YOUR FRONT DESK CA.   A-Z

CORRECTLY USING YOUR OFFICE STAFF IS VERY IMPORTANT.  MOST OFFICE DO NOT HAVE A CLEAR PLAN FOR THIS

HERE R THE RULES

1- PHYSICALLY SEPERATE OFFICE PERSONEL

2- OUTLINE EACH EMPLOYEES JOB DUTIES AND DESCRIPTION

3- MAKE A LIST OF EACH CA’s DUTIES

4- PARKENSONS LAW

STATES A GIVEN AMT OF WORK TO GET DONE IS DIVISIBLE BY THE NUMBER OF PEOPLE ASIGNED TO DO IT WITH IN THE TIME FRAME ALLOWED. FOR EXAMPLE. LETS SAY U HAD 100 UNITS OF WORK THAT WAS BEING DONE BY ONE PERSON. TWO PEOPLE DOING THE SAME JOB WILL NOT PRODUCE 200 UNITS OF WORK IN THE SAME TIME FRAME.

5- NEVER HAVE A JOB WHERE EMPLOYEE HAS FREE TIME

6-USE AS FEW PART TIME PEOPLE AS POSSIBLE

7- INSTALL UR CAUSE, PURPOSE, PHILOSOPHY INTO UR EMPLOYEES...IF U HAVE A HIGHER CAUSE,, UR EMPLOYEES WILL TEND TO GET CAUGHT UP IN THAT AND BE MOTIVATE BY IT, RATHER THAN BY MONEY

8-REWARD EFFICIENT AND LOYAL EMPLOYEES

9-HAVE JOB DESCRIPTIONS

10- HAVE AN OFFICE POLICY

11- ALWAYS SET GOALS FOR ALL STAFF

EFFICIENT SYSTEMS FOR FT DESK

1- LARGE APPOINTMENT BOOK. NON COMPUTERIZED

2- TRAVEL CARDS TO GET PTS TO AND FRO THE ROOMS

3- A CLIP SYSTEM TO KNOW WHICH ROOMS ARE OPEN AND NOT

4- MULT APPNT CARDS

6- OFFICE POLICY

(Much of the new technology in Chiropractic is great, however experience in hundreds of offices has proven that some of the basics are better not changed. The above list is 6 such procedures.)

CHARACTERS OF A GOOD EMPLOYEE

-committed

- pleasant

- efficient

-bright

- people person

-dependable

- motivated

- positive

- enthusiastic

CHARACTERS OF A POOR EMPLOYEE

-performs poorly

- chronic late

- makes repeated mistakes

- not dependable

-misses work

-negative

- not a team player

OVERVIEW:

IF YOU EVER HAVE A BAD FEELING ABOUT AN EMPLOYEE, IN YOUR GUT OR IF U EVEN START DREADING GOING IN YOUR OFFICE THEN INNATE, YOUR GUT IS PROBABLY TRYING TO TELL U SOMETHING AND U NEED TO MAKE AN ADJUSTMENT.. CHANGE AS SOON AS POSSIBLE.

HOW MUCH SICK DAY DO YOU GIVE?

HERE IS HOW THIS WORKS FIRST VACATION PAY NONE FOR THE FIRST 6 MONTHS ON THE JOB'..THEN STARTING THE 7TH MONTH, THE CA ACCUMULATES 8/10'S OF A DAY FOR EACH MONTH.. SO AT THE END OF ONE YEAR.. OR 12 EQUAL MONTHS, THE CA HAS ACUM 5 EQUAL DAYS OF 8 HRS A DAY..SO FOR EXAMPLE, IF A CA HAS BEN THERE 7 MONTHS THEN THAT CA HAS ACCUM 8/10'S OF ONE DAY..8/10'S OF ONE DAY IS ABOUT 7 HOURS.

THERE ARE REASONS FOR THIS:

1- SO THE CA DOESNT GO OVER 5 DAYS THE FIRST YEAR VACA

2- SO THE CA DOENS WORK 6 MONTHS, TAKE A WEEK OFF, AND THEN QUIT.THEY HAV TO WORK THE FULL 12 MOTNHS TO ACCUM 5 DAYS OFF VACA.

3-THE SECOND YEAR IT ACCUM THE SAME WAY, BUYT THERE IS NO WAIT THE FIRST 6 MONTHS MEANING THE SECOND YEAR THE CA ACCUM 10 DAYS AT THE END OF THE SECOND YEAR..

4-CA CAN TAKE ANY VAC THEY WISH AT ANY TIME, AS LOONG AND THEY HAVE ACCUM IT...IF THEY DONT HAVE IT IN THEIR ACCUM BANK, THEY DONT GET IT

FRONT DESK JOB DESCRIPTIONS. YOUR FT DESK PERSON IS THE MOST IMPORTANT PERSON IN UR ENTIRE OFFICE..THIS IS THE # ONE CONTROL POINT. UR FT DESK PERSON HAS 8 SPECIFIC RESPONSIBILITIES:

1- ANS THE PHONE

2- APNT BOOK

3- PROCESS NEW PTS

4- MULT APPNT CARD

5- COLLECT MONEY

6- TRAVEL CARD SYSTEM

7- MISSED APOINTMENTS

8- SCHED AND PROCESS NEW PTS

BONUSES

BONUSES R BASED ON MULT CATEGORIES ..COLLECTIONS..PRODUCTION..PT VISITS..NEW NEW PTS..THIS IS BROKEN DOWN DAILY..MONTHLY..AND WEEKLY

1-GO BACK AND GET UR AVERAGES FOR THE PAST 3 MONTHS IN EACH CATEGORY..TAKE UR AVERAGES AND MOVE THEM UP BY 15%% APPROX..THIs IS UR BONUS LEVEL..UR NEW SET POINTS..WHEN U HIT THEM, U MOVE IS AHEAD IMMEDIATELY BY ANOTHER 15 %..

2-THEN U PUT A DOLLAR AMT ON EACH BONUS LEVEL

-DAILY IS $15

-MONTHLY IS $50

-WEEKLY IS $25

EACH TIME A GOAL IS HIT, U PAY IT OUT..  AND MOVE IT UP IMMEDIATELY ANOTHER 15%. SO, THERE A MULT LEVELS AND WAYS THEY CAN HIT THESE. LETS TAQKE AN EXAMPLE LETS SAY IN THE MONTH OF OCT YOU HIT, 4 WEEKLY GOALS.. THE BONUS PAY OUT WOULD B $100 EACH CA AND LETS SAY YOU HIT 2 WEEKLY, THE PAY OUT EACH CA OWOULD BRE $50. AND LET SAY U HIT 3 MONTHLYU GOALS, THE PAY OUT EACH CA WOULD BR BE $150..SO LETS SAY THE ON MONDAY..YOU HIT A DAILY GOAL FOR PT VISITS AND ONE FOR NEW PTS..THE PAY OUT WOULD BE $30 ETC ETC,, THE POINT BEING THERE ARE MULT WAYS THEY CAN BE HIT, AND MULT COMBOS ETC.. IT KEEPS IS INTERESTING, AND YOUR STAFFS MIND IN IT

THE LEVEL YOU ADD STAFF DEPENDS ON IF YOU DO THERAPY/REHAB/ OR ARE A NON THERAPY PRACTICE.  HERE ARE THE GENERAL STAFFING LEVELS.

IN A THERAPY PRACTICE:

- ONE CA CAN HANDLE EVERYTHING UP UNTIL YOUR OFFICE HITS 75 VISITS A WEEK, THEN YOU ADD FULL TIME CA # 2. THIS WILL TAKE YOU TO 150 PER WEEK, AT WHICH TIME YU ADD CA # 3.  THIS   WILL TAKE YOU TO 225 PER WEEK…  THESE EMPLOYEES NEED TO BE FULL TIME. ONCE YOU HIT 225 YOU CAN CONSIDER SOME PART TIMERS TO FILL GAPS

IN A NON THERAPY OFFICE:

-  ONE CA CAN HANDLE IT UP TO 120 VISITS A WEEK.  AT WHICH TIME YOU ADD CA # 2.  THIS WILL TAKE YOU TO 200, AT WHICK TIME YO U ADD CA # 3. THIS WIL TAKE YOU TO 350 PLUS PER WEEK