OFF S

ITE S

TAFF

SERVIC

ES

G E T T I N G G O O D H E L P H A S N E V E R B E E N E A S I E R …

BENEFITSStaff Support at a Fraction of the Cost of an employee:

No Training, Equipment, or Payroll Expense Utilize off-site administrative support as little or as much as

you need All expenses 100% tax deductible And you pay only a fraction of what you would pay your own

employee for the same work.

Offer your patients more, while you pay less… Using off-site administrative support, you gain greater

efficiency and flexibility to allow you to improve patient care… By contracting those duties that do not require direct patient

contact, providers can devote their on-site employee resources toward services that are directly billable to the patient and reimbursable by third party payers.

Improves the bottom line while improving the patient’s perception of their in-office experience.

“THIS REALLY MAKES A LOT OF SENSE…”

“THIS REALLY MAKES MY JOB EASIER…”

• Telephone coverage– appointment scheduling, messaging, and screening

• Online calendaring – immediate confirmations, notifications & timely reminders.

• Additional à la carte services available, such as:

• Patient re-activations

• Daily charge and payment posting*

• Credit card processing**

• Other services per request

* With OfficeAlly.com’s free PracticeMateTM Practice Management System** credit charges processed daily via your bank’s web-based online processing portal

WHAT WE DO…

BASIC CALL HANDLING

When your patient calls, he gets to choose – Schedule an appointment, Urgent call forward, or Leave a message…

• Schedule… goes to the scheduling desk (off-site administrative support).

• Urgent… call routed to back-office number.

• Message… voicemail with your recorded outgoing message for later call-back during scheduled “down-time”.

JUST THE RIGHT LEVEL OF ACCESS…

INFORMED…

• Appointment Confirmation - immediately emailed to patient.

• Appointment Reminder - emailed to patient 24 hours before their appointment

• Doctor/Staff Notification - immediate email/SMS/Online Calender update

• You control when calls are routed to Off Site Staff Services and when they are not. You direct and control all call forwarding from your own office line… No new numbers, no loss of complete access at all times.

• You will have your own login and password to your OffSiteStaff.us calendar so that you are able to stay abreast of same-day calendar changes or update your own off-line calendar.

SCHEDULING THAT EVERYONE IS ON TOP OF

FOR THE PATIENT: APPOINTMENT CONFIRMATION

FROM THE PATIENT’SPERSPECTIVE

FOR THE DOCTOR (STAFF):APPOINTMENT NOTIFICATION

FROM THE DOCTOR’SPERSPECTIVE

FOR THE PATIENT:APPOINTMENT REMINDER

FROM THE PATIENT’SPERSPECTIVE

Whenever an appointment is scheduled 48 hours or more in advance, a reminder email is sent 24 hoursbefore the appointment time.

INFORMED… AND IN CONTROL…

• Appointment Confirmation - immediately emailed to patient.

• Appointment Reminder - emailed to patient 24 hours before their appointment

• Doctor/Staff Notification - immediate email/SMS/Online Calender update

• You control when calls are routed to Off Site Staff Services and when they are not. You direct and control all call forwarding from your own office line… No new numbers, no loss of complete access at all times.

• You will have your own login and password to your OffSiteStaff.us calendar so that you are able to stay abreast of same-day calendar changes or update your own off-line calendar.

SCHEDULING THAT EVERYONE IS ON TOP OF

SCHEDULING THAT FITS THE WAY YOU PRACTICE

• Cluster Booking- Off Site Staff Services scheduling desk personnel are

trained in “locus booking” procedures so that you can maintain usable down-times and stay focused during the “up-times”.

• We accommodate different scheduling approaches:- Scheduling on the hour, half hour, or quarter hour- Multiple appointment booking- Scheduling for non-doctor staff services such as massage,

therapy, etc.

• We are open to consider any other “special procedures” that you wish to use.

CUSTOMIZED SCHEDULING PRACTICES…

ONLY PAY FOR THE

SERVICES YOU NEED

Our basic service plan provides for full time coverage…

Two 4-hour Shifts per day, Five days per week.

Monday

Tuesday Wednesday

Thursday

Friday

9 – 1pm 9 – 1pm 9 – 1pm 9 – 1pm 9 – 1pm

2 - 6pm 2 - 6pm 2 - 6pm 2 - 6pm 2 - 6pm

FULL TIME COVERAGE…

ONLY PAY FOR THE

SERVICES YOU NEED

We also have a part-time coverage plan…

One 4-hour Shift per day, Five days per week.

(example part-time schedule)

Monday

Tuesday Wednesday

Thursday

Friday

9 – 1pm 9 – 1pm 9 – 1pm

2 - 6pm 2 - 6pm

PART TIME COVERAGE…

ONLY PAY FOR THE

SERVICES YOU NEED

Or design your own custom coverage plan…

Pick just the shifts you need

(example custom schedule)

Monday

Tuesday Wednesday

Thursday

Friday

9 – 1pm

2 - 6pm 2 - 6pm

CUSTOM COVERAGE SCHEDULES…

PROTECTING YOU AND YOUR PATIENTS…

HIPPA compliant with fully encrypted electronic transmissions and utilizing 2-point verification to eliminate possibility of unauthorized access.

Off Site Staff Services will enter into Business Associate Agreement to protect the practice in the event of a compliance audit.

However, Off Site Staff services will independently maintain no personally Identifiable Health Information (PHI) or Individually Identifiable Health Information (IIHI) for patients of your office.

SECURITY CONCERNS

GIVE US A TRY… THEN DECIDE

Fill out the intake form available on our website: http://offsitestaff.us/wp-content/uploads/2012/06/Intake.pdf

Complete the HIPPA agreement downloadable from our website: http://offsitestaff.us/wp-content/uploads/2012/06/HIPPA-Agreement.pdf

Fax both completed documents to our office at (888)683-2870.

Call us at (888)683-2870 if you have any questions.

GETTING STARTED IS EASY

A LITTLE DIRECTION IS IN ORDER HERE…

INTAKE FORM DIRECTIONS

Patient Contact Hours

Relative Doctor Time (RDT)

Duration to RDT Correlation

WHAT ARE YOUR CLINIC HOURS?

NORMAL PATIENT CONTACT HOURS & LOCI

A scheduling locus is a starting point or target from which to schedule a new appointments. We use this for doctors who prefer to “cluster book” their appointments for greater efficiency, leaving clear “down-times” for paperwork, returning messages, etc.

WHAT THE HECK IS AN RDT?

MINIMUM SERVICE, RDT’S AND DROP-INS

RDT is a tool for you to tell us how many simultaneously open appointmentswill be used up with a given scheduled service or how much time you want reservedfor drop-in appointments. By definition, RDT is the minimum amount of time it takes to perform the shortest billable service. In most offices, this would be the time you spend on a simple adjustment. If you schedule on the quarter hour, you use a 15 minute appointment slot. If you normally schedule 2 adjustments (RDT =1) in that time period, then you’d enter “2” in the field shown above. Your regular appointment may have other steps that don’t occupy your time, such as rehab, which could make the total appointmenttime much greater. But for scheduling, we schedule for RDT’s on your calendar.

WHAT THE HECK IS AN RDT?

TO KEEP IT STRAIGHT, LET’S CORRELATE

This is where you define the duration of time each patient is in the office (the time he should schedule into his calendar) and how much of that time is spent with you (RDT).

CALL US TODAY!

Whether you are… seeking to improve your internal administrative procedures; tired of having to re-hire and re-train front desk staff only to have them leave because you can’t pay them what they need or provide them with enough hours; or Sharing practice space with another doctor and would prefer to have professional, qualified staff working for you and loyal to you and your practice without taking up office space in your clinic…

WE CAN HELP

STOP STRUGGLING TO FIND GOOD HELP