Get Your Health Practice Ready for the New Year

1. Update Client Records

A new year is a chance to ensure that your client records are as current and accurate as possible. Make a list of outstanding admin tasks like updating client details, monitoring expiring referrals, and informing clients of unused sessions.

Update Client Details

Accurate client details are essential to understanding any changes in a client’s health status, insurance details, or personal circumstances that could affect their care.

Using forms linked to client profiles makes this process accurate and efficient. These forms can be sent out as part of a year-end communication, gently reminding clients to provide any new or update.

Check-in on Expiring Referrals

Many clients might not be aware of when their referrals are set to expire. It’s crucial to identify these cases.

Why?

Because uninterrupted care is key. Reviewing referrals allows you to reach out to clients proactively to prevent gaps in treatment that could arise from expired referrals.

It’s also a thoughtful way of showing clients that their health and wellness journey is a priority for your practice.

Inform Clients About Unused Sessions

Clients may forget about prepaid sessions or those included in their healthcare plans. Informing them of any unused sessions they have is a valuable service. It’s more than just a reminder; it’s an invitation to take full advantage of the services they’ve invested in.

For the client, it could mean a nudge towards focusing on their health in the new year. For the practice, it ensures that all available resources are used efficiently.

2. Get Your Finances in Order

A strong financial backbone is foundational to a health practice’s stability and success. Take some time to ensure that as your practice moves into the new year, it does so with a clear and accurate understanding of its financial position.

Run your accounts receivables and aged receivables reports, and reconcile invoices and payments so you have a clear picture of your practice’s financial health.

Run Accounts Receivables & Aged Receivables Reports

Your accounts receivables report provides a snapshot of what’s owed to your clinic. Run this report in Power Diary to identify all outstanding payments as of a particular date.

It’s about the financial health of your practice.

The aged receivables report, in particular, helps identify follow-ups on long-outstanding payments. This step is vital for maintaining a healthy cash flow and will help you make informed decisions about budgeting, resource allocation, and operational strategies for the upcoming year.

Reconcile Invoices & Payments

Mundane as this task might seem, it’s integral to sound financial management. Ensure all invoices and payments are accurately recorded and reconciled in your accounting software.

Reconciliation acts as a checkpoint between the year you’re leaving behind and the one ahead. It’s about closing the year with confidence, knowing that your financial records are complete and accurate.

3. Review Availability, Rates & Success Metrics

The beginning of a new year is a good time for health practices to reflect, reassess, and recalibrate key aspects of their operations.

Review and update practitioner availability, introduce new services, set goals based on past performance, and consider any necessary rate adjustments.

Update Practitioner Availability

The end of the year is a time of change for clients and practitioners. Review and update your practitioners’ availability so that you can schedule client appointments efficiently.

It’s about striking a balance between meeting client needs and managing the well-being of your team. This proactive step ensures that your practice can offer consistent, reliable service while accommodating the varying schedules that come with the holiday season and beyond.

Introducing New Services and Appointment Types

A new year is often seen as a fresh start, making it the perfect time to introduce new services and appointment types.

It’s an opportunity to expand your offerings and tap into potentially unmet client needs or new healthcare trends.

Set Goals Based on Past Performance

Reflect on the past year’s performance, metrics and KPIs to set informed and achievable goals for the year ahead. This is how you’ll hone in on what worked well versus what needs improvement, guiding your strategic planning and decision-making.

It’s about learning from the past to build a smarter, more effective future for your practice, ensuring that your goals are aligned with real-world data and insights.

Consider a Rate Increase

Assess your pricing strategy, including the possibility of raising your rates. This decision should be based on factors such as market trends, cost of services and value provided to clients.

A thoughtful rate adjustment can reflect growing expertise, enhanced service quality and increased operational costs. Communicate any changes to your clients transparently, ensuring they understand the value they receive in return.

4. Strengthen Connections with Key Referral Partners

The holiday season is often associated with warmth, gratitude and reflection. Reach out to referrers during this time with messages or tokens of appreciation.

For referral partners, such communications can reinforce a collaborative relationship. It’s an opportunity to express gratitude for their support and referrals over the past year, potentially laying the groundwork for continued or increased collaboration in the future.

These gestures of appreciation can differentiate your practice from others, strengthening professional bonds and trust.

Holiday communications also provide a platform to remind clients and referrers of your services and any new offerings. It’s a non-intrusive way to keep your practice at the forefront of their minds.

In essence, holiday communications are more than seasonal niceties; they’re strategic tools for nurturing and solidifying key professional relationships.

5. Review Your Practice Operations Manual

This isn’t just about ticking a box on your year-end checklist; it’s about fortifying the foundation of your practice for the year to come.

Think of healthcare as a tapestry constantly being rewoven with new threads of regulations, best practices and industry standards. An annual review of your operations manual ensures that your practice adheres to the current legal and ethical guidelines and upholds the highest standards of care.

Be proactive, not reactive, to the changes around you.

A review of your operations manual sets the tone for the upcoming year. It’s like laying out a clear, well-marked map for your team, ensuring everyone knows the route and the rules of the journey ahead. With a thoroughly reviewed and updated manual, your practice steps into the new year with clarity and confidence.

Don’t forget to involve your team in this process. When staff contribute to the review, it creates a culture of collective responsibility and continuous improvement.

6. Expand Your Healthcare Toolkit

Power Diary’s innovative features simplify administrative tasks, enhance client engagement, and ensure your practice is poised for success in the upcoming year.

From efficient client management to seamless scheduling, make sure you’re getting the most from your practice management software:

• Online client forms: Easily collect and update client information with forms directly linked to client profiles.
• Referral expiry reports: Stay ahead with reports that track referral expiration dates, ensuring continuous client care.
• Session packs: Manage and monitor client session packs efficiently, including their expiration dates with pack expiry system reports.
• Accounts receivables and aged receivables reports: Keep financials in check and perform your end-of-year reconciliations with detailed reports on outstanding payments and aged receivables.
• Integrations: Seamlessly connect with other tools, enhancing productivity.
• Availability and locations: Easily manage and update practitioner availability and service locations for the holidays and year ahead.
• Service and product templates: Introduce new services and appointment types to your clients. You can streamline the creation and management of service and product offerings with configurable templates.
• Communications templates: Save time on end-of-year client and referrer communications with pre-built templates for emails and SMS, ensuring consistent and professional communication.
• Bulk send: Efficiently communicate with multiple clients and referrers at once, perfect for newsletters or important practice updates.
• Practice operations manual templates: Review your practice’s policies and procedures with a roadmap to guide you.

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Preparing your health practice for the new year can be a streamlined and efficient process with the right tools. And it’s well worth it to experience the benefits in early January!

Power Diary offers a comprehensive suite of features that cater to every aspect of your practice’s needs, from client management to financial reporting. Ready to experience the difference? Sign up for a free trial of Power Diary today and step into the new year with confidence and control.