Starting and Building a 21st Century Private (Independent) Practice Administrative Challenges Richard Sethre, Psy.D., L.P..

Starting and Building a 21st Century Private (Independent) Practice

Administrative ChallengesRichard Sethre, Psy.D., L.P..

Topics reviewed:•Working with landlords and renting office space, Soundproofing;

•Computer security issues, EHRs;•The advantages of a paperless office;•Insurance issues;•Helpful ongoing resources.

Landlords and rental challenges•Landlords may or may not have an interest in the unique needs of a mental health office.

•The average office rental fee for the Metro area is $13.11.

•Decide whether to rent an office space on more than just the rent.

•Shop around.

Office renting challenges, con’t

•Soundproofing is crucial- brings someone with, or a radio, and test the soundproofing.

•Talk to other renters. •Keep in mind that you are likely to need to stay there a while (see MCO relocation issues).

Soundproofing issues

Most common problems:• False ceilings• Hollow walls• (the worst)

cheap hollow doors

Computer security

• If the landlord provides free wi-fi, use a VPN.• You MUST encrypt HPI on your computer.• Your business computer should be a “lean and clean”

machine- use it only for business functions, have as few programs installed as possible.

• Regular backups are imperative. • If you know what you are doing, ability to fall back on

backups is wonderful. • If you don’t know what you are doing, you can loose

everything due to operator error!

Free computer knowledge resources

• pcworld.com – several blogs• cnet.com/news/ • http://recode.net/category/security/• New York Times: http://bits.blogs.nytimes.com/• Wall Street Journal: http://blogs.wsj.com/digits/• http://www.healthcareitnews.com/blog• www.mhconcierge.com blog

Electric Health Records• Very complex questions• Patient confidentiality• Security of data – eg, recend disclosure of problems

with storing data in the Cloud• Advantages: part of the new digital office, will be

mandated by many/most regulatory bodies in the near future, including ACOs and BHHs.

• MN- allows an exception – but do you want to be left out of the new practice opportunities?

The paperless office

Advantages:• Everything is digitally back up.• Less office clutter.Disadvantages (potential):• You need to be (a little) more disciplined –

strict workflow processes.• If you screw up, you can lose a lot of stuff.

Your new best friend

Epson Workforce Pro GT-S50Cost: about $350 Time saved per year: LOTS of HOURS

The paperless office, digital filing system• It is important to have a strict digital filing system:

• Master HPI folder• Subfolders, by year

• Subfolders, by patient• Subfolders, by each year patient has been seen

• Subfolders, service categories• Clerical• Coordination of care• Assessments• Progress notes (eg, 15, Last name, first name, date

Insurance issues• Malpractice – mandatory. • Business property insurance: protects small business owners from

losses due to damage to physical space or equipment and as a result of theft:

• losses resulting from a fire, lightning, windstorm, hail and explosion;

• other types of perils, such as a roof collapse (e.g. caused by snow or ice), riot and civil commotion;

Business liability insurance: bodily injury; damage to others’ property; personal injury, including slander and libel; and false or misleading advertising.

Ongoing resources- after you get started, resources to help you survive, and thrive in independent practice

•Peer consultation groups – highly recommended.•Listservs – highly recommended, but be wary of black-and-white statements- trust the flow over time. • MPA – DLPP, PDD• APA- divisions• [email protected]

Ongoing resources, con’t• Edward (not Ed) Zuckerman:

http://www.theclinicianstoolbox.com/• Ofer Zur, Ph.D., Zur Institute: http://zurinstitute.com/• http://www.practiceofthepractice.com/• Free writing tips from a local expert:

http://www.wilbers.com/• http://neuropsychnow.com/ (practice tips, not limited to

neuropsych)• [email protected]• http://psychcentral.com/

[email protected]

[email protected]

[email protected]

Ongoing resources: con’t

•https://tameyourpractice.com

•Ken Pope, Ph.D., a tremendous and highly reliable source: www.kspope.com•Posting service (not a listserv): [email protected]

Practice resource books

•“The Well-Managed Mental Health Practice,” by Donald Wiger, Ph.D.

•“Clinician's Electronic Thesaurus, Version 7.0: Software to Streamline Psychological Report Writing (w/ CD-ROM) (The Clinician's Toolbox)”, Edward Zuckerman, Ph.D. – and other books in the “clinician’s toolbox” series.

Ongoing resources: LinkedIn Groups• Minnesota Private Practice Professionals• Minnesota Therapists (1,000+ members)• Minnesota Counseling Association• Mental Health and Private Practice Marketing and

Management (national group, 22,000 + members)• MPA (no posting in least 3 months, one poster in 3

mo. prior)• Minnesota Weight Loss, Bariatric and Wellness

Behavioral Health Professionals Network

Discussion, questions, comments

•[email protected]•www.mhconcierge.com•MN MH Professionals Practice Resources interdisciplinary listserve•[email protected]