - I can't seem to get everything done that needs to be done. In addition to adding more staff, I'm trying to better manage my time and eliminate time wasters.

Does anyone have suggestions or simple practices that they have implemented in their work schedule / work flow that have helped to get more out of the day.

I thought about signing up for an organizing / time management class? Any suggestions?

Thanks so much!
Title: Re: Time Management
Post by: dfranklin on January 19, 2010, 12:12:51 AM
I definately understand. I am in the same boat.  Just not enough time in the day. Even when you prioritize the hot tasks seem to take all your time let alone trying to get to the warm tasks and forget the lower priority tasks...

I too thought about a time management class but I would much rather hear from those that are in the same profession and have the same work flow and needs to manage.  If there is anyone that can provide help for us that would be great!
Title: Re: Time Management
Post by: Michele on January 19, 2010, 08:53:41 AM
Prioritizing is key, and managing your time, not letting your time manage you.  Make sure you always have a list of what needs to be done.  The list will be constantly changing, things getting done, things being added.  I use a notebook/calender.  Write down everything that needs to be done, including simple phone calls.  Then prioritize what is most important.  I use a 3 star system.  3 stars is urgent, no stars is not so urgent.  I also write the initials of the days of the week for what day I need to do it on.  When something is done, I highlight it so I can still see it.  If something is eliminated, I cross it off.  Sometimes I go as far as to color code my highlighting by days.  I also divide the page in two (2/3 on the side with things to do).  The other side, (1/3) I write things I need to be aware of, or keep track of, but not that something needs to be done with.  For example, I sent a paper to Dr. X to be signed and I'm waiting for him to return it.  I don't need to do anything, but I don't want to forget it.

The bottom line is you need to be in control, and you need to decide what you need to do.  Your not a fireman, your a businessman.  Fires are better handled and kept under control when you are in control.

Works for me!

Title: Re: Time Management
Post by: DMK on January 19, 2010, 01:19:24 PM
Michele,  Doesn't that make you DX 301.4?  ;D  Seriously,  now if you can just tell me how to find something productive to do while I'm on hold with Blue Cross for 30 minutes!!!!
Title: Re: Time Management
Post by: Pay_My_Claims on January 19, 2010, 02:37:20 PM
You can be entering claims, or posting payments while on hold.
Title: Re: Time Management
Post by: Michele on January 19, 2010, 07:55:52 PM
I am the queen of multi tasking!  I wouldn't dream of sitting on hold and not doing 15 other things.  Since I don't do a lot of posting or data entry anymore I have to find other things.  I do paperwork, credentialing forms, anything, but I don't sit there!

As for the 301.4, which I had to look up!  LOL, Actually, I'm far from it, I've really had to work and it took a long time to find a system that worked, but this one does!

Title: Re: Time Management
Post by: jcbilling on January 19, 2010, 08:21:45 PM
Thanks Michele for the suggestion.

Regarding follow-up work on claims, do you all have a set team that is dedicated soley to follow up or does the person that enters the claims do the followup as well, thus handling the account from start to finish?


Title: Re: Time Management
Post by: Michele on January 20, 2010, 07:04:51 AM
We've done it both ways, and there is no right way.  It's whatever works best for your situation.  Also, it changes.  We have a followup schedule, which accounts need to be done this week.  Then it gets divided up based on workload.  Sometimes it's the person doing the account, sometimes not.  Some accounts it MUST be someone at least familiar with it, others can be done by anyone.  We used to have one person dedicated just to followup.  That worked ok, but she was 75 and computer skills were rough!  But she was great on the phone!  The important thing is to make sure they get done.  I like for someone else to do the followup, at least periodically, just to be double checking the person doing the account.  Not because I suspect anything, but if you're the one in there doing things all the time, you may not notice something that someone else will.

Title: Re: Time Management
Post by: PMRNC on January 20, 2010, 08:56:28 AM
I use time management software which is also a contact management software as well. I can't imagine life w/out it as I've been using it for years. Each night I print out the next day's to do list. Everything is there anything that comes up that needs urgent attention will come up first for the next day. My days are very structured but I also have two very high maintenance teenage girls so I have to sometimes perform some magic tricks. Also my goal was never to get big enough where I had to hire extra hands so I only take on enough work to sustain myself and allow my clients to receive the best service.  I've been to quite a few time management seminar's and basically that's where I learned how to organize my days. It took years however to get to the point where I could say on Sunday's.. I WILL NOT WORK. :)  That's my NASCAR  NFL Time :)
Title: Re: Time Management
Post by: DMK on January 20, 2010, 11:28:24 AM
You can be entering claims, or posting payments while on hold.

I was kidding.....I bow to you, and Michele, and PMRNC!  You guys are the best!!!
Title: Re: Time Management
Post by: jcbilling on January 20, 2010, 03:11:10 PM

What time managament software do you use? Also, have you taken any online time management courses? Any that you recommend?
Title: Re: Time Management
Post by: PMRNC on January 26, 2010, 01:54:06 PM
I've been using ACT now for years and love it. The server edition is great because you can work anywhere. There are others out there, I just find ACT I can FULLY customize to my own needs.
I've gone to seminars on time management which were helpful, but really there's nothing better than learning as you go with that. I worked from home for years and now I have an office that I use sometimes .. LOL There will always be things that come up that will mess up your day.. for the most part I am pretty strict with my time management now and that has not always been easy to adapt to. It's one of reasons you won't see me here everyday anymore, when I have down time I will come to the forums in spurts. So as I sit and post this afternoon I am on "my time" as I'm all caught up and found some down time :)
Title: Re: Time Management
Post by: jcbilling on January 26, 2010, 10:25:13 PM
Thanks for the response - I saw ACT at the local office supply store today, but it didn't look like it had time management tools (they didn't have many versions though). So I ended up with a different one - AnyTime Organizer. I'm going to try it out and see.

I have started reading a book on Organizing and Time Management - so tomorrow I'm going to spend the first part of my day organizing my office area and creating a schedule.

Hopefully, I will get more sanity in my day :)