Episode Transcript
WEBVTT
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Hi Everyone, welcome to this episode
of catch up with Cairo touch. Thank
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you for tuning in. I'm your
host, Dr Brian Blast. Today's topic
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revolves around the new patient experience in
your office. We're going to talk about
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intake forms and patient engagement. With
me today is Dr Noda Hashi Moto from
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Hashimoto Chiropractic in like Kingta, California. Dr Hashimoto is a Cairo touch client
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and it's been in practice for fourteen
years running, both an integrated practice and
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a chiropractic only practice. Welcome Doc, thank you for joining me. Thanks
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for having me so. Dr Hashimoto
and I have been colleagues for quite some
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time now and after a few conversations
I thought to myself, skyd knows what
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he's doing all right. I realized
he runs a pretty smooth practice when it
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comes to operations. So can you
tell me and our audience a little bit
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about your evolution as a chiropractor?
Well, I've always been like kind of
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more of a process person and then
I ended up marrying my lab partner,
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who used to be a financial analysis
is high process person. So, like
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just we're always trying to do that, like Kais in that one percent improvement,
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always just trying to see how you
could key continue improving the practice.
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But as far as with new patients, we always focus on that new patient
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experience. Like a lot of people
focus on the Rof, but that Rof,
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the clothes, really happens on the
first day. And you know,
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you can look at ran studies and
like there's these big studies where they've looked
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at like what people don't like about
healthcare and like, you know, the
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biggest complaints are people wait too long, they feel unheard, scheduling difficulties,
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not getting enough time with the doctor, confusion about pricing, fees, insurance.
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So like we're always trying to kind
of improve on those different areas.
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And you know, as we added
in more providers into the office, like
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physical therapists, chiropractors and especially the
medical providers, because they don't see them
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as many visits, we kind of
had to feed the machine. So from
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like probably two thousand and fourteen up
until Covid we had a run of a
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hundred to a hundred and sixty new
patients a month, twelve months, a
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year, year and year out,
and then obviously March of two thousand and
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twenty was the first month that it
actually dropped its pick back up, but
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it was, you know, it
was a little dicey there for a couple
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of months. That's a ton of
new patients in a month. Like you
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said, feed the machine. You
Have To have a well oiled machine.
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Talk about this all the time,
where you have to have systems in place,
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like that's what cover touches as a
software right. You have to have
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a system in order to scale,
which clearly you guys didn't you continue to
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tweak it and improve it correct Yep, absolutely. It's dialed them pretty tight
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right now. So you know,
right now it's kind of like an autopilot.
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That's great, so let's let's start
there with a can take, right.
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You mentioned a few things about making
sure people have that engagement right,
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they have that first visit experience where
they feel like they're part of the practice
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or that you care about them,
right, and I feel like you do
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that. It starts at intake.
Yeah, like it starts there. It
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starts like obviously, with like you're
marketing ahead of time, and then,
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like, you know, obviously they
got to answer the phone. You got
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to answer the phone correctly. But
yeah, the CTN take was huge because
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like before that we were doing fillable
pdf, because something that a lot of
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people don't realize is that the patient
starts counting the time in your office as
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soon as they get there. They
take forty five minutes to fill out the
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paperwork and the office visit was forty
five minutes or count. That is an
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hour and a half. So that
just the way patients think. And then
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they get to the second visit in
the dock saying hey, we need to
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see a three times a week for
the next eight weeks, they're thinking is
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like, holy crap, I don't
have enough time to do that. So
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that's why the CTN take as soon
as you guys offered that, that was
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kind of a no brainers. Like
it's almost free. Like I don't even
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know how much that cost. How
much is that? Thirty five, ninety
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fives, about thirty six dollars a
month? Yeah, it's pretty much nothing.
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And you know, like I have, you know, some people say
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they want it super custom but like
we just put like kind of like the
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minimal stuff in there and if you
really have to ask super specific questions,
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you could send them another form or
you could have them fill out those two,
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three or four questions in the office, but it's it's huge in another
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thing that CTN take is actually done
is our data entry errors have almost been
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eliminated because patients know what their own
phone numbers are. So now when you're
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trying to do text for appointments and
things like that, there is no errors.
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It goes to the right phone number
because they know what their cell phone
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number is. So you know,
CTN take has been a nice piece because
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we just text them the link or
email on the link. They fill it
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out, we tell them to text
it, text us back or email us
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back when it's complete and then we
just kind of get them scheduled. But
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we actually schedule them as an event
to begin with. So a lot of
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these offices will complain about no shows
and we have about a hundred percent of
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our patients call or show up for
their appointment. It's usually between ninety and
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ninety two percent for a show rate, and about eight to ten percent of
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the people will call to say that
they can't make it in the reschedule,
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but those no call no shows are
non existent if you're using CTN take.
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So we just send it to them, they text us back and then we
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turn that event into an appointment.
Okay, so in explain to the audience,
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those that aren't using CTN take,
what then happens? It's super easy.
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Just you go into the front desk
thing, you just import it and
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you link it up with the patient
record and then it's you know, it
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just maps all the different fields in
there and it just fills it out.
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Another cool thing about it is it
starts off your subject active in your note
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and then it does a part of
your vitals for you in your objective.
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Yeah, so it's taking that time
that you would be spending in the office
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reading through with that patient. Just
put on a paper form or on a
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digital form instead, Kira touch,
just writing it out into the system for
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you to help plan. It's not
just saving time, though, it's working
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on that patient experience right. So
now it's less time in the office filling
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out paperwork. So when they get
to our when they come in the door,
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we already know their name, we
greet them, we take a picture,
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we attach that to their patient chart. They get brought back for vitals,
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probably within about a minute. Then
they watch a four minute video which
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tells them what to expect on their
first visit, and so they're in the
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exam room immediately, within like a
couple of minutes, and then we have
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the case manager going in there just
kind of reviewing the history with the four
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minutes after they've kind of walked in
the door. You bring such a good
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point earlier that I didn't touch on, and you speak about it right now,
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is that time starts when they start
filling out the paperwork mentally for the
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patient. Right, like you just
mentioned, when that patient comes in the
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door, they're already in your office
in the back within two minutes. That's
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phenomenal. It's phenomenal. It really
is, because now that patient thinks,
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holy cow, these will know who
I am, they care about me and
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my my health and I'm not just
sitting as a number in the waiting room.
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Yep. And then guess what?
Your since you have predictability of your
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schedule and you know that the people
are going to show up, you're not
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rushing anymore. Now they feel like
they're being heard. Now they feel like
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they're getting even though you may not
spend a ton of time with the patient,
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like the doctor's time with the patient
with that first visit and examines probably
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less than ten minutes. They're just
asking like a couple of key questions,
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doing a couple key or the pedics
and taking the x Ray, pointing out
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a couple of things, and then
they get started into treatment time. Right.
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But like that initial part, you
know you don't need to do a
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forty five minute history. So you've
just streamlined the entire process again by having
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a system in place, by having
those operations dialed in. And then you
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said you guys do use patient engagement
tools right, to really send text messages
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and emails, which is again part
of Cairo touch, use CT and that
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works as well. Yep, it
just it's easy it. A lot of
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people do things by text. So, yeah, we just text it to
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them. Some people fill out their
smartphone, some people prefer to fill it
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on their tablet or their computer.
We do that and then, as an
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absolute backup, we have it where
they could fill it out on the IPAD
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where we kind of like import it
with CT forms in the office. So
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if for some reason someone didn't confirm
that they were going to come in and
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they just show up or we get
like a walk and they could fill it
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out there. And then, as
an absolute backup for like a Carmudgeon,
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that refuses to fill it out on
an IPAD and we don't have a staff
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member that's available to type in the
answers. We do have it printed out
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on a piece of paper. So
that's pretty rare. But like a couple
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of weeks ago we had someone that
just refuse to do that and they didn't
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want help with that and they just
wanted to fill on a piece of papers.
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So we just said fine, we're
we're all going to have come across
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patients and humans like that. That's
fine. Yeah, but the first visit
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is really where the clothes happen.
So if you do a good first visit,
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they get impressed and then on the
second visit they see that. You
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know, they knew my name was
efficient. I went back there. You
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know, like if you treat on
the first visit, you know treat them.
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If you don't treat on the first
visit, they still think it's an
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efficient visit. And then, you
know, when you tell him to come
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in x amount of times for x
amount of weeks, they're not thinking it's
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going to take them forever. We
don't want to think about this way.
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You stiff to sell them my chiropractic
in your office right you still want to
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make sure that this person understands and
can you communicate to them what you're doing
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as a chiropractor in your office as
opposed to somebody else on the street.
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So you want to take care of
that patient and that you're right. It
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happens right there from the as soon
as they walk in your door. So
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you're selling what your service is right
away and you're being efficient about it.
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Yeah, and like the thing is
like when all these little things happen,
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it just littles away at like,
you know, like their confidence in you.
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So you know, like we're big
on all these little things. We
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like to keep our waiting room tidy. We make sure there's no cigarette butts
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in the parking lot from our building, all these little things, they just
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kind of little away of the confidence. Make sure that you're, you know,
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when you're doing your consultation in your
clothes, like it sales choreography.
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Like you have a closing room.
The exam room is a closing room.
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So we have a dedicated room.
We're not sitting there in a stall in
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a busy office is trying to go
over a treatment plan. So we have
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a process and it's the same.
So we have two closing rooms with just
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a set process and we have a
case manager that knows other do it very
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well. But you've worked at it. It was time and time actually doing
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it. Yeah, and then you
got to train at it right and then
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I that's the one thing that I
do with the case managers, like because
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like there's head trash in their head
all the time. So, like things
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happen. So you're just kind of
debugging in if they had a bad day,
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kind of going over it, going
over the objection handling and things like
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that. But you know, it's
just if you want to get good at
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it, you have to practice it. Like if you want to get good
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at doing free throws and basketball,
you can just show up and game time
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and expect to do it. You
look at these professional basketball players. They're
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shooting in practice, they're shooting in
the morning and even before the game they're
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shooting. You have to practice it
to make it permanent. Totally agree,
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and a perfect basketball analogy as we
had into March madness, which I love.
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I want to mention that you created
a back end crn, so you
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work with a lot of Cairo touch
users with as part of your software that
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you've created as well, so you
work with those offices. I'm curious what
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common mistakes do you see people doing
in practice that you know we can use
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a couple minutes here to kind and
help rectify and kind of shut some light
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on. I think a lot of
people are just using car touch the way
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that it shouldn't be used, like
they don't have their fee schedule set up
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correctly or they have case type set
up as insurance companies as opposed to you
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know, like a case type,
like there's a Chiro case type, a
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personal injury case type, a medical
case type. There's like a medical like
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dme case type, because like with
Medicare, when you're sending back braces,
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it's not going to the regular Medicare, it goes to a different pair.
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So we don't feel like changing the
different fee schedule. So I don't do
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any of the billing. So I
don't want to pretend like I know how
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to do all the billing stuff in
there. I just know enough about it.
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But you know, like we took
some time in it and with our
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just any of our inventory items and
stuff like that, just thinking of a
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consistent nomenclature. And then some of
the people just go bananas with their appointment
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purposes or like. Another thing I
see people messing up is they don't use
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the care packages. I think the
care packages were great, but not everyone
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uses care packages. Another mistake that
I see happen all the time is,
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you know, they're complaining that the
text aren't going through and then we take
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a look and there's no cell phone
in the cell phone slot and car touched.
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So our system can't find that cell
phone, nor coon any other system,
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because a cell phones not in the
cell phone slot and and there's a
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cell phone slot in each case type. So if they're trying to do an
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appointment reminder for a specific case type
and there's no cell phone number and that
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cell phone slot, and that would
be a typical mistake right there. So
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a lot of these things can,
like we mentioned before, the day entry
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errors, little things like that that
you kind of beat your head against all
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the time can be rectified by using
CT intake, like you mentioned before.
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Yeah, our data entry errors have
kind of been cleaned up a lot.
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But yeah, the it's it's virtually
free. You know, you can make
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your own custom form and ask your
perfect questions, but the problem is now
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you have to take that and you
have to put it in, you run
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the risk of making a mistake and
then you're wasting staff time. And another
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thing that we always try to focus
on is kind of like our you know,
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our team, and each one of
these little things, like it would
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ale is away your team. And
you know, our front desk love CTN
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take because now they don't have to
copy and paste everything over or type everything
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over. It just comes in.
It's easy. And another thing that the
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staff hated is they hated the no
call no shows. And another thing they
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hated is like, you know,
like is like I just say, is
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like okay, let's overbook the schedule. Then now all of a sudden we
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get triple booked with new patients and
that now it gets a little hectic and
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you know, patients get like a
little nasty with them. So, you
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know, the CTN take is kind
of solved that no show issue and it's
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solved the data entry issue and it's
like thirty something bucks. So I would
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say it's it's a very good value
add for the service and the case manager
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likes it because it starts her note
to right side information right now into the
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documentation for the case manager or if
you're doing it all yourself, you can
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do it as a chiropractor as well. Yeah, or you can make your
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own custom note and for the people
that want to have it super custom get
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CTN take get the you don't have
to check all the boxes where you ask
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all the questions and for the three
to five or eight questions that you want
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to ask for your medical practice or
your functional medicine practice, you could do
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that as well and you could ask
an office or you could have a separate
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fillable PDF. And there's other things
out there like jot forms pretty easy as
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a fillable PDF. They have a
hippo compliant version with that. And then
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the neat thing about that is a
patient doesn't have to email you back.
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You actually get notified that they fill
that out. You have all their answers
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right in there and you could download
it right there. So it saves an
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extra step. Beautiful. What you're
doing right now on sharing for for other
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users is it's phenomenal. What I
mean what you've been able to create and,
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like I said, your years of
experience you're such a huge help.
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So I really appreciate you taking time
out of your busy day to kind of
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go through your processes and and help
others. I really appreciate that. It's
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a great profession. Like I started
out going into dental school and then gotten
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a car accident because someone decided that
they get to work a little faster by
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running through intersection hit me head on
and you know, I start out as
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a head on car accident victim and
Chiropractic is the thing that kind of really
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saved my life after six months of
failed medical treatments. So that's kind of
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how I started. And my wife's
GRANDPA was a chiropractor way back in the
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S, back when they were put
in jail. And you know, she
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started out as a financial analyst and
wasn't really your calling, her passion and
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she wanted to do what her grandpa
did and, you know, so passionate
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about the profession and I think it's
kind of like one of the most noble
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best jobs out there. Is Like
we have miracles every day of the week
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and it's a pretty cool thing to
go to work to do. Yeah,
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that's amazing. Keep up the good
work. I really appreciate your time.
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Thank you for helping out not only
Cairo touch UOSERS, but also the profession.
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Thank you for having me, Brian, and you know, if anyone's
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curious about finding me, they could
find me on trackstat dot org. You
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have a website for the practice as
well, like keen to chiropractorcom. Surprisingly
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that wasn't taken, so I took
it well, perfect, but thank you
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again so much, and thank you
to our listeners for tuning in to catch
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up with Cairo touch. You can
find more episodes of catch up with Cairo
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touch on spotify, itunes and Cairo
touchcom podcast. Again, I'm your host,
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Dr Brian Blast, and I wish
everyone listening a well adjusted day