ClinicStartUp

Business Issues

• Purchasing Agreement - includes medical records
• Accountants - Lacoste's, approx. $225/quarter + annual reports + tax prep 749-5725 Initial contact made. First set of paperwork will be due in June.
• Taxes - 1040ES Quarterly (personal tax estimate); self-employment FICA, monthly Federal 941 Tax with quarterly report, FUTA tax, Schedule C gets the net profit. Can deduct business lunches, "all" mileage, etc.
• Need Federal ID number to pay withholdings, etc. EIN - 26-2112170 (in HR packet)
• Business Account - FSB account done, wait on Credit/Debit depositing (3%/mo at FSB), need Debit Card
• Marketing - newspaper (N.S. Rockford Times contacted 3/24 - $8/wk), yellow pages (Yellow Pages and "Our Phone Book" come around in person in July),
• Name change - some minor vender fees?
• Iowa Office Supply vs. other - Rx ready for pickup
• Signature stamps - NA for now
• Letter of Introduction for patients - April

Medical Enrollments/Privileges

• Notify of Change of Practice Location: Iowa Medical Board - done, AAFP - do on-line, DEA?
• Mercy insurance contracting - "Managed Care" contacted - Simple Care okay?
• Wellmark not part of above - application sent, and re-sent, partially retroactive
• Medicare - application sent (includes Railroad Medicare?), caught in 3-4 month backlog
• Medicaid - application sent, and re-sent
• Tricare West - application sent, received but caught in Wellmark SNAFU, not retroactive
• HIPAA waived b/c no electronic filing and less than 10 employees. Doing everything ex. patient privacy form. Leaving "HIPAA for Dummies".
• CLIA - $400/4 yrs? - Iowa Hygienic Lab will do change of ownership of current number (16D-098-9816) - verify
• Mercy lab notification and contract - in 3-4 week process. Using a generic account for now.

Practice Issues

• Malpractice - PPIC accepted and check sent
• Vacation coverage - Mahoney contacted, agreeable to backup. Residency helps in an emergency (in exchange for?)
• Page through switchboard - $5/mo for switchboard svc, long-range vs. short-range, numeric vs. alpha-numeric?
• Inpatient coverage - hospitalists vs. residency
• Crash cart vs. AED - No crash cart. Police have AED, so no ACLS renewal
• Accutane certfication - how many pt. on Accutane? none!
• What are the current office charges, i.e. for self-paying pt.

Human Resources

• Business Manager - D. 2/3rds time for some of Bs work? others? can contract with Mercy, too.
• New fulltime MA/RN (vs. 2 part-timers) - take over some of Bs front desk work and As transcription and give K. a break in the back
• Individual Employee Job Descriptions?
• Review policies in Office Handbook
• "New" Hiring contracts? Yes
• K. - full-time: rooming, running labs, maintaining lab, phone triage, some scheduling/claims entry? medical supplies maint.?
• L. - part-time: reception, scheduling, claims entry, cleaning, assist with rooming & labs
• A. - part-time (~10hr/wk): transcription
• B. - full-time plus: billing, payroll, claims, assist with reception, office supplies maint.?
• Front reception - 40hr/wk - L. - T, F (W): & B. - M, W, Th -> K2 = F & L = M, T, W, Th
• Billing Statements/collection - B. ~2h/wk (does 1/4 alphabet each wk), front desk for co-payments/etc. -> L.
• Bill Payment - B. -> L.
• Payroll - B., bi-weekly ~1hr -> me & L.
• Coding/Claims entry - front desk and B. to check, run & mail - 1-2 hr/wk?
• Transcription - A.
• Lab Maintenance - K.
• Medical Supplies - K.
• Phone Triage - K., L.?
• Med Refills - K., L.?
• Filing/Chart Maintenance - everyone
• Office Supplies - B.? -> me and L.
• Cleaning - L. a couple hours every Wed pm.
• Salaries:
• P. - gets the net profit
• K. - pyatnadtsat/hr got a 50cent raise last year
• L. - dvenadtsyat/hr (incr. $0.50-1.00/hr)
• H. - got descyat-odinnadtsyat/hr (less experience)
• A. - chetyrnadtsat i 0.50/hr (partly b/c that's what she was getting paid before she left) - around 10hr/wk
• 1% of gross for full-timers, pro-rated for part-time
• 5 days PTO (K. gets 10 days) + 1/m (maybe split out sick-time and PTO, limit amount the accumulated to carry over?)
• Health Benefits: up to $400/mo toward health insurance/care for full-time, Mahoney does a type of office insurance for everyone including him and his family, free care in our clinic... SimpleCare?

Utilities

• Gas/Electric - Alliant Energy - deposit check sent 3/24
• Water/Sewer/Trash - city - contacted in Feb.
• Phone/Internet - phone unit from Staples with 5 possible messages - the 4 extensions are part of the fancy base phone?, same number/s will transfer - done in Feb.
• 1-800 number bundled with long distance that was cheapest from Sprint 6 yr ago. Transfer of ownership form to fax.
• Cell phone/pager - $5/mo for hospital switchboard,
• Rent - $1000/mo - need to sign lease.
• Post office box - $24/6mo, PO Box 729 = new number to avoid confusion.
• Collections - Allied Business Acct (M. uses IC Systems - montly reports, but more expensive) - contacted by Bill Carlson on 3/24, wants to meet in person and will call at the clinic once I've taken over.
• Business Insurance - Edwards Brandt, Tom Douglas - done 3/24.
• Biohazard pickup - account updated 3/24 and next pickup 4/7.

Venders

• Air Gas - liquid nitrogen - 319-233-3540. Cannister stays. Valerie "gave it to Katie" - left her voicemail 3/24
• Vaccines - VaxServe application sent. Wyeth Pharm for Prevnar - need to wait until ready for first order than set up an account 1-800-666-7248 or on-line.
• Lead test directly to Hygienic lab - K.has info?
• MediSoft - PM vender - Kari Tendric of Elite Care Solutions, Cedar Rapids, (319) 365-9701 (800) 816-5051, mcps@mchsi.com, Elite Care Solutions has a webpage also. Email sent 3/19, and msg left 3/24
• Drug Screen Materials including saliva alcohol test - Labsco (800) 888-5227, account #D0033035 which is "Customer Code", form in local vender sxn

Structure

• External Building Maintenance - committee contacted. Contract ready.
• Sign outside - lady in Nora Springs (Tammy Portis 749-5323 - no answer) vs. B&B Signs
• Mowing - ?
• Sidewalk snow-removal - a couple of kids
• Parking lot snow-removal - Don Rethemall [sic]
• No maintenance agreements
• Waiting Room Magazines
• Front Office Furniture - stays
• Artwork ? Eagle pictures go?
• Patient Room Furniture - stays
• Back Office Furniture - remote-controlled spider?

Other:

• Well-Visit Flow Sheets
• Triple-Flow Sheets
• URI Encounter Form
• Disaster/Bad Weather Planning
• Waiting Room Library
• Website - domain purchased. Hosting site? Patient email?
• Office mascot?