Practice Management Alert

Take advantage of the year winding down to prepare for 2021.

The end of the year is an important time to tie up loose ends so you can head into the new year fully prepared for a fresh start. For a lot of people and businesses, 2020 has been particularly tough; make sure you’re ready to put the year behind you.

Incorporate these suggestions into your own list of end-of-year quarter to-dos.

Gather Updated Books

If you haven’t already purchased the 2021 editions of the CPT^® and ICD-10-CM books, time is running out to make sure you’re familiar with crucial new information. The 2021 ICD-10 codes already went into effect in October, and the new CPT^® codes go into effect Jan. 1, 2021.

Spring for the spiral-bound professional edition, which has diagrams and CPT^® references, says Terry Fletcher, BS, CPC, CCC, CEMC, CCS, CCS-P, CMC, CMCSC, CMCS, ACS-CA, SCP-CA, owner of Terry Fletcher Consulting Inc. and consultant, auditor, educator, author, and podcaster at Code Cast, in Laguna Niguel, California.

Simply having the new books in hand isn’t enough — time is running out to understand any updates before you need to incorporate the changes into your work. Dedicate an hour or so to going through the book so you’re prepared.

Hint: The professional edition of the CPT^® book has self-sticking tabs that are already labeled with various specialties, as well as some that are blank, Fletcher notes. Use these tabs as you peruse the new codes and guidance so you can easily reference the changes that matter most to you and your practice. However, wait until December to spotlight the new codes so you don’t confuse yourself.

If you want to boost your knowledge further, research healthcare-focused magazines or even podcasts that pertain to your specialty. Incorporate time to read an article or two a month — or to listen to a podcast episode — so you can broaden your own perspective of what’s going on in the healthcare business world.

Manage These Online Tasks

If you have any subscriptions to online reference materials or memberships to professional organizations, check now to make sure you’re up to date with orders or dues. If you need to renew later in the year, make sure you have money budgeted and reminders on your calendar so you’re all set when the time comes.

If you haven’t already taken advantage of a less formal but still incredibly helpful resource, do so now: Join a social media group that is focused on your specialty, Fletcher recommends.

Facebook, LinkedIn, Twitter, and even Instagram have coding-focused groups or communities where other professionals ask questions, provide answers, and share the sort of inside-joke memes that may bring you peace and solidarity, even if most of the folks in your circle wouldn’t understand.

While social media can be a really useful addition to your network and workflow, don’t let it become a distraction. Set aside a dedicated time each day to check your accounts, but don’t give into the endless scrolling that most platforms are designed to encourage.

If you personally control your practice’s website, comb your site now to see if there are any updates you need to make before 2021 — or generally. If you have a website manager who physically makes any edits, make a list of changes you need before delegating those tasks.

Double-Check Agency Timelines and Requirements

You don’t want to let any important deadlines or start times slip by, especially those dictated by federal or state agencies that affect compliance or reimbursement. Know your responsibilities for submitting different reports or data or documentation, and make sure pertinent dates are on your calendar — with reminder notifications!

Take Care of Yourself

Heading into a long, dark winter after a long, rough year is daunting, so don’t wait until Jan. 1 to prioritize some self-care and habits that promote well-being.

Clean your desk, Fletcher recommends. Remove the clutter of past publications, mail, and random pens or pencils or scrap paper. In fact, remove as much as possible from your desk and wipe it down before organizing and returning only the usable or timely necessities.

The holiday season can be tough on the budget, but if there’s any wiggle room, choose some small purchases wisely, like on handwritten snail mail, Fletcher says. Sending out snail mail holiday cards or thank you notes or “just because” letters can bring you contentment and bring the recipient joy.

Don’t wait until you start making your New Year’s resolutions to make changes to your daily routine, if you feel like you could use some updates, too. Consider making 10 minutes of stretching or a brisk walk part of your routine, either before or after work or when you need a quick break.