Office Manager

Overview

The Front Office Module is a powerful tool that allows for front office staff to maximize their productivity. Utilizing this module can:

• Streamline front office operations
• Help you track goals
• Create more efficient workflows

There are several sub-tabs in the Front Office page, so let’s go over them and their uses: 

Schedule view

The Schedule Tab allows you to view Monthly Production, Daily Production, and Visits Table data. The Monthly Production table shows the Month-to-Date Production and Goal and Monthly production versus Goal. The Daily Production and Visits Tables show data for the week. (Sunday-Saturday).

By clicking any of the Daily Production Graph days, you can bring up the Daily Scorecard. The scorecard is full of ways to measure how a location is doing that day and offers tips for increasing productivity. The light bulb icons show Jarvis Tips. These are helpful tips and tricks meant to increase production. The tips will also tell you if you have met your goal for the day.

On the next row of graphs, you will see the opportunity graphs. The opportunity graphs help identify opportunities within the schedule. 

• Schedule Opportunities identifies broken appointments and hygiene reappointment statistics. 
• Hygiene Recall Due shows the percent of patients with hygiene recall due by date range. 
• The Unscheduled Treatment table shows the percent of patients with treatment plans that include unscheduled procedures.

The opportunity tables at the bottom of the screen break down the tables above with patient lists.

These are all workable lists. Click the Jarvis Analytics button next to the patient name. Next to the patient name, you will see the Jarvis Analytics breakout button. This opens the Patient Information Card, which gives you a detailed view of patient's phone number, insurance benefits, ledger, treatment plans, etc. You can also add a reminder to contact this patient at a later date.

*Any patient information seen here is fictional. 

The Tasks view

The primary usage of the Tasks tab is to allow your front office staff to identify problem items that need follow-up. You can choose to view tasks for today, 2 days out, 7 days out, or 30 days out. Hovering over any date on the graph will show how many tasks are on each day. These tasks are reflected in both the graphs and table below. They include: 

• Unconfirmed Appointments
  • Using the phone number provided in the table below, you can call any unconfirmed customer to get confirmation, then click the ••• Action button to document the outcome of the call, all without leaving Jarvis. 
• Unverified Insurance
  • Similar to the unconfirmed appointments, you can use this table to call and confirm insurance information using the ••• Action button on the far right side of the table. Currently, the patients that appear in this list are New Patients that are scheduled within the date range. 
• Missing data or Balance
  • This tab allows you to see appointments within the selected timeframe and any information that was not gathered during the patient’s intake.
• Reminders
  • This tab is different than the others, as it requires a reminder to be entered manually. Remember that only the staff member assigned to the reminder can edit and complete it. Need someone else to complete the Reminder? Any Reminder can be reassigned by using the ••• Action button. Reminders can also be automated in the Configuration Module under Reminder Settings. 

The Collections view

The Collections tab allows office staff to filter all patient balances, copayments, and collections to locate the highest balances. The Patient Balances Table shows a breakdown of Patient Balances in the following columns: 

• Under 30
• Under 60
• Under 90
• Under 120
• Over 120

This helps you target these outstanding balances and address them. Using the filtering options allows you to spend more time interacting with customers, and less time looking for what to do or who to call next. 

Here is a breakdown of each graph:

The Collections tables show the Collection percent and Co-Pay Collections % as compared to the goal. Use this to see if you are staying on track with your goals, or, as in this example.

The Adjustment Percent shows the value and percentage of each adjustment type in the date range. Use this table to see what adjustments are being made and how often.

The Collections table shows the breakdown of all the statistics that are offered in the tables above. Compare the days in the graph to identify days where the practice collected at least 100% of the Production.

Note: Some of these metrics may vary depending on the practice management system you are using. Please talk to your Jarvis Analytics Customer Success Manager if you have specific questions.

The KPI tab

Use the KPI (Key Performance Indicator) tab to review your progress toward your goals. These goals are separated by Office, Doctor, and Hygiene. Use this information to see where the biggest problems are happening, allowing you to address key goals/KPIs before you get too behind on your progress.

The Performance Tab

Last but not least, the Performance tab is tailored to each login account, allowing you to track how you are doing according to the goals that have been set for you. Your progress is tracked by the reminders you complete. Managers can also see how the office is doing overall in completing their assigned tasks and provide feedback and coaching based on their findings. The progress here is populated by the changes you make within Jarvis, so some of the changes you make in your PMS might not be reflected in the Performance tab.

Example:

Our office assistants started using the Front Office Module to identify where there were the most outstanding balances. We set a KPI to call 5 delinquent accounts each day. We quickly saw who was actually meeting their goals among our front office staff, while also collecting the highest payments from unpaid service. 

Notes about 

As Reminders are completed and documented in Jarvis, the results will populate under the “Reminders” section. 

If a Contact is documented from one of the Work Lists in the Front Office Module and is not related to an assigned Reminder, those attempts will be listed under the Contacts section.

Additional Information

Want to learn more? Watch our webinar Introduction to the Front Office.

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