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Behavioral Therapists: How To Manage Outsourced Service Providers

It’s not the company, it’s the people

If you’ve never had an outsourced service provider handle your behavioral practice’s operations then you don’t know that life can be a whirlwind of virtual rainbows and butterflies on the daily. Seriously, it makes all the difference when you’re trying to balance patient care with the business end of your practice. An amazing MSO can deliver top notch management services while running your marketing strategy and managing your behavioral practice’s continued success.

The other side of that coin however, is the reality of running your own practice. No doubt as a behavioral therapist you’ve already encountered the struggles that come with managing your own behavioral therapy practice. It can get downright gruesome at some points, am I right? Missed medical billing claims that no one in your office can find. Losing money north, south, east, and west while having no clue where it’s going or why. And while your staff is frantically running around trying to follow the cold money trail, track down those invoices and keep their heads above water, the quality of patient care intake is slipping. No one is giving the level of service that you would like to see in your office.

And you won’t allow yourself to exhale until every patient is seen and heard but you are exhausted spending most of your time pitching into the business side of your practice when you should be able to focus solely on your learned skills and gift- helping patients.

In short, you want to find the right MSO to manage your practice, but you just don’t know where to start?

It’s all about the patients

This is the number one driving force that runs your behavioral health practice. That’s what leads to every decision you make about your practice. You’re always searching for the answer– how can I get more face-to-face time with my patients so I can help them? How can I successfully balance the business end of my practice with quality patient care? Until now, the answer hasn’t always been clear.

You may have even tried hiring to manage outsource service providers before but it left you with a bad taste in your mouth and now you’re hesitant to pull the trigger again, but you know that you really have no option. It’s either run yourself into burnout trying to manage both sides of your practice, or delegate authoritatively in order to grow and prioritize your patients’ time.

The key is to know what you’re looking for in an MSO and learn how to manage outsourced service providers by letting a stellar MSO manage themselves. You give them the boundaries and guidelines and they give you results and regular reports.

Make life easier with an outsourced service provider who makes that possible for you

You’re already aware that if you can get a competent outsourced team, you will be able to focus on patient care. The only question left is which one? Because you’re completely aware that delegating is the key to a successfully run medical practice when we’re talking about the business end of service. And when a high performing MSO comes along, you grab them up right away.

Having a good team means you can focus on patients without your practice going downhill or being at risk for financial problems or other risks. Because anything that’s going to jeopardize the health of your behavioral practice is going to take you away from serving patients. That’s not an option for you.

Many practitioners hold on too tight

They micromanage or hover even when they can’t afford the time to do so and their practices suffer for it. They may even know they shouldn’t do it, but they don’t have enough self-control to stop. That’s not you. You’ve always been able to do what was best for the greater good, which is why you’re already looking for a competent MSO.

This is why you’re the top choice for your patients

You know where you want to go and you have the self-awareness to know you need help. Patients choose you because you have the humility to know you need help and then the self-starting initiative to go get it. That comes across to them by your level of intimate care. Make time for your patients and you change your world.

What happens if you’re struggling to find the MSO you’ve been looking for?

Specifically? A life of constantly stomping out fires. Never catching up on your task list or being able to trust others to execute the plan. Slow growth becomes a byproduct of that and eventually you are struggling just to keep your doors open. In short, you’ll lose sleep over managing every part of your practice which means less focus on patient care. And when all is said and done, patient care is the life blood of your practice.

What would it feel like to have a smooth sailing behavioral healthcare practice?

What would it feel like to know that no matter what went wrong, you could show up every day with complete confidence that the behind-the-scenes daily operations were being handled competently and expertly? How much easier would that make your job? Really think about it. How would it feel knowing that you could rely on others and consistently see them show up for you?

If you really want to work with a behavioral healthcare practice MSO, here’s the “cut and dry” on how you manage outsourced service providers:

  1. They are qualified experts in the services they offer – It’s extremely easy to mistake a professional freelancer as a qualified one. There is a difference. The right freelancer for the job may not be the person most qualified. They may be perfectly positioned to take on the task of managing your practice, but it is a nightmare to work with in real life. You would find out up front the personality of the person you’re going to be partnering with to know if you can work with them. Once that question is answered, then by all means check their credentials. They should have a lot of experience in the specific space of MSO management and a number of years actively practicing in this area to back up their credentials. This includes experience in the behavioral healthcare practice space.
  2. Bridge the communication gap before it becomes a problem – One of the biggest problems that physicians who run their own practices have is that they don’t dig deep enough to find out whether the person they’re hiring to manage their practice has adequate experience. Miscommunication in this area is rampant on both sides. Had they just understood what questions and qualifications they should ask, they might have saved themselves a lot of wasted time and money. Don’t let this happen to you. Know what you’re looking for before you interview.
  3. Accept that you two will have different approaches to the work – Differences between working partners are fine as long as they don’t derail the mission and goals of what you need done in the way of having an MSO manage your practice. That would be something you’d want to discuss on the front end. Cultural and ethnic differences are actually an opportunity to learn and grow from each other, so you would want to lean in to these possibilities but also become educated about how different cultures operate so that there isn’t any miscommunication about what you need done.
  4. Make sure the billers have a full toolbox – Understanding which tools are mandatory for your practice to function is important for the success of your communication with your freelancer. You have to have processes and systems established. A great behavioral practice MSO can entirely help you with this, but you will have to be open to their suggestions and acquire those tools that will aid your MSO team in managing your practice. Listen to what they have to say, take their input and recommendations into consideration and make a wise decision.
  5. A system of operations is crucial; make sure you have one – Unclear communication has been responsible for more problems and lingering doubt between employers and freelancers. This is especially true when there are cultural differences in the middle. Not that this can’t be corrected, but some time and patience is required. The other side of this is a lack of system operations. This is the number one killer of most practices. Floating around without a plan is one surefire way to close your practice doors.
  6. Make your outsourcing decisions a staff affair – Do you value your staff’s input? Do you ask them their opinion on matters of daily administrative tasks and best tools to handle these jobs? If you haven’t then it may be a good idea to start. They’re probably the ones who are telling you where to find things, right? Get their take on the right questions to ask when looking for a great MSO team.
  7. Give constructive feedback to your outsourced Billing Team – Have truthful conversations about how you feel about how things are going. Whether that’s positive or negative feedback, it’s still important to share that information with them, so that you both stay on the same page. If anything should go downhill, then you have a track record of communication that you can look back on and see where things might have gone off track.

MSOs come to us for advice

According to a recently released report by Grand View Research, Inc., the demand is expected to result in the rapid growth of the medical billing outsourcing market — from $6.3 billion in 2015 to $16.9 billion by 2024 — surpassing demand for in-house billing.

The fear of letting go control of your practice’s operations is glopping unnecessary weight on the health of your behavioral healthcare practice.

Transitioning into a workable system that frees you up to focus on patient care is the only true means of professional freedom you have. Especially when looking at large healthcare groups that have the budget to compete in the industry, forcing smaller practices to keep up. This is not a place you want to get squished under.

A soothing environment for your patients is your ultimate goal. To do that you need to free up your time. Building trust only comes from providing that sense of safety with them. That means something’s gotta give. That something is you being willing to delegate out your other tasks to a responsible, dependable MSO.

**It’s urgent that you establish a system now; one that frees you up to make the big decisions in your practice.**

Having the option to have a virtual assistant service, medical billing, marketing, credentialing- we are the all-in-one package you need. The MSO for you.

Our team explores what it would look like in your practice to have us come in and outsource your tasks. We will explain our process and what that would look like in your practice. We would offer suggestions about what you need from us based on the current condition of your practice and then devise a strategy for how to execute that plan.

The only thing you need to do is reach out to us today to start a conversation.

From there we’ll learn a bit about your business and give you no-obligation advice on where to go from there.

Remember, the state of the world and our country is getting complicated. The biggest impact you can have on helping improve the conditions of the world is to be afforded the opportunity to focus on patient care are the administrative and marketing tasks to your team.

But if you do nothing, you won’t make the kind of change you want to see in your community and you will be left behind by other small practice owners who know how to drive patients into their doors.

Or maybe you’re not ready yet. Maybe you don’t believe you need help. Maybe this isn’t right for you. You have three options:

  • Do nothing and continue to frustrate yourself with the amount of work and the time you’re losing trying to manage everything yourself
  • Watch other practices pass you by and act when it’s too late; they have a head start over you
  • Let us help you and find out how much easier life can be when we do

Think about it

How would it feel to have all systems running smoothly? What would it feel like to know you could show up every day with complete confidence that the behind-the-scenes daily operations were being handled competently and expertly? How much easier would that make your job? Really think about it. How would it feel knowing that you could rely on others and consistently see them show up for you?

Find us here.