                 DAILY OFFICE TASKS

 

MORNING CHECK LIST

    1.Turn on lights

    2. Turn on computer

    3. Get the skype  phone  ready because we always need to be
ready for the next phone call to provide the best service.  Check
the phone to see if any messages in case we need to call anyone back

    4. Have the billing/scheduling software ready and opened on the
computer

    5. Have charts out for patients scheduled for that day.

    6. Call back anyone that left a message the night before

    7.  Double Check and make sure the patients that are in the
computer also match what is written in the schedule book and check
to make sure this matches ALL charts that were ready for the day
(check this throughout the day as well)
    8. Call any insurance that needs to be checked on
 
    9.  Make sure all costs for each patient/massage is indicated
in the schedule for that day and look through to see who is coming
in so you know them by first name when they come in.

 

DURING THE DAY CHECKLIST

1.      Have current patient sign their chart and new patients fill
out paperwork

2.      Take care of  payment from patient and make sure all costs
for future appts for that patient and others in the schedule is
typed in
 3.      Schedule patient for their next appt. and put in online
scheduler and written scheduler
 
4.  Any new massage clients email them "THANK YOU" email and any
new patients email the doctor the "1st time treatment" email to
check over and add any relevant instructions.
 
 5.   Any patients calling to schedule for that day then work to
accomodate to get in asap because they are in pain and pull the
chart and put in both schedule.  
 
6. Any NEW patients or massages scheduled for the day remember to
get all info to put in the schedule: name, number, email, how they
referred and any health insurance info if applicable
Then Remember to email them the confirmation email AND the aweber
email with paperwork
 
7.       Call back any missed calls right away or get back to any
patients that called and needed more information throughout the day
 
 

8.      Make sure to empty any garbage cans that are full and add
new bags to them and Help clean around the office ie sweep any dust
out of the front and spray front desk with alchol spray to clean
(done when necessary every few days)

9.   Have your TO DO LIST so you can Check any marketing tasks that
need to be accomplished between patients  EXAMPLE:  birthday lists
for that month, any outside marketing ideas ie calling pregnancy,
pilates, yoga clinics to offer specials, birthday calls, think of
any patients you have not seen and just want to say hello and see
how they are doing.
10.      Add any patients that cancel to the react list and any
person who did not show up call them to make sure they are doing ok
(add them to the react list in the computer as well
 
11.  Always be ready for the next patient phone call or the next
person walking in or next person ready to check out and Anticipate
any questions or information they might need and the persons name.
 

EVENING CHECKLIST

   1. Have charts ready for the patients scheduled for the
following day.

   2. Make sure the patient that are on the computer are also in
the book and costs are in the computer

   3. Make sure to settle on the credit card machine at the end of
the day and staple all credit card receipts together.Record the
cash that is in the back and the front of the drawer.
4. Update your personal list of TO DO items so you know where to
pick up the next day.
 
4. Close programs and Turn off computer at the end of the  day
 
   5. Turn off all office lights at the end of the day
 
6. Make sure front door is locked on the way out.