If you are looking to grow your healthcare business, you need a HIPAA compliant CRM system. There are no 2 ways around this.
You need to manage existing patient relationships, referring provider relationships. You need to find and develop new patient relationships, referring provider relationships. Your front desk, marketing department, physician liaisons, call center, clinicians should not be working on different siloed systems.
Get the 360 degree view of your healthcare business with our HIPAA compliant CRM. Stay connected with patients with our easy patient engagement system.
HIPAA compliant healthcare CRM connected to your EMR
We follow Amazon’s Reference Architecture for HIPAA on AWS and will sign a BAA with you. MOST of the CRMs are NOT HIPAA compliant – we are. We connect to most EMR or practice management system that you might be using.
Patient Tracking CRM
Your EPM and EMR store all your patient information. Our HIPAA compliant healthcare CRM software simply pulls all that data in and helps you tag at your patients in a whole different way.
Once you have your patients tagged the right way, you can segment your patients any way you want. Want to separate patients by demographics? By insurances? Patient balance? By vitals? Do anything you want.
Referring Provider Tracking CRM
Our HIPAA compliant healthcare CRM software helps you manage various physician referral sources. Look at your referring providers in a whole different way. Who sends the most referrals? Whose referral volume has slowed down? Who needs to be sent Thank you letters? Who should you meet with?
Find new referring providers with our CRM
If you are serious about growing your healthcare business, you need to be constantly adding new referral sources. Whether you are digging for referral sources from your patient appointments or you are digging around for referral sources around your offices, we’ve got your back. Healthcare data available to the public is notoriously dirty. Regardless, we provide you with provider information that are available publicly, free of charge.
Use a CRM to understand your patients and partners
Our healthcare CRM helps you segment your patients and provider data any way you want. You can use our filter builders to segment your data. Once you have segmented data the way you want to, you can just save it as a saved search. This way you can always go back to the saved search and be able to see the latest data.
Manage relationships with a healthcare CRM
Campaigns are the heart of medical marketing. Once you have segmented your patient data or your provider data, you can create campaigns. We will even warn you if the same patient or provider is in multiple campaigns so you get a chance to remove them from one campaign or the other. Read our medical marketing guides to understand how to use campaigns to increase your patient volumes.
Manage healthcare referrals with our healthcare CRM
Manage all patient referrals you receive via fax, phone, EMR, other referral websites – all in one place. Use our healthcare referral management software to track, manage, report on medical referrals. Use your EMRs referral module and track referrals better.
Community Outreach using our medical CRM
Want more patients? Need to run community outreach campaigns? Our patient contact center does community outreach for our healthcare customers. Basically, this breaks down into a few campaigns – mailing postcards, voicemail drops, sending SMS (to mobiles) and a voice call from agents for the last mile (i.e. patients that just don’t respond). You can too!
Contactless Checkin using the CRM
You can use free appointment request forms available in our healthcare CRM forms library. We can also create custom appointment forms for your practice for free. Once you have your appointment request form, you can add it to your website. Or, you can send a link of the appointment request form via text message or email to anyone that wants a new appointment. We have had great success by integrating our appointment request form links in the text message that our customers’ phone system sends to the patients calling in. Our appointment request forms also allow for patients to specify their appointment date/time preferences.
Digital Patient Intake with our healthcare CRM
You can ask your patients the intake questionnaire that your techs spend time asking them. Have patients enter their chief complaint, history of present illness, medical, surgical histories, insurance information, upload ID cards, social histories etc. This is possible using our healthcare CRM software. All of this saves us 10-12 mins per patient visit. All done for you, before the patient even comes into your offices. Here’s a guide on patient intake for practice managers. You can save time on the patient intake process and see more patients per day, using digital patient intake software like ours.
Eligibility and prior authorization – inbuilt in our CRM
We can run patient insurance eligibility checks for coinsurance, deductible details. In addition, if the patient is coming in for specific procedures, we can alert your team of prior authorizations needed before the patient visit. Since our healthcare CRM software helps you manage your medical referrals and digital patient intake, all in one place, having insurance eligibility checks and prior authorization flags truly helps cut down the revenue cycle management errors. In addition, you can also hire our medical billing team to assist your front desk/billing teams.
Patient Payments using our healthcare CRM
We allow patients to pre-pay for their co-pay if you use our healthcare crm software along with our customer engagement software. Your patient statements and patient payment forms can be customized in our healthcare CRM forms library. Patients can also pay their copay while they are at their visit – contactless, just by using the payment link you send them. This allows for contact less payment, no cash in the offices (safer) and also allows you to continue having a credit card on file. For surgery scheduling, patients can also pay their surgery deposit.
Effortless patient reviews from our patient CRM
Send automated personalized patient reviews requests
Personalize your text or email using our templates or use your own. Send them once a day (to all patients seen) or within 15 mins of your patient leaving the clinic. Your choice.
Get patient reviews on any website you want
We always recommend getting patient reviews on Google (the search master of the world). But if you prefer Yelp, Healthgrades, ZocDoc, Caredash or anything else – no problem! It’s just as easy
Get patient reviews for unlimited locations
Whether you have one practice location or a hundred, our HIPAA compliant CRM doesn’t set limitations. Set up your locations, send patients personalized reviews request or satisfaction surveys each day.
Track physician referrals using our referral CRM
If you work for a specialist office, you know what handling referrals is like. Some providers fax you referrals, some call you with referrals, some use a third party referral website, while some use DIRECT TRUST emailed referrals (EMR to EMR). You can’t really say no to any of them, can you? At the same time, you also need to keep yourself from going insane ! We make it easy for you to handle all referral sources from one place. As soon as you sign up, our healthcare CRM gives you a referral fax number. All faxes you receive for referrals (including faxes sent by third party referral websites) can all be handled from one website. Your referral partner doesn’t need to change anything about sending you referrals. You can also receive all referral emails at your healthcare CRM inbox itself. Just like with faxes, you can handle referrals emails and report back to your referring providers.
Effortless surgery scheduling using our healthcare CRM
Use your own surgery booking forms
Send us your surgery booking form, your surgery consent, history and physical, specialty forms etc. You no longer have to write down details of the patient, insurance etc in each form.
Print pre-filled surgery forms for your patients
Simply click on any form you like, hit the print button – all the information is already there. You can also have your doctors use the Surgerical mobile app iOS and Android) to book surgeries.
Assign tasks and due dates to your surgery collaborators
Once you or your front desk has created the surgery, you can assign each task to another team member. Prior authorization , Medical. COVID clearances tasks? Just assign it to someone from your team and put a due date on it.
Automated patient engagement
Use our template library for appointment reminders, no shows, cancellations, patient balance reminders, recalling patients fallen out of care, satisfaction surveys (CG-CAHPS), reviews requests, payment confirmations, demographics update, insurance update campaigns, consent form signatures, marketing blasts, regular updates, patient check in messages, wellness campaigns – you name it!
2 way text messages
You can service more customers / patients with less efforts. When you are on the phone with a customer / patient, you can only service one customer / patient at a time. Just like we use text messages to have multiple conversations with our friends – use our web texting software to have multiple conversations with customers / patients anytime, anywhere.
Text Message Blast
Tired of sending messages to customers / patients one by one? No problem – send text messages to ALL your customers / patients in one shot, without being an IT geek.
Text message templates
Tired of typing the same response to customers / patients all the time? With our business texting software you can create quick responses and simply reuse them with one click.
Automated text messages
Do you have to send customers / patients appointment confirmation messages? How about appointment reminder messages? Or automated messages if customers have not kept their appointments? We let you do all this easily.
Voicemail drops where messages fail
How many mobile numbers do you really have in your EMR? When your EMR sends out those messages to patients for confirmation.. they all fail to deliver messages sent to the landline numbers. Our patient contact center team knows these issues very well. So, instead of failing to send appointment reminder messages, we send a voice note to those patients. If patients actually pick up the call, then can press 1 to speak to an agent. If patients do not pick up the call, the voice note is left as a voicemail on their answering machine.
Appointment reminders
Just like your EMR can send appointment reminders, so can we. The difference is that we can send appointment reminders on multiple channels – channels that your patients prefer.
No show reminders
Just like your EMR can send no-show reminders, so can we. We can also send appointment no-show reminders on multiple channels that your patients prefer. In addition to that, you can also leverage tried and tested no-show script templates that our patient contact center team uses daily.
Cancellation outreach
You get the benefit of using tried and tested templates that our patient contact center team uses daily. We reach out to patients on multiple channels – email, SMS, voice etc. Try that with your EMR 🙂
Balance reminders
Still sending paper statements from your EMR? Ugh. Most of your paper statements are going to the trash. Who reads paper statements these days anyways? Why even spend so much money on paper statements? Use our battle tested balance reminder scripts and deliver it to patients over various channels.
Payment confirmations
You no longer have to send paper statements for payment confirmations either. We deliver them via messaging. Save on paper costs (yes, your EMR does charge you) and stamp costs.
Patient reactivation
Do you have patients that you have not seen in over a quarter? Time to bring them in! This is the main methodology that our patient contact center team has used to various clients to generate more visit volumes for them. Lean on our experience, our scripts, our templates and take care of more patients without the communication overheads!
Satisfaction surveys (CG-CAHPS)
Want to know how your staff is doing? Go ahead and ask your patients. Use our templates to create satisfaction surveys that are styled after CG-CAHPS visit type ones. We can deliver your survey over voice and messaging.
Patient reviews requests
Want to collect patient reviews on a daily basis? No problem. Try our patient engagement software, use our templates or create your own! Set it once and forget it. We will even respond to your patient reviews on your behalf in a HIPAA compliant way.
Demographics update campaign
This alone helps our medical billing team reduce denials. They use our patient engagement software and send automated personalized messages to patients reminding them to update their demographics. We can deliver this automatically over various channels as well. Use our scripts and templates and you will be on your way.
Insurance update campaign
Here’s another one that helps our medical billing team reduce denials. Plus, it also helps out medical billing team find out unused insurance benefits as well. They use our patient engagement software and send automated personalized messages to patients reminding them to update their insurances. We can deliver this automatically over various channels as well. Use our scripts and templates and you will be on your way.
Consent form signatures
The more you communicate with patients before their appointment, the higher the chances of them showing up 🙂 We have seen that on a regular basis. Instead of just communicating with them about their appointment, ask them for various signatures or demographics information to keep them engaged until they show up. Feel free to use our tried and tested templates.
Marketing blasts
From time to time, you can run marketing campaigns to bring patients back to your health system. We make it easy to run marketing campaigns without involving your front desk or back office staff even one bit. All delivered across multiple channels.
Practice updates
A new doctor joined? Need to cancel appointments because a doctor has an emergency? Location closed down for a few days because of bed bugs (yes, we have seen those as well). No problem. In a few clicks, you can send blast of messages to patients.
Patient “checking in” messages
Here’s one trick to engage patients and retain them for life – checking in or touching base with patients shortly after their appointments. It works wonders and can be done without much of a hassle at all.
Wellness campaigns
Wellness campaigns are amazing. It’s a great way to take care of your patients and help them avoid bigger health issues in the future. In addition to that, it’s very good for your business as well (think of the MIPS requirements your payers put you through). We have several campaign templates out of the box waiting for you to use or customize. Here’s a partial list
- (CDC) COMPREHENSIVE DIABETES CARE
- (CBP) CONTROLLING HIGH BLOOD PRESSURE
- (COA) CARE FOR OLDER ADULTS
- (COL) COLORECTAL CANCER SCREENING
- (BCS) BREAST CANCER SCREENING
- (CCS) CERVICAL CANCER SCREENING
- (CIS) CHILDHOOD IMMUNIZATION STATUS
- (IMA) IMMUNIZATIONS FOR ADOLESCENTS
- (W15/W34/AWC) WELL-CHILD AND ADOLESCENT WELL-CARE VISITS
- (ABA) ADULT BMI ASSESSMENT
Community outreach campaigns
Medical marketing is not easy. You constantly need to generate new business (aka patients). Community outreach is a great way to introduce your patients to your practice, a new location, a new doctor etc. We can help you deliver!
“Use it or lose it” campaigns
Dental and vision businesses have a unique opportunity at the end of year, each year. Patients may end up with unused healthcare dollars in their accounts. You need to run an end of year “use it or lose it” campaign at the beginning of the 4th quarter each year. We have several campaign templates out of the box waiting for you to use or customize.