internal staff processes

We focus on developing robust and comprehensive processes, systems, and protocols for all aspects of clinic administration. This approach helps ensure your needs and your patients' needs are consistently and expertly met.

Here’s a variety of custom tools we’ve deployed to meet these needs:

• A Form Preparation program (to generate and automatically print pre-populated forms for all patients within a certain time period) 

• Automated Patient OHIP Validation (to significantly reduce staff workload during the registration process, as well as automatically notify patients on a periodic basis to renew their healthcard)

• One-Tap label printing using dedicated tablets (to reduce the time to print patient labels)

• Internal smart-watch based Notification Systems (to ensure clinic staff are notified of tasks such as if a nurse is needed to give your patient shots)

• Custom filing and scanning software (to ensure patient documents are correctly and efficiently loaded into the EMR for your review)

• Vaccine barcode scanning (to minimize data entry needs and to reduce human error)

• Administrative collaboration and communication through the use of applications such as Slack, Trello, and Miro (to keep staff and physicians connected across multiple locations, and to ensure staff can manually review what areas require attention and indicate what they are currently working on)

• Automated check-in and room assignment (to allow on-site staff to take their time once a patient is roomed, focusing on patient care)

• Integration between our booking system (Veribook) and our EMR (to achieve real-time online self-scheduling, reducing the need for written communication / phone calls, and maximizing staff efficiency)

• A Childhood Vaccine Audit Tool that is customizable and identifies patients who may be overdue for routine childhood vaccination (to significantly reduce the manual reviews required; ensuring patients are properly vaccinated, which contributes to the annual physician bonuses)

physican tools

We have deployed custom internal applications to ensure the clinic operates effectively. Workflows are streamlined, clinic staff can work more efficiently, and mistakes are reduced. Some specific examples include:

• A photo taking and uploading tool which automatically groups photos, compiles them into a single PDF with decreased resolution, archives them for long-term reference if needed, and queues them for uploading to the EMR. A similar tool was developed for patients, which notifies the physician in real-time that the photos had been received.

• “One-Click” Printing enables certain documents to be printed with one click.

• Visit Reports for physicians indicating which of their patients were seen by another physician on a daily basis.

• An Internal Paging program was written that enables staff to identify problems. The program notifies the appropriate individual, logs the problem, and works to identify patterns that warrant closer inspection.

• Our Intake Form Viewer allows staff to scan completed intake forms in real-time, and these completed forms are automatically sorted and made readily available via a custom program to physicians at standing workstations throughout the clinic.

physician and practice optimization

Behind every successful physician is a great team, and our team is comprised of a diverse group of passionate and professional individuals, dedicated to ensuring physician success. We achieve this vision through a variety of tools, programs, and routine quality assurance improvement, such as:

• The MD Dashboard automatically generates information such as: 

  • Income

  • Revenue per patient

  • Time spent working each day / week / month

• Our in-house Roster Optimization Tool allows physicians to calculate what the difference is if a patient is rostered (accounting for outside use, shadow billing etc.) vs. if the same patient is non-rostered over the past 3-6 months.

• Our unique leadership team uses the above data, group education sessions, and 1:1 coaching to optimize billings, assist in practice management, and improve physician satisfaction.

• Availability Reports automatically calculate various statistics on scheduling availability, and disseminate this information on a daily basis.

  • Physicians have ready insight into their personal availability, and are able to adjust their schedules accordingly.

• Name and Roster Reconciliation automatically cross-references our database against reports supplied by the Ministry of Health. Name changes, birthdate changes, gender changes, roster changes, etc… are all automatically flagged for further action.

• Regular internal audits (e.g. unsigned notes, specialist referrals, unreviewed labs, documents not uploaded, etc...) catch errors before they impact patient outcomes.

• Outside Use information is automatically pulled and parsed. Patients are automatically contacted in certain situations with a variety of different messages of a mixed warning / informational nature.