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Taking the hassle out of switching anaesthetic billing software

  • Change your anaesthetic billing software

#Have you ever considered changing your Anaesthetic Billing Software but cringed at the thought of going through the change-over process? You couldn’t be blamed for imagining that the changeover would need to happen all at once, resulting in unpaid electronic claims, partially paid invoices and more – basically resulting in a big confusing mess!

If this has gone through your mind you’re not alone.

So many anaesthetists and groups stay with their current software simply because it looks too daunting to change. No matter which way you look at it, if your software is old and outdated now, it’ll very likely be even older and more out dated in 5 years time and you’ll still have the same fears about changing over.

What’s more, if your new software could save you 2 hours of work each day (via automation) , you would have lost around 2600 hours of productivity over those 5 years! All the more reason to change sooner rather than later.

The good news is that changing your Anaesthetic Billing software doesn’t have to be a traumatic experience. If you manage your changeover in a logical, ordered fashion it is possible to switch over cleanly with the minimum of fuss. So how do you accomplish such a task?

Well the first step is to find the right software for your practice. Find a provider who is up to date with the latest technology, offers time saving software features and personalized friendly service. Once you’ve found your dream software the hardest part is done. Hardest part? Yes, the actual changeover is not difficult and well worth the effort.

THE EASY WAY:

  • Step 1: Find out when your current contract expires. Ultimately you want at least 2 – 6 months prior to it ending.
  • Step 2: Switch over your first anaesthetist from the old system to the new system as soon as possible. Doing this requires only a couple of forms to be filled out and submitted to Medicare (and possibly BPAY forms if your new software requires it).
  • Step 3: Get used to the new software with the current anaesthetist while you keep the remaining anaesthetists running on the old system. This way you aren’t investing much time trying to process claims on the new system while you’re learning it.
  • Step 4: Once you are familiar with the new system (it should only take a very short while if it is a good system), then you want to start moving your other anaesthetists over. Now it’s important to note that you want all of your anaesthetists running on the new system 2 months prior to the old system expiring. This way you can use the last 2 months to wrap up any unpaid accounts left on the old system before it expires. A good formula for moving over the remaining anaesthetists is ((days remaining – 60) / anesthetists) Therefore if you have 10 anaesthetists and 4 months remaining you would want to calculate ((120 – 60) / 10) = 1 every 6 days.

Not a difficult proposition at all. The best part is that if you have chosen your new software wisely, you should find that the more anaesthetists you move over – the more time you have available due to the time saving features your software should be providing compared to your old software.

By the time your old contract expires you should be happily up and running on the new system, so you no longer are relying on your old provider and have made a clean transition.

About the Author
Glen is the lead developer and co-director of Anaesthetic Private Practice with over 20 years experience specialising in software systems development. His achievements include a military commendation for software innovation from the Department of Defence (ARMY) during his 10 years service in the Royal Australian Corps of Signals (RASIGS). In the years since, Glen has specialised in advanced web application development, using languages including .NET, JavaScript, CSS, HTML, JQuery, SQL Query, VB, ASP & PHP to name a few.