In this episode of the Dietitian Boss Podcast, Libby Rothschild, founder of Dietitian Boss and registered dietitian, I'm excited to share insights on client care in this episode. We'll delve into efficient processes to elevate your services and prevent burnout. By breaking down the three key phases: before, during, and after appointments, I'll provide actionable steps to enhance your practice.
What you’ll learn from this episode:
Before Appointments:
- Review Client Information: Dive into intake forms, health history, and referral sources to understand each client's background and tailor your sessions.
- Prepare Your Space: Create a professional and welcoming environment, whether virtual or in-person. Ensure ergonomics and consider noise cancellation for online sessions.
- Establish Policies: Set clear expectations with a pet policy, child policy, and late cancellation policy outlined in your terms and conditions.
During Appointments:
- Structure Your Sessions:
- Consider your format based on insurance, session packages, or support communication.
- Start with a warm welcome, outline the agenda, and ask for client input.
- Follow a basic structure: review progress, discuss current issues, and set goals (adjustable based on the client's needs).
- Utilize open-ended questions, active listening, and clear communication.
- Document Key Information: Capture important details with the help of AI charting tools (ensure HIPAA compliance!). This saves time, boosts accuracy, and allows you to focus on client interaction.
- Stay Organized: Use a structured appointment template to guide your sessions and keep your notes organized within your electronic medical record system (EMR) like Practice Better (affiliate code available!).
After Appointments:
- Update Records Promptly: Don't let notes pile up! Review and finalize your notes as soon as possible for optimal accuracy and care.
- Send Follow-up Communication: Reinforce key points and next steps with a summarized email or message. Utilize AI assistance if available, but always review before sending.
- Tackle Billing and Admin Tasks: Stay on top of these tasks to avoid overwhelm. Handle billing promptly (same day or next day for cash pay) and track invoices carefully.
- Create a Routine: Schedule dedicated time after appointments or every few appointments to handle communication and billing tasks.
Connect with Libby:
Are you ready to get support? Team Dietitian Boss offers support to help you start, grow and scale your private practice. Book a call to learn more about what options we offer to help you based on your stage of business.
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