When taking on a new case, it's important to provide a smooth client intake process. Not only is this time period crucial to gathering information to prepare you for the case, it's also critical to creating a strong relationship with your client. They come to you during incredibly stressful and frustrating times, and need to be able to access your services in a way that is simple, easy, and timely. If you're using an out-of-date, inefficient, or clunky system to welcome new clients to your practice, it's time to make changes to your client intake workflow.
There's a few steps you must take in order to effectively serve your home health care patients. Here's
a sample workflow of the home health care admission process—from initial intake to the first visit.
Formstack's in-house Professional Services team is made up of expert form builders who can help you jumpstart your home health admission workflow.
The quality of care you provide patients is crucial to not only their health, but the health of your business as well. With nearly 40,000 companies providing home health care services in the U.S., patients have ample options for their needs. As competition continues to increase, it's important to follow best practices that keep your patients healthy, happy, and safe. This will help you retain current patients, attract new ones, and become a provider of choice for hospitals and doctor offices. Implementing an efficient and effective system is key to providing quality services that sets your home health care business apart. Transform your home health admission process with these tips to improve efficiency, data capture, and patient satisfaction.
Think about how much data goes into processing one patient for home health care services. Whether it's due to a paper form getting misplaced, a transcription error, or a mistake made during manual data entry, paper forms can wreak havoc on your home health care admission process. Medical errors (including paperwork mistakes) are the third-leading cause of death in the U.S. Minimize the risk of errors and improve data capture with online healthcare forms. Your staff, partners, and patients will love how easy digital healthcare forms make the home health intake process, and you'll see an improvement in the efficiency and accuracy of data capture. Form data can also be used to create patient documents.
Paper forms can create barriers that slow down your intake process. If you're providing patients with fillable PDF forms, they may not have the tools needed to send the forms back to you, like a printer, scanner, or fax machine. Mailing paper forms is an inefficient and costly process that wastes your valuable time and resources. Improve the accessibility of your home health care intake forms by making them easy to access from a computer, phone, or tablet. Your staff can say goodbye to carrying clipboards, pens, and paper forms during home visits. Look for a form solution that offers offline form submissions so you can collect data anywhere, regardless of your internet connection or Wi-Fi access.
When taking on a new patient, you may need to communicate with multiple doctors, hospitals, health aids, and staff members before the patient's first home visit. Tracking all the data from these conversations and keeping everyone well-informed can become increasingly difficult. Implement digital workflows to streamline data collection and ensure all important information is kept secure and in one place. Instead of creating multiple forms that are sent out to different people at different times, combine your forms to create a standardized process. Connecting crucial stakeholders within one process will minimize errors, reduce miscommunication, and increase the speed of patient intake.
Handling personal health information in a secure way is crucial to your home health admission process. If your processes are not up to par, you could be endangering the health and security of your patients, as well as the financial health of your business. HIPAA violations can lead to huge fines and major penalties, as well as losing the trust of patients and partners. Avoid this by implementing an online form solution that is fully HIPAA compliant. Look for features such as secure cloud storage, advanced data encryption, password protections, file access controls, and user-level permissions.
Formstack provides a secure data collection solution that can help your business reduce paper, streamline key processes, and improve patient satisfaction. Formstack’s HIPAA compliant solution includes:
Accepting payments through custom online order forms is easier than you think. It's as simple as connecting your form to a leading payment processor, like Stripe, PayPal, or Authorize.Net. Formstack provides powerful payment integrations that make it simple and secure for customers to make online payments through your business or ecommerce site.
But deciding what payment gateway to use for your business can be overwhelming. There are fees to consider, contracts to figure out, and many features to research. Here are ten, quick questions to help you choose the right payment gateway fast and meet your bottom line.Take The Payment Gateway Quiz
Easily pass submitted form data to other apps with our selection of integration tools for web developers. You can set up your forms to meet any need. Update your company's CRM with new leads, add new contacts to your email marketing platform, collect online payments, and much more.
Streamlined intake procedures provide patients with quick and easy access to care, maintain high patient satisfaction, and improve patient retention. Gathering data before the initial intake assessment is crucial to developing effective treatment plans, minimizing administrative inefficiencies, and ensuring the patient's first appointment runs smoothly. Here's an example of how your organization can automate its mental health intake procedures to better serve patients and provide excellent care.
Jill submits her contact information and provides details on her symptoms. She receives an automated email informing her of the next steps in the intake process, and her data is routed to Dr. Evans for review.
Once Jill confirms she wants to proceed with treatment, the office admin begins Jill's intake process by adding her to the new patient form portal. Jill receives an email alerting her to new forms she needs to complete, including forms for emergency contacts, medical history, and insurance.
Emails are automatically sent to Jill on a pre-determined basis to ensure Dr. Evans receives her information in a timely manner. After Jill's intake forms are complete and her insurance is cleared, the office sends her another form to book her initial intake assessment.
When Jill completes a form, her data is automatically directed to the business office's central systems. This reduces manual data entry for Dr. Evans' staff and ensures the integrity and security of data across the organization.
Once Jill has provided details for her primary care physician (PCP), her PCP receives an automated email with a link to her intake form where they can securely upload Jill's medical records. Using Formstack's HIPAA compliant solution, Jill's PCP is able to safely and securely upload the information as part of the workflow.
Dr. Evans fills out the rest of Jill's mental health intake form during the assessment. He also reviews a treatment plan with Jill, which he and Jill both electronically sign. Once the form is submitted, Jill's data is routed to the front desk to set up payments and recurring appointments.
Formstack offers an enterprise-level data management solution that is fully compliant with HIPAA. Mandatory security measures include access controls, data encryption, auditing, logging, and more.Learn More
Technology, trends, and customer expectations are constantly changing. If you're not assessing your customer service process on a consistent basis, it's time to do so. An easy way to do this is by adding a customer satisfaction survey to your process. Send this survey to any customer who has recently interacted with your customer service department to get a better understanding of their experience. You'll be able to unearth what your business is doing right, as well as what areas need improving.
Help your customer service team excel by giving them more time to focus on customers instead of tedious manual work. The more you can implement customer service automation workflows, the less time your team will need to spend on repetitive tasks. Focus on ways to improve communication, speed up processes, remove repetitive steps, and streamline data capture. When your customer service reps are able to fully focus on the customer, you're bound to see an increase in customer satisfaction and retention.
The first interaction your customer has with your team could make or break their relationship with your business. In fact, 67% of customer churn could have been prevented if the customer's issue had been resolved during that first interaction. Customers expect your team to respond quickly, clearly, and correctly to their requests. Try opening different lines of automated communication, such as online forms, chat bots, and social media, to improve response time and accessibility. Implement ongoing training to ensure all customer service reps know how to answer questions, especially as your product or service offerings change over time.
Customers just want to be heard, understood, and have their problems solved. But this all needs to be done within a timely manner. Research continually shows that most customers expect a response to their customer service question, concern, or complaint within 24 hours or less. To ensure your customer service team is able to respond as fast as possible, take some time to audit the different communication channels your company uses to connect with customers.
How long is the average response time to emails? Are social media messages going to the correct team in a timely manner? Do your online forms acknowledge a customer's message has been received? Taking the time to audit your omnichannel customer service strategy will help you identify and improve any communication gaps that may be hurting your satisfaction and retention rates. If there are ways to implement automation early on in the customer service communication process, this may help speed up response times and improve customer interactions.
If you're using an omnichannel strategy, you're on track to customer retention success! It's been reported that companies using an omnichannel customer service strategy maintain an 89% customer retention rate. Here's an example of how you can streamline your omnichannel strategy using customer service workflow automation and online customer service forms.
Using the right technology can help your law office become more efficient and improve
the client experience. Formstack provides powerful tools and a variety of features
that can help your office run smoothly so you can secure more clients.
First impressions are everything. Here's an example of how to set your
law office up for success during the client intake process.
Once the contact form is submitted, Linda receives an automated email containing information about next steps and what to expect during the client intake process. Her information is routed to the lawyer best suited for her case.
Once Scott reviews Linda's initial request, he begins the intake workflow process by adding her to the new client form portal. Linda receives an email alerting her to new forms she needs to complete, including forms for emergency contacts, case details, and personal information.
Emails are automatically sent to Linda on a pre-determined basis to ensure Scott receives her information in a timely manner. After Linda's new client intake forms are complete, the portal sends her another form to book her first consultation.
Linda's data is automatically sent to your most critical business systems every time she completes a form. This eliminates manual data entry for your staff and gives them more time to focus on other tasks.
After Linda's initial consultation with Scott, she is sent an electronic fee agreement that outlines the extent of the client-lawyer relationship and includes fees, information on the employees working on her case, and details on how court costs will be handled. A document generation tool can be used to automatically update your standard fee agreement for each new client using information gathered from your forms.
Protect the information clients share with you. Formstack offers multiple security options, including 256-bit SSL, data encryption, reCAPTCHA, password protection, and HIPAA compliance.Start Now
Use pre-built legal form templates to create your own customized intake procedures. Just pick a form, customize it, and start collecting information in no time. Browse through the client intake templates below to get started.
If it's time to take your law office to the next level with an improved client intake process, we're here to help. Try Formstack for free now to create a customized workflow for your law office today.