Improving Your Systems Will Increase Your Clinic's Revenue?

medical-spa-improving-your-systems.jpg

Yes, improving your operations will increase the total revenue of your medical practice.

One of the best ways you can do is make it more efficient. Efficiency is key in any business, so your medical spa should make sure to be it for your patients and to get good reviews. Make your medical spa or aesthetic practice more efficient with software, staff training, and an operations and management overhaul for 2018. 

Software

There are different software applications you can use for your medical spa, which could make any procedures or processes faster and more efficiently. Which software applications would you need for your medical spa?

A practice management software should cover all scheduling and EHR. It should be something that will keep your records secure, and many experts suggest you should have an all-in-one type of EMR software; there are some EMR software that also includes marketing, which you should consider as well.

A cloud computing service would definitely help you store all the files you will need to protect, as an unprotected computer is vulnerable to viruses and hacking. While some EMRs have a cloud software, it would be better to have a backup from your EMR as well. You can use your Google Drive and even sign up for Dropbox.

A reputation management software seems necessary considering its impact on companies; some medical practices are even purchasing a software that would definitely help them. If you are looking for one you can check out Podium where that application would help attract more patients and get you more reviews.

Training

There are different training programs available for non-medical staff. HIPAA and customer service are the two most important things you should consider when it comes to staff training. 

You must have your staff trained with HIPAA periodically. Aside from HIPAA, find them training with marketing or management. If staff is trained with marketing, they could help with selling your products and services. When it comes to staff training, you will need to train them with customer service as well, most especially considering you are dealing with patients almost daily.

Customer service play a huge impact on reviews as well, and if in some reviews some patients have noted your bedside manner, you may need to improve on it as well.

Management

Managing staff and operations could be a lot of work. To manage your medical spa staff and your operations, you will have to identify factors that are currently causing your productivity. Learn to motivate your staff, as part of your management efforts. 

As the physician and their leader, you will need to juggle these two roles well. Always communicate with them and make sure you engage with your employees regularly. You need to find strategies to retain your employees and monitor their performance often as you can.

Why Medical Spas Fail Reason #7: Lack of Systems in Your Practice

In the book, “The E-Myth Physician”, Michael Gerber teaches us that unless your practice can be duplicated, it will never run without you.  According to Gerber, if you don’t have systems, then your aesthetic business will ultimately fail because you as the owner must keep all of the plates spinning in order to keep everything functioning.  Unless you train your employees to operate your clinic without you always having to be looking over their shoulder, you and your business will suffer from burn-out.  Systems and procedures are necessary for the long-term success of any business.

Perhaps the hardest area for doctors to address in their aesthetic practices is daily operations.  In each practice there are hundreds of daily routines and processes that take place. These processes are the methods in which things get done by our team members (support staff, laser technicians and consultants). This includes how the phone is answered, how consultations are scheduled, who is responsible for what services, how payments are collected, what paperwork clients fill out, how clients are greeted when entering the office, how clients are placed into the treatment room, how aesthetic treatments are performed, how consultations are conducted and measured, how charts are pulled and organized, and who is ultimately responsible for what.

Each of these areas can have a significant effect on the experience a patient has in your clinic and the profitability of your practice.  The importance of these areas should not be under -estimated.  If you find yourself working longer hours, getting paid less, feeling less in control and not having fun, then you need to develop an E-Myth practice.

Below is a list of the areas that should be systemized within your aesthetic practice:

Operational Procedures

A. Pre-Opening Procedures
Business Opening Checklist & Timeline
Establishment of Business Guidelines
Securing a Location
Building Out Your Site
Setting Up Bank Accounts
Getting Insurance
Meeting Your Tax Obligations
Required List of Equipment
Initial Inventory
Conducting a Grand Opening

B. Human Resources
EEOC Guidelines
Laws Regarding Harassment
Immigration Reform Act
Wage & Labor Laws
Job Descriptions
Employee Profile
Recruitment
The Employment Application
The Interview Process
Introductory Period
Developing Personnel Policies
Employee Orientation
Training
Time Reporting
Compensating Staff
Uniform / Dress Code
Performance Evaluations

C. Office Procedures
Suggested Office Hours
Customer Service
Client Retention
Daily Activities
Confirming Appointments
Checking Out First Time Clients
Checking Out Regular Clients
Accepting Payment
Processing Auto Debit Payments
Merchandising Retail Products
Inventory Management
Generating Business Reports
Maintaining the Office
Safety and Security

D. Sales
Scheduling New Client Appointments
Established Client Appointments
Greeting Clients
Conducting Consultations

D. Clinical Procedures
Clinical Certification
Treatment Programs
Greeting Regular Clients
Taking Clinical Photographs
Clinical Chart Documentation
Clinical Follow Up Calls
Laser Safety
Clinical Equipment Maintenance

F. Advertising
Calculating Advertising ROI
Internal Advertising Strategies
External Advertising Strategies
Required Advertising Expenditures
Public Relations
Community Involvement
Obtaining Advertising Approval

Written Medical
Treatment Protocols

Step by Step Clinical Treatment Protocols & Procedures
Laser Hair Reduction
NdYAG 1064
Photo Facial
Fractional Resurfacing
Spot Testing
Set-up & Operation of Soprano
Set-up & Operation of IPL
Care & Maintenance of Lasers
Infection Control
Exclusionary List
ST Handpiece
Eye Protection
Laser Safety Precautions
Laser Committe
Q Switch
Laser eyewear inspections
LSO Responsibilities
Laser Safety Index
Sclerotherapy
Restylane and Juvederm
Levulan
Jessner Peel
Botox
Cosmelan
DermaSweep
Tooth Whitening
Other Tx Index
Accent
Portrait PSR 3

Home Care Instructions

Thermage
Fractional
Photofacial
Portrait
Hair Removal
Restylane and Juvederm
Jessner Peel
Tattoo Removal
Microderm
Botox
Cosmelan
Levulan
Laser Vein
Accent Home Care
Lipolysis
Sclerotherapy
Teeth Whitening

Consent Forms

Arbitration Agreement
Thermage
Fractional
Photofacial
Portrait
Hair Removal
Restylane and Juvederm
Jessner Peel
Tattoo Removal
Microderm
Botox
Cosmelan
Levulan
Laser Vein
Accent Home Care
Lipolysis
Sclerotherapy
Tooth Whitening

Medspa Build Out
Design
Full Color Floor Plan
Interior Elevations
Storefront Elevation
Interior Finish & Color Board
Interior Finish Schedule
Interior Finish Listing
Door & Frame Schedule
Glass & Glazing Products
Storefront Sign Panel
Lighting Fixture & Ceiling Information
Retail Display Elevations
Furniture Information & Prices
Cost Reduction Options
Vendor List

Clinical Chart
Documentation

Chart Organization Guide
Master Chart Checklist
History & Physical Exam
Sclerotherapy Progress Notes
Microderm & Peels Progress
Laser Hair Progress Notes
Cosmetic Filler Progress Notes
Tattoo Removal Progress Notes
IPLProgress Notes
Portrait Follow-Up logs
Technician Daily Checklist
Fillers Flowsheet
Body Contouring Analysis
Hair Removal Flowsheet
IPL Flowsheet
Nd Yag Flowsheet
Accent Flowsheet
Fractional Flowsheet
Client Intake Profile
Portrait Treatment Log
Tattoo Removal Progress Notes

Administrative &
Employee Forms

Spreadsheet Cashflow ProForma
Automatic Payment Form
Package Treatment Plan
Treatment by Treatment Plan
Master Price Book
Front Desk Operations
Front Desk Certification Manual
Refund Policy
Opening Receptionist Checklist
Closing Receptionist Checklist
Employee Forms
Uniform Specifications
Employee Evaluation
Employee Warning Notice
Employee Status Change Form
Reference Check
Interview Report
Interview Questions
Application for Employment
Office Policy Manual
Orientation Checklist
Form I-9
Time Sheet
Vacation Request
Corrective At Will Action Notice
Employee Policies Handbook
Employee Accident Report

Medspa
Business Plan

Executive Summary
Strategic Objectives
Mission Statement
Products and Services
Clinics in Operation
Consolidated Profit/Loss
Market Analysis Summary
Market Segmentation
Buying Patterns
Competition
Competitive Advantages
Physician Recruitment
Staff Recruitment
Staff Training
Marketing Strategy
Sales Strategy
Implementation Strategy
Management Team
Liability Protection
Funding Request & Overview
36 Month Pro Forma P&L
36 Month Expansion Pro Forma
Corporate Support Expenses
Cash Flow Per Clinic
Per Clinic Start Up Cost

This business plan successfully funded the build out of multliple aesthetic practices. It can also give your existing practice new ideas on how to improve and enhance your operational performance.

Automate your systems, get better results. Check out the Ultimate Clinic Operations Blueprint and find out more.

Comment

Vin Wells

Vin Wells, MHSA,  is the President and Founder of RockBottomLasers.com and has over 11 years experience in the aesthetic laser industry. Mr. Wells started his own chain of aesthetic clinics under the brand name Skinovative and opened his first medical spa in Boise, Idaho in February 2001. Mr. Wells continued to grow and operate aesthetic clinics for over 8 years.  Since 2008, Mr. Wells has focused on selling used aesthetic equipment to physicians and medical spas.

Mr. Wells received a masters degree in Health Services Administration from Arizona State University (1995) and has extensive practice management experience, working with a number of different hospital and outpatient care systems.

Mr. Wells has developed a number of business operations systems that help aesthetic clinics to maximize their profitability, including: Aesthetic Consultation Training, Medspa Management Training, Medspa Business Plans, Medspa Operations Manuals, and Front Desk Operations Training.  These products can be found at: SkinSalesTools.com

Mr. Wells completed received his bachelors of Science degree at Brigham Young University in 1991 and continued his education at Arizona State University, in Tempe, Arizona, receiving a Masters in Health Services Administration in 1994.  He has worked for a number of different health care organizations including as a Program Director for group of primary care clinics (Arizona Association of Community Health Centers), a Health Care Manager for a hospital network group (Arizona Healthcare Federation), and as Associate Director for the Arizona Council for Graduate Medical Education.

Mr. Wells has devoted considerable time in research the latest cosmetic trends and treatment modalities. He stays current on the cutting edge of such research and uses this information to make strategic decisions for the company.  He has a broad understanding of lasers and has been certified in laser biophysics and theory.

Mr. Wells was successful in developing a Laser Certification Program that was approved by the Arizona Radiation Regulatory Agency, the agency that oversees the use of medical lasers in Arizona. The program involves 40 hours of laser didactic curriculum as well as hands-on laser training.