October is Organize Your Medical Information Month. At this spooky time of year, don’t let a medical scare or legal action haunt you. Make it a priority to organize your medical information with these four suggestions. 

The Importance of Organizing Your Medical Information

There are many reasons you may need to have ready access to your medical information. Your medical provider may require them for verification; if any legal dispute regarding your medical history or care arises, your records may be needed in evidence; and your own perusal may be called for if you make changes to your care regimen. For example, Medicare’s Annual Enrollment Period (AEP) runs from October 15th through December 7th, so if you organize your medical information now, you will have all the information necessary to enter the program as needed. 

Ensuring that you organize your medical information is beneficial in a very general sense as well. Those who do generally enjoy better health. This is likely linked to being more cognizant and aware of one’s health, though it also means that medical providers have the information they need to administer the most advantageous care. In an emergency, it is critical to have such information at the ready. In your efforts to organize your medical information, we recommend the following steps:

Keep All Medical Records in One Secured Place

The first step when you organize your medical information is to gather all of it in one place. Though this may initially take quite a bit of effort, the time saved in an emergency situation or when the need arises is critical. Because every piece of your medical history in forming a complete picture, more is more: store everything, no matter how significant it may feel.

When gathering your medical information, ask your physician for help. Your doctor’s office is a good source for all the relevant records in one place. The staff may also be able to retrieve records from other medical facilities. These are the kind of things to include in your records:

• Basic personal information including blood type
• A list of allergies, including allergies to pharmaceutical drugs or food
• A list of current and past medications (including any side effects)
• A list of chronic health problems, such as arthritis, asthma, diabetes, or high blood pressure
• A basic medical family history especially including known hereditary diseases
• Other information that is vital in case of an emergency (including pacemakers, stents, or hearing and vision problems)
• Information from all visits to a doctor’s office (including date, physician’s name, and notes)
• Dates and results of procedures, tests, or health screenings
• All information about any major illnesses, surgeries, or hospital visits
• Major tests and screenings, especially for cancer, including colonoscopies, Pap tests, mammograms, and PSA (prostate-specific antigen) tests
• Hearing, vision, and dental records
• Immunizations records
• History of childbirth
• A history of any counseling received
• A list of current and past healthcare providers’ and pharmacists’ contact information

Create Order

It isn’t enough to have all your medical information in one place, not if pinpointing what you are looking for is not intuitive. Gathering and cataloging all of your medical documents will guarantee that any information you may need is in one easily navigable place. The system will be unique to the individual, but we recommend having a cover page that includes your name, your date of birth, and your blood type followed by a table of contents. You may choose to sort things chronologically or topically, grouping by medical condition or by kind of document (i.e. prescription or insurance records).

Include All Billing and Insurance Documents

Not all of your medical information will come from the clinic. It is important to keep insurance and relevant billing records with your other medical information as the financial side of healthcare is often where questions or disagreements arise. It’s recommended that you keep insurance statements and bills for at least three years. Insurance disputes can take a while—sometimes years—to get off the ground and to be settled. Keep your statements so there is clarity in case of any dispute.

Keep Electronic and Paper Copies

In this uncertain world, it is important not to keep all your medical information eggs in one basket. As you organize your medical information, keep electronic copies in addition to the physical documents you receive. 

Organizing Your Medical Information with Aspen Ridge Medical 

Individuals are responsible for organizing their own personal medical records. For hospitals, clinics, and other medical facilities, it is critical to manage copious amounts of medical information for copious amounts of patients. The challenge increases exponentially. Fortunately, there are strategies and services that make a very daunting process manageable. If you are a medical provider and need better systems to organize your medical information, Aspen Ridge Medical can help.

Waiting for the doctor is not enjoyable. It can increase anxiety levels as patients wonder how the appointment will go, if waiting will delay the rest of the day, and if being around others in the waiting room will expose them to illness. Extended patient wait times are not good for healthcare facilities either, since it means crowded waiting rooms and deterred potential patients. Patient wait time has a financial aspect as well, which is affected poorly the longer wait times become. 

Improving patient wait times is a constant goal for most medical practices, but the task can seem overwhelming. There are many factors in play, and the human element is the biggest one. Despite appearances, there are some tools medical facilities can employ to improve the situation. 

Patience Is a Virtue

Average patient wait times sit at about 20 minutes, which 43% of patients polled in a 2017 survey found frustrating. In fact, the wait makes nearly 2 out of 5 patients frustrated with their physician before he or she even comes in, and 61% of surveyed physicians have experienced negative feedback regarding wait times from their patients.

Unfortunately, the human element is the most common cause of extended patient wait times. 64% of physicians cite patients arriving later than their scheduled appointment time as the biggest reason clinics and practices run behind schedule. “Unexpected patient issues” wasn’t far behind, while technical difficulties and staffing challenges fell significantly lower

A Delicate Balancing Act

Doctors offices must find the balance between overbooking and having enough visits to not lose money from no-shows, which can cost an average of $200. That means that two no-shows every day will cost a practice more than $10,000 at minimum. 

More than half of the doctors surveyed claimed that patient wait time has minimal impact on their ability to retain patients, while nearly 30% expected it has a moderate impact. However, according to the patients surveyed, the top three consequences of long wait times are leaving the clinic without seeing the physician, advising others against visiting the clinic in question, and switching to a new doctor. With these responses in mind, it is easy to see how long patient wait times can harm a practice’s finances and reputation. 

This is the vicious cycle: practices overbook patients to compensate for the financial losses of missed appointments, but the long wait times that result actually cause missed appointments. An additional problem is that leaving after a long wait can sour a patient, and that poor opinion can spread to their contacts, leading to even more business lost.

Ways to Reduce Patient Wait Times

Amidst the frustrating cycle, there is hope. There are strategies that can minimize wait times, and even the smallest change can have large dividends. Consider the following tools:

Let Patients Know What to Expect

The consensus is that being told about wait times beforehand limits frustration. When patients arrive for their appointments or as walk-ins, let them know how long they can expect to wait. This requires a bit of calculation on a receptionist’s part, taking into consideration the number of appointments ahead of the patient and any no-shows.

Be Proactive About No-Shows

While emergencies will always arise and the possibility of patients failing to arrive for their appointments cannot be completely eliminated, it can be minimized on two fronts. Automated reminder messages can remind patients about their appointments hours and days in advance, reducing the risk that patients simply forget about their slots.

Many practices have also found it effective to establish a late-arrival policy, letting patients know there are consequences to multiple late arrivals. A practice in Massachusetts sends warning letters the first three times they are more than five minutes late, and on the fourth time asks the patient to find another provider. While this may seem dramatic, it can have a dramatic and positive effect on a practice’s wait times.

Gather Patient Information Before the Appointment Begins

While not many people love filling out paperwork before their doctor’s appointment, most people do expect it. Encourage patients to be very thorough when filling it out. With comprehensive information, physicians can make more informed assessments before the appointment begins.

Collaborate with a Telephone Triage Service or Utilize TeleHeath Technologies

If patients can communicate with triage nurses before they come in, those who do not need urgent care can be dissuaded from lengthening waiting lines. Telehealth services can help in a similar way, though a practice needs to have sufficient staff to make using it effective.

Adopt a Patient Portal or Use a Mobile Queue

Allowing patients to see where they fall in the line can help alleviate the frustration of waiting. 

Identify and troubleshoot bottlenecks in your software usage. YourReplace time-consuming applications with new, time-saving ones.

Identify Areas of Needed Improvement

Having a clear understanding of relevant metrics will help address problem places. It may be time to invest in software to that end. Where software bottlenecks exist, staff may need training or the software may need to be optimized to fit a specific practice. Updates may be in the queue that can save time. Tech should make a practice more efficient, not less.

The journey to minimize patient wait times does not have to be undertaken alone. For help identifying areas where efficiency can be improved, give Aspen Ridge Medical a call today.