Here are the rules to apply when scheduling the wellness reports based on different recommendations of care. Rather than relying on a definite number – We want you to see WHY you are scheduling them and WHAT you are trying to accomplish so you will know WHEN it’s the best time to give these reports.
REQUIRED MATERIALS: #
In order to perform these procedures all Integrity offices must have all of the following materials:
• All 3 of the Wellness Reports in stock (RED, BLUE, and ORANGE)
• All 3 Wellness Report Videos downloaded and ready on either a TV or iPad
• Champions Day Flyers in stock (From the Integrity VistaPrint Pro Shop)
• The Wall of Champions sign installed (From the Integrity VistaPrint Pro Shop)
RED Wellness Report #1 “It Takes Time” – #
Schedule as soon as the patient gets out of pain. Typically 4 to 6 visits. Why? This is when they start “thinking”. It will be easy to use their logic they have used all their life – if they are out of pain – they must be WELL. So we need to instruct them to follow the directions. If they start “thinking” sooner – give them this report sooner! As you know, being out of pain is a misunderstanding of wellness. We have to educate chiropractic wellness and this wellness report is essential. If not, you will have a wide open back door patients will be running out of. On this visit, the patient will first be given the RED handout, then show them the corresponding RED wellness video, and lastly, give them the doctors report. It must be done in this order in order to successfully complete and communicate this procedure.
Wellness Report #2 – “I Feel Great – So What’s The Problem?” – #
Schedule this just before they have a change in their schedule. From 3 times a week to 2 times is an example. Typically between 10-14 visits probably. Why? This is a natural “drop” point where they will start “thinking” again. But if you see any signs of less commitment before that – move it up! Signs like: missing an appointment or coming late. Or not verbally and enthusiastically saying “See you Tuesday”. They start “thinking” you are keeping them coming for YOUR benefit instead of theirs. Or they think you are being extra cautious. They feel like they have been loyal by coming in these first 12 visits or so and have done a good job and gotten good results. They have already missed a lot of work. It seems like they need to follow their own direction now and this is a logical time to drop out because the frequency of visits is dropping. But we don’t want them to throw away what we have worked hard to achieve. They are only wrong because they haven’t “got the message” yet. That is our job. Don’t expect them to know this. On this visit, the patient will first be given the BLUE handout, then show them the corresponding BLUE wellness video, and lastly, give them the doctors report. It must be done in this order in order to successfully complete and communicate this procedure.
Your patients can only understand the concept of chiropractic wellness if they have been clearly taught the concept of chiropractic wellness. And if their concept of wellness is eating right and vitamins – they are for sure not coming back – they will drop unless they understand CHIROPRACTIC wellness. Close the back door by giving them this report.
Wellness Report #3 – “Don’t Out Live Your Mobility” – #
Schedule this report at the end of their care – whatever you have recommended. It is time to move them to Chiropractic Wellness. On this visit, the patient will first be given the ORANGE handout, then show them the corresponding ORANGE wellness video, and lastly, perform the doctors report in the consultation room and give them the Champions Day flyer. It must be done in this order in order to successfully complete and communicate this procedure. We typically see nearly 100% compliance after this step. This makes so much sense to the patient – they “get it” when they have been given these reports and have seen all the videos.
At the conclusion of this report, lead the patient out of the room and ring a bell or make announcement to let the entire staff know about this amazing accomplishment! Then with the office staff reacting, cheering, and clapping, escort the patient to the waiting area. Hand them a sharpie and tell them to sign the Wall of Champions. Cheer again after signing and take them to the front desk so they can AMS their future wellness visits! The front desk will help schedule them out for the year at the frequency you know to be right for them – typically around once a month.
But what if their recommended care is only six visits? Make sure they have seen the How to Stay Young Class. At the end of their 6 visits they need the ORANGE video and the 3rd report – that is all there is time for. And then schedule them out.
What about if they were never in pain? Without knowing their situation let me use a couple of different situations – If they are adults – I would make sure they have seen the How to Stay Young class and that they see the ORANGE wellness video and 3rd wellness report – otherwise they will not understand why they would keep coming back.
If we are talking about young KIDS – they AND THEIR parents must see our Pediatric video – otherwise the parents will NOT get it. This video is key in their understanding. Don’t miss this – it is one of their few opportunities to “get it”. And then schedule them out from the beginning.
Scheduling The Year Of Wellness #
Once the patient has watched the ORANGE wellness video and received the ORANGE Wellness Report – “Are you Going to Outlive your Mobility, the patient will have received a recommendation for yearly wellness care from the doctor.
Based on the wellness recommendations given to the patient, the front desk staff will schedule all the wellness visits into the appointment book after the patient has signed the Wall of Champions. A Progress Exam and Wellness Report should be scheduled for the last yearly wellness visit.
If payment for the patient services have previously been paid by insurance, the patient will need to be reminded that their insurance does not cover wellness visits and they will be eligible to receive the TOS discount. Payment will be due at the time the services are rendered. The patient should be informed to make sure to let the doctor know about any future exacerbations or new spells of illness so the doctor can make any necessary adjustments to their care plan.
The CA will update the “NP Wellness Tracking Report” to show that the patient received the ORANGE wellness video, the ORANGE Wellness Report, and the wellness schedule. Now we can update the “wellness scoreboard” to reflect that a patient has moved into wellness care. A WIN FOR THE PATIENT!!!
The goal is to get as many of the new patients that have come into the practice during any given month, through their entire active care plan and scheduled out for yearly wellness care.