How to Implement CheckMedic in Your Organization
White Paper: How to Implement CheckMedic™ in Your Organization How to Implement CheckMedic in Your Organization ™ All Your Credentials. All in One Place. SM John Benson, J.D., AHFI, CIFI, CFE; Hugh Greeley; Raymond R. Jacobs; Mark A. Smith, M.D., MBA, FACS URAC ACCREDITED CREDENTIALS VERIFICATION ORGANIZATION Verisys Credentials Verification Solutions have the exclusive endorsement of the American Hospital Association. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 1 White Paper: How to Implement CheckMedic™ in Your Organization Table of Contents Overview....................................................................................................................................................... 3 Step 1: Understand what CheckMedic™ Is and What It Can Do.................................................................. 4 • What is CheckMedic? • How will it benefit your organization? • How will it benefit your practitioners? Step 2: Create Your CheckMedic Steering Committee and Project Team..................................................... 6 • Appoint a CheckMedic “Champion” • Determine what roles each team member will play • Learn from and build on best enterprise-wide experience Step 3: Determine How and to Whom CheckMedic Will Be Offered............................................................. 8 • To whom will CheckMedic be offered? • Who is responsible for paying annual CheckMedic fees? • Who completes the MedPass™ application? • What is the “practitioner manager” option? • How should your credentialing database be formatted for MedPass use? • How will you store physician specific information? • What if a practitioner refuses to obtain/provide access to their MedPass? • What if a practitioner does not include essential credentialing data on their MedPass? • How will your organization stand behind CheckMedic adoption? • How can you further streamline credentialing? Step 4: Make CheckMedic Part of Your Policies and Procedures................................................................11 • Credentialing background information • CheckMedic implementation policy • MedPass procedures • Sample short form application for practitioner appointments Step 5: Develop a CheckMedic Rollout Plan and Anticipate Objections..................................................... 14 • Staging your CheckMedic rollout • Documenting the steps needed • Anticipating and addressing practitioners’ objections Step 6: Map out your CheckMedic Implementation Timeline..................................................................... 17 Step 7: Prepare CheckMedic internal Communications Materials.............................................................. 18 • Announcement letter from CMO/CEO/COO • Email blasts • Rollout posters and flyers Step 8: CheckMedic Rollout Support.......................................................................................................... 21 • Onsite CheckMedic concierge • CheckMedic Help Desk Step 9: Gain Community-wide Recognition for Adopting CheckMedic........................................................ 23 Step 10: Make CheckMedic Part of Your Organization’s Culture................................................................ 24 www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 2 White Paper: How to Implement CheckMedic™ in Your Organization How to Implement CheckMedic™ in Your Organization Overview Decades ago, a 120-day delay between an application and official granting of privileges was inconsequential; hospitals routinely granted temporary privileges to seemingly qualified practitioners while the credentialing process was being completed. This is hardly the case today, where long form applications are the norm and credentialing has become a redundant, time-consuming process, preventing new practitioners from generating revenues and hospitals from billing third-party payers on a timely basis. That’s why hospitals like yours are adopting CheckMedic™, the first online credentialing solution that helps you stay in compliance, reduce risk and increase revenues – all while saving time and money. CheckMedic ensures that the credentials, background data and self-reported information of every practitioner – from their education and training, to their board certifications, licenses and work history – have been checked and verified. After all of your practitioners are completely enrolled in the system, it literally manages itself, continually monitoring data that can change over time and put your organization at risk. With CheckMedic, your organization can: • Save time and money as you increase revenues • Allocate resources spent on credentialing to other areas • Eliminate redundant work processes • Free up Medical Staff Services professionals (MSPs) and Human Resources (HR) personnel for other tasks • Accelerate privileging and onboarding so new practitioners can start seeing patients and generating revenues faster than ever before • Recruit from a community of practitioners with CheckMedic accounts whose credentials and information have already been checked and verified • Eliminate manual peer referencing; CheckMedic handles the entire process for you • Reduce errors and organizational risk due to manual credentialing data entry • Be automatically notified of practitioner status changes • Exceed credentialing standards set by The Joint Commission, DNV and HFAP • Come one step closer to controlling rising heath care costs These are just a few of the many benefits your organization can receive after all of your practitioners enroll in CheckMedic and complete their MedPass™ application. The following step-by-step plan is designed to help you implement the system, communicate its value to your entire organization, track enrollment progress and make a seamless transition to CheckMedic in a timely fashion. If you need additional assistance at any time, please call our Help Line at 1-855-MEDPASS (1-855-633-7277) or email us (info@ checkmedic.com). Let’s get started… www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 3 White Paper: How to Implement CheckMedic™ in Your Organization Step 1: Understand What CheckMedic™ Is and What It Can Do By affirming your commitment to CheckMedic and understanding its benefits, you can best articulate its importance to your entire organization and accelerate its acceptance. What is CheckMedic™? CheckMedic™ is a unique online credentialing solution for today’s complex health care environment. Compared to traditional credentialing processes, it: • Empowers practitioners to create and manage a MedPass™ profile with their credentials, background information and self-reported data • Ensures that practitioners’ credentials are checked and verified, helping your organization save money, stay in compliance, reduce risk and increase revenues • Enables consumers to find practitioners who best meet their needs • Credentials your vendors and ensures that they comply with your requirements How will it benefit your organization? CheckMedic shifts the responsibility for credentialing from your staff to your practitioners, benefitting your entire organization. For medical staff services professionals (MSPs), it eliminates manual credentialing processes such as fact checking and data entry, and handles peer references, assisting you with privileging. By significantly reducing Phase One credentialing time, it allows newly appointed practitioners to come on board quickly. For Human Resources (HR) and health care recruiters, CheckMedic accelerates onboarding, enabling new practitioners to start seeing patients within weeks, not months of being hired. It integrates seamlessly with credentialing software, benefitting your Information Technology (IT) staff as well. Your legal staff and compliance officers will appreciate how the system enhances compliance by monitoring dynamic credentialed data in real-time and notifying your organization of any practitioner status changes. The system could not come at a better time. The rising number of practitioners being hired by health care organizations has MSPs and HR staffs stretched to their limit. CheckMedic breaks down the silos that hinder the credentialing process and allows practitioners’ data to be shared by other facilities as well as other departments within your organization, improving efficiency while reducing cost and overall risk. How will it benefit your practitioners? CheckMedic is the first online tool enabling your practitioners to create their own MedPass™ – a customized, portable profile of their credentials and information – that follows them throughout their careers. It’s also the last credentialing application that they’ll ever need to fill out, even if they move to a new position, health care organization, city or state. They simply www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 4 White Paper: How to Implement CheckMedic™ in Your Organization manage their MedPass data and make updates as needed. CheckMedic continually monitors their credentialing data that can change over time, notifies them when license renewals are due and more, saving them time and effort. Completely secure and confidential, CheckMedic also enables your practitioners to access their data from any computer, tablet or smartphone, and connect with hospitals and medical groups. They can also build out their practice by promoting themselves through the system’s robust “Find a Practitioner” consumer search function. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 5 White Paper: How to Implement CheckMedic™ in Your Organization Step 2: Create Your CheckMedic™ Steering Committee and Project Team To drive 100% adoption of CheckMedic by all your practitioners, we recommend you create two multi-functional teams: • CheckMedic Steering Committee to direct the effort – This team would include (but not be limited to) such key leaders as your Chief Medical Officer, Chief/VP of Medical Affairs, Chief Nursing Officer, and VPs/Directors of HR, Compliance and Risk. You may also want to include your CFO or COO, Physician Relations Director, Physician Executives, Physician Recruiters, Finance Director, Practice Managers and other key administrators. • CheckMedic Project Team to launch and implement the system – This team would include (but not be limited to) your MSPs, and representatives from HR, IT and other groups responsible for credentialing, recruitment and/or corporate compliance. Appoint a CheckMedic™ “Champion” As you assemble your teams, determine who will serve as “CheckMedic Champion” – the individual best suited to lead your organization’s transition to the system. The Champion will manage the process from start to finish and ensure that your implementation goals are being met. Depending on the way your organization currently divides up credentialing responsibilities for physicians and other staff, you may also want to assign a team member to coordinate CheckMedic implementation efforts with MSPs and HR staff. Determine what roles each team member will play It’s important to establish up-front what role each member of the CheckMedic Steering Committee and Project Team will play. For example: Team MemberRole/Activities Chief Medical Officer and/or Manage cultural transformation to CheckMedic; champion Chief/VP of Medical Affairs program; serve as internal and external spokesperson; mentor team members; motivate physicians to enroll in program HR VP/Director Create list of practitioners targeted for CheckMedic enrollment; maintain communications; track weekly/ monthly MedPass™ application progress; host CheckMedic informational meetings Medical Staff Services Plan for and manage the transition of your organization’s current credentialing process to CheckMedic; respond to practitioners’ questions/issues regarding application completion www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 6 White Paper: How to Implement CheckMedic™ in Your Organization Team MemberRole/Activities Marketing Communications Customize CheckMedic promotional materials (see Step Four) to your organization; coordinate communications campaign; handle production and scheduling Information Technology Prepare for and test CheckMedic technology’s use with existing enterprise system; provide 24/7 application support and troubleshooting; upload CheckMedic materials (PR, logo, PowerPoint) to organization’s website/intranet site Administrative Support Distribute hard copies of CheckMedic announcement materials; post flyers, posters and other materials Learn from and build on your best enterprise-wide IT adoption experience To achieve a successful rollout followed by 100% adoption, take a look back at previous enterprise-wide changes that have been made (the implementation of a new quality standard, for example). Ask team members what worked, what didn’t and why in their functional areas. That can help you find out: • What your staff responds to • What activities you should do more of • What activities should be avoided Then align your CheckMedic rollout and implementation efforts with your organization’s “best practices” for making process changes. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 7 White Paper: How to Implement CheckMedic™ in Your Organization Step 3: Determine How and To Whom You Will Offer CheckMedic™ Some of the upfront decisions to be considered by the CheckMedic Steering Committee include: To whom will CheckMedic™ be offered? • All who are interested in applying for appointment to the medical staff, • Only those interested in employment by the institution, or • All existing practitioners on staff and all new applicants Who is responsible for paying annual CheckMedic™ fees? • All applicants • Non-employed applicants only • Your organization* • A combination of both, with your organization* paying for the first 12 months and the practitioner paying from month 13 forward on a monthly basis. We can also split the billing evenly between you and your practitioners. *NOTE: By paying any portion of the fee, your organization gains access to that practitioner’s MedPass for the first 12 months, making you aware of any status changes that could put your organization at risk. Who completes the actual MedPass™ application? • The practitioner/applicant • The practitioner/applicant assisted by their practitioner manager* *Individual (such as an office manager, MSP, administrative assistant, nurse, clinical assistant, etc.) authorized by practitioner to complete certain parts of the application on their behalf. The practitioner would still be required to sign off on the application and complete the Disclosures and the Authorization and Attestation Section. What is the “practitioner manager” option? The practitioner manager option was designed specifically to assist with MedPass completion. It allows practitioners to designate someone – an office manager, MSP, administrative assistant, nurse, clinical assistant or other individual – to complete certain parts of the application on their behalf. The practitioner would still be required to sign off on the application and complete Disclosures and the Authorization and Attestation Section. There’s another benefit. Choosing this option means your staff person will to become extremely well versed in CheckMedic data entry requirements, making it easier to on-board new practitioners and demonstrating that your organization is doing everything it can to make MedPass completion as simple as possible. How should your credentialing database be formatted for MedPass use? Your existing credentialing database can be used to pre-populate practitioners’ MedPass. To make this process as easy as possible, you should ask your IT team to organize the data similar to the way your current application is organized. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 8 White Paper: How to Implement CheckMedic™ in Your Organization For example, you can ask that credentialing software data for CheckMedic data to be downloaded in the following manner: Practitioner overview • Identification information • Name • Birth Date: • Social Security Number • Picture Education, training, certifications • Medical/professional schools (including dates of attendance, degree granted, location and contact information) • Internships and residencies (including dates of attendance, degree granted, location and contact information) • Fellowships (including location and contact information) • Specialty and status with the Board (type of board, admissible, current examination process, certified, location and contact information) • Other certifications (CPR, ACLS, etc.) • Personal statements and disclosures/health status statement (organized as separate documents) Licensure information and confirmation • List all states, dates and expiations • Disciplinary actions and CMS sanctions (state “NONE” if none are found) • Malpractice history • Certificate of Liability Insurance Information • Past practices (dates and locations) Professional references (scanned into file) Professional affiliations (if listed) Publications (if listed) Release of liability and authorizations (make this a separate page) www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 9 White Paper: How to Implement CheckMedic™ in Your Organization How will you store physician specific information? CheckMedic recommends that it be: • Imported into your existing credentialing system, if any • Maintained in an electronic file, if that process is used for other information, or • Printed and maintained in the practitioner’s credentials file What if a practitioner refuses to obtain a MedPass and/or provide access to it? CheckMedic recommends you take the same course of action as if the practitioner refused to complete your existing paper application, i.e., no application means no processing. What if a practitioner’s MedPass does not include essential credentialing data? CheckMedic recommends that you take the same course of action as used in your current process. The burden is on the applicant to provide the requested information. How will your organization stand behind its decision to adopt CheckMedic? CheckMedic recommends that you create and post a document stating that the system meets your requirements for primary source verification and that Verisys’ procedures comply with your standards for an approved Credentialing Verification Organization (CVO). What can you do to further streamline credentialing processes? Now that your organization has a free account and been fully vetted by CheckMedic, you have several options: • Continue your free CheckMedic account, connect with practitioners and ask permission to view their MedPass • Continue your free CheckMedic account and also streamline internal credentialing processes by contracting Verisys as your CVO* • Continue your free CheckMedic account, contract Verisys as your CVO* and also issue CheckMedic payment vouchers to your practitioners * NOTE: By appointing Verisys as your CVO and/or granting CheckMedic payment vouchers, your organization receives unrestricted access to practitioners’ MedPass data for the first 12 months. Contracting Verisys as your CVO requires a formal CVO agreement with additional Terms and Conditions to be executed between your organization and Verisys. Please sign in to add this option to your organization’s account. For more information, please call 1-855-MEDPASS (1855-633-7277) or email us ([email protected]). www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 10 White Paper: How to Implement CheckMedic™ in Your Organization Step 4: Make CheckMedic™ Part of Your Organization’s Policies and Procedures Review your organization’s policies and procedures for clinical privileges and appointments to the Medical Staff, and modify them as needed to account for CheckMedic. Below is background information to share with your team, along with recommended changes to your policies and procedures. Credentialing background information For the past 30 years, practitioners have been required to complete a lengthy application detailing their education, training, experience, board status and other aspects of their previous practice experiences. Unfortunately, they had to repeat this process each time they applied to a different medical staff or surgery center, or chose to participate in a third party health insurance plan. Even more applications are required if the practitioner pursues employment with a medical foundation or state-approved clinic affiliated with a hospital. With CheckMedic, practitioners are empowered to create a customized MedPass™ with their credentials, background data and self-reported information, and then maintain it as needed. CheckMedic prevents practitioners from altering information verified by a primary source, including references and verifications. This online electronic file contains nearly all if not all information required by a medical staff, human resources, third party insurer or any other health care related entity. What’s more, it’s the last credentialing application your practitioners will ever need to fill out, even if they move to another organization, city or state. Our Medical Staff leadership has carefully reviewed the CheckMedic™ MedPass™ process and notes that it: • Is linked to Verisys, a NCQA certified and URAC approved Credentials Verification Organization. • Is endorsed by the American Hospital Association • Exceeds credentialing standards set by The Joint Commission, DNV and HFAP • Is maintained in a manner that prevents its owner from altering any critical data or information needed for appointment, employment or third party panel membership. • Employs systems state-of-the-art technology compatible with the Medical Staff’s needs • Consequently, the Medical Executive Committee believes that it is in the best interest of the Medical Staff, individual practitioners and the hospital to allow applications to the Medical Staff through CheckMedic. CheckMedic implementation policy The MEC has approved the following policy for immediate implementation: It is the policy of the Medical Staff and Hospital that interested and qualified practitioners may apply for appointment to the staff by completing the short form application and providing access to their CheckMedic MedPass. The Medical Staff Office will (or will not) supply the www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 11 White Paper: How to Implement CheckMedic™ in Your Organization practitioner with a voucher covering MedPass enrollment costs. All applicable bylaws and associated policies and procedures of the Medical Staff also apply to CheckMedic. MedPass procedures Practitioners holding a MedPass will complete and sign the short form application and privileges request form(s) used in their specialty or discipline and provide representatives of the Medical Staff and hospital with access to their MedPass upon request.* * NOTE: By appointing Verisys as your CVO and/or granting CheckMedic payment vouchers, your organization receives unrestricted access to practitioners’ MedPass data for the first 12 months. Medical staff/hospital personal will access the practitioner’s MedPass and download and save the data in electronic and/or print format. The file will thereafter remain available to the medical staff/hospital. Hospital/medical staff personal will review the entire file to determine that it is complete and contains all information required pursuant to Medical Staff bylaws or associated policies and procedures. The MedPass file will be assembled with the practitioner’s short form application and applicable requests for clinical privileges and will thereafter be processed in accordance with the Medical Staff’s approved procedures and bylaws. The Medical Executive Committee expects a complete report from the Chairperson of the Credentials Committee after the first use of the MedPass by an applicant to the staff. This report will detail the Committee’s evaluation of MedPass as an application tool and its use in making recommendations concerning appointments and clinical privileges. Adopted for use on _______________ by the Medical Executive Committee. Signed by (President of the Staff for the MEC)________________________________________ See the following page for a sample short form application for appointment to the Staff of the Medical Center.... www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 12 White Paper: How to Implement CheckMedic™ in Your Organization Sample short form application for appointment to the Staff of the Medical Center Practitioners full name:_______________________________________________________________ Date of birth:________________________________________________________________________ Today’s date:________________________________________________________________________ Specialty:___________________________________________________________________________ Address:____________________________________________________________________________ City, State, Zip:______________________________________________________________________ Email address:_______________________________________________________________________ Preferred telephone number:__________________________________________________________ Interest in appointment: Private practitioner, joining a group, prospective employee, other _____________________________. (Please circle and specify details) I hereby apply for appointment to the Medical Staff of ________________________________. My signature on this application confirms that I have been provided with access to the current medical staff bylaws and serves as my agreement to comply with and follow all applicable Medical Staff bylaws, policies and procedures and other appropriately adopted policies of the Hospital. I hereby provide________________________________________________________with access to my personal MedPass and authorize the Hospital, Medical Staff and other authorized individuals to utilize the information contained therein to review my professional and other credentials and qualifications for appointment, employment, or panel membership. I understand that I am required to utilize the specific privileges request forms provided by the Medical Staff for purposes of requesting specific clinical privileges, I also understand that I may be requested to provide any additional information deemed necessary to complete the credentials review process and that it is solely my burden to do so. Failure on my part to provided requested information will result in termination of my application process until such time as I have complied with all information requests. I have provided a copy of, or access to, my driver’s license, passport or other government issued picture identification document. Practitioner authorization and release of liability statement: (Add exactly as it appears on the current long form application for appointment.) Signature___________________________________________________________________________ Date _____________________ www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 13 White Paper: How to Implement CheckMedic™ in Your Organization Step 5: Develop a CheckMedic™ Rollout Plan and Anticipate Objections With feedback on your organization’s best experiences in introducing enterprise-wide programs, your team can now move forward on planning how and when you roll out CheckMedic. While we recommend promoting CheckMedic as an evolution in credentialing and rolling it out to the entire organization at once, you may find it’s better to stage the launch in phases by practitioner type. Staging your CheckMedic rollout First determine to whom CheckMedic will initially be offered: • All who are interested in applying for appointment to the medical staff, • Only those interested in employment by the institution, or • All existing practitioners on staff and all new applicants Documenting the steps needed Then document the steps needed to rollout CheckMedic to these practitioners. For example, if you’re initially targeting those interested in applying for appointment to the medical staff, the steps to a successful implementation could include: • Making sure MSPs understand CheckMedic • Training MSPs in MedPass application completion • Demonstrating how CheckMedic’s peer referencing component saves time, money • Promoting CheckMedic to practitioners seeking appointment • Communicating your organization’s expectations that practitioners enroll in CheckMedic • Addressing any objections/hesitations about CheckMedic upfront • Enrolling practitioners in CheckMedic before they come on board If you’re initially targeting those interested in employment by your organization, the steps to a successful implementation could include: • Making sure HR and recruiting staffs understand CheckMedic • Training HR/recruiting staffs in MedPass application completion • Urging HR/recruiting staffs to promote CheckMedic as a benefit • Including the CheckMedic logo in recruitment ads and hiring materials • Addressing any objections/hesitations about CheckMedic during interviews • Enrolling practitioners in CheckMedic before they come on board www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 14 White Paper: How to Implement CheckMedic™ in Your Organization If you’re targeting existing practitioners on your current medical staff, the steps to a successful implementation could include: • Communicating/announcing CheckMedic to all practitioners • Starting the enrollment process • Addressing any objections/hesitations about migrating to CheckMedic immediately, within the same business day if possible • Updating and posting CheckMedic enrollment progress on a periodic basis • Reinforcing CheckMedic adoption benefits whenever possible Anticipate and be ready to address practitioners’ objections Your CheckMedic team is the first line of support to the program’s successful adoption by all practitioners. During the implementation process, they will be faced with questions, objections, special requests and more. That’s why it’s best to anticipate these issues now and have solutions ready. Role-playing is a great technique to become comfortable dealing with these situations. Set aside time at your team’s meetings for each member to take on the role of a practitioner so your team becomes adept at overcoming their primary objections – time and money. Common objections and recommended responses include: Objection #1: Completing the MedPass application will take too much time Recommended response: The application process is actually quite fast. Once you register, CheckMedic automatically begins pre-populating your application with data from primary sources, reducing the amount of information that you need to enter. As a result, most practitioners complete the core components of their applications in 30 minutes or less. You can stop at any time and then start again later where you left off. You can also designate a practitioner manager* to complete your application for you, and then sign off on disclosures and etc. on the data as needed. *Individual authorized by practitioner to complete certain parts of the application on their behalf. The practitioner would still be required to sign off on the application and complete the Disclosures and the Authorization and Attestation Section. Objection #2 – If I have to start over in a new credentialing system, I will have to gather all my information again Recommended response: No, you won’t. Once you complete your MedPass application, you’ll never have to another credential verification application again, even if you move to another organization, city or state. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 15 White Paper: How to Implement CheckMedic™ in Your Organization Objection #3 – Why should I have to pay an annual fee for credentialing? Recommended response: Yes, there is a cost involved, but compared to the benefits you receive, it’s very minimal – less than a dollar a day. After paying your annual fee for the first year, you can switch to quarterly or monthly payments. In return, you’ll have total access to your credentials, self-reported information and background data for the first time in your career, Your credentials will be automatically checked and verified, and the credentialing data that can change over time will be continuously monitored. Built-in alerts will notify you of any license renewals, so you’ll never have to worry about credentialing disruptions that could negatively impact your practice or your revenue stream. New patients also will be able to find you quickly, thanks to the system’s built-in “Find a Practitioner” search function. Every time a consumer pays for your profile, you’ll receive a revenue share that can be applied against the annual cost of your CheckMedic subscription fee. What’s more, your MedPass is a living, breathing, portable profile that goes with you throughout your career. That means you’ll never have to repeat Phase 1 credentialing or complete another credentialing application ever again, even if you move to another health care organization or third-party payer. If the practitioner is applying for an appointment or employment with your organization for the first time: Tell them that once their credentials are verified, validated and authenticated through CheckMedic, they can start seeing patients and generating revenues within days, not months, of their new appointment and/or employment. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 16 White Paper: How to Implement CheckMedic™ in Your Organization Step 6: Map Out Your CheckMedic™ Implementation Timeline To help you ensure a smooth transition to CheckMedic, we recommend your team create a week-by-week timeline documenting action plans and responsibilities. Before that timeline begins, you’ll need a planning period in order to map out the rollout and create the necessary communications materials. A sample timeline for launching CheckMedic to your existing practitioners is shown below: Week # Activities Check Medic advance planning, including: 1 Form Steering Committee and Project Team, appoint leader, set objectives, assign duties, determine if rollout will go to all or certain practitioners 2 Team meeting – Review prior enterprise-wide activities to plan rollout, identify what communications materials needed and who will produce them 3 Team meeting – Use role-playing to prepare for objections, schedule/develop Onsite Concierge and Help Desk, produce communications materials 4 Dry run of rollout, Concierge and Help Desk, send teaser email 5 – 6 Additional time, if needed, to finalize CheckMedic rollout and communications materials. If you need this additional time, be sure to resend the CheckMedic teaser email to keep momentum alive CheckMedic rollout and implementation, including: -1 Send/email letter from CMO/CEO/COO announcing CheckMedic (one week prior to rollout) 1 Send email # 1 to practitioners, post/distribute communications materials, upload CheckMedic landing page on Intranet 2 Send email # 2, distribute CheckMedic premiums (pens, mugs, badge tags) 3 Send email # 3, email “thanks for registering” to those whose MedPass is complete (continue throughout rollout) 4 Send email # 4, publish story on CheckMedic adoption in your internal newsletter 5 Send email # 5, track/report enrollments to date, update posters 6-8 Send email # 6, 7, 8; track/report enrollments to date 9 Send email # 9, contact practitioners with incomplete MedPass 10 Send email # 10, recap results Final push for CheckMedic “Go Live,” including: 11 Send email # 11, contact practitioners with incomplete MedPass 12 Send email # 12, announce CheckMedic is now “Go Live!” www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 17 White Paper: How to Implement CheckMedic™ in Your Organization Step 7: Prepare CheckMedic™ internal Communications Materials We recommend that your team produce a variety of materials communicating your organization’s adoption of CheckMedic. Each piece should reinforce the other, conveying the same messaging and importance of registering at checkmedic.com. These materials can include: CheckMedic announcement letter from the CMO/CEO/COO One week prior to the rollout, send/email a letter to practitioners from a key executive announcing your organization’s adoption and urging practitioners to participate. For example: Dear Practitioner Name: I want to personally tell you about an important new enterprise-wide decision at Organization Name that will enhance our delivery of patient care and positively impact your career. This morning, we are announcing our adoption of CheckMedic™, an online credentialing solution exclusively endorsed by the American Hospital Association that empowers you to take responsibility of your professional data with minimal effort. As you well know, credentialing is a paper-driven, error-prone, labor-intensive process not only for our staff but for you as well. CheckMedic will help us overcome that challenge. It totally streamlines credentialing, making it easier for us to onboard new practitioners and help you stay on top of your data. By constantly monitoring credentialing data that can change over time, the system will enable us to stay in compliance, reduce risk, cut costs and increase revenues. After setting up your MedPass™– a portable, password protected profile that follows you throughout your career – you simply manage your data as needed from any computer, tablet or smartphone. The system alerts you of license renewals, ensuring that your data is accurate and up-to-date. You can post manuscripts, promote your practice and more. And because it automatically renews each year, you’ll never have to worry about disruptions to your credentials that could negatively impact your practice or revenue stream. An annual fee will be required when you submit your application. After the first year, you can switch to monthly, quarterly or semi-annual payments. We’ve set a goal for all practitioners to be enrolled within ____ days. To accomplish that goal, we ask that you complete your MedPass application by Date and start using the system to become familiar with it. You can appoint a “practitioner manager” to create and manage your MedPass for you. An Onsite Concierge stationed at location, on days, during what times can show you how the system works and help you create your MedPass. If you have any questions, visit the Help Desk or contact Name at phone/extension or email. This week, you’ll receive an email inviting you to register for an account at checkmedic.com. Clicking on the link will take you to the registration page and guide you through the enrollment process. Practitioner Name, thank you in advance for registering at checkmedic.com. I truly believe this system will positively impact our efforts to enhance patient care. Regards, Name, signature of CMO, CEO or COO www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 18 White Paper: How to Implement CheckMedic™ in Your Organization CheckMedic™ email blasts Weekly emails sent to every practitioner will increase their awareness of CheckMedic and help you reach your adoption goals. Vary the message by focusing on a different key point, for example: Week# Message to convey in email -1 It’s time to change the face of credentialing – Teaser email sent to practitioners one week prior to rollout 1 We’re changing the face of credentialing with CheckMedic – Reinforce messaging in CMO letter; promote live demos and onsite concierge. 2 MedPass 101 – Step-by-step overview of the application process, what data is needed, how to appoint a practitioner manager to set up your profile 3 Where we stand – First week’s results; why it’s important to register 4 We can help – Re-promote Onsite Concierge and Help Desk 5 Monthly status – Report first month’s results; recognize practitioners with CheckMedic accounts 6 FAQs – Less than 30 minutes to complete app; other FAQs 7 What you can do with a MedPass – Remind docs that all the cool kids are using CheckMedic to expand their practice, attract new patients 8 MedPass Completion Tips – Email to practitioner managers telling them how they can help practitioners enroll in CheckMedic 9 Monthly status – Report second month’s results; recognize newly registered practitioners with CheckMedic accounts 10 Think out of the box – How to use CheckMedic to post your papers, CVs, connect with other groups 11 Countdown to “Go Live” – Just two more weeks to CheckMedic Go Live; reiterate key benefits 12 Last Chance – Final push for applications/missing data 13 CheckMedic is now “Go Live!” – Recognize and thank practitioners who have completed their MedPass CheckMedic™ Rollout Posters and Flyers Posters and flyers placed in common use areas and at the Help Desk and Onsite Concierge will make it easy for practitioners to find out more about CheckMedic. You can create your own flyer or use the MedPass flyer on the following page. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 19 CheckMedic MedPass ™ CheckMedic™ in Your ™Organization White Paper: How to Implement CheckMedic MedPass ™ ™ So simple, so smart, you’ll wonder why no one came up with it before. Finally, the easiest, smartest solution to obsolete, time-consuming health care credentialing processes is here. It’s the CheckMedic™ MedPass™ – a customized, online profile containing the credentials, background data and self-reported informaMark Sm tion of each health care practitioner, from Specialty: Vaith, M.D., MBA, scular Surg ery CheckMedic physicians and nurses, to therapists and ™ technicians. It will revolutionize your prac- Credentialed FACS since 2011 www.Chec kMedic.com 1-855-MED-P ASS (1-855- tice, your hospital – your community – now info@checkm edic.com 633-7277) and into the future. The CheckMedic MedPass gives you powerful benefits, including: 4 Paperless, verified credentialing data 4 One-time set-up 4 Lowers credentialing, recruitment and onboarding costs 4 Speeds new appointments and privileging 4 Continually monitors data that can change over time 4 Gives professional review committees more relevant practitioner data 4 Helps eliminate application-processing fees 4 Follows practitioners throughout their careers 4 Confidential, safe, secure 4 Powered by Verisys, the gold standard in credentials verification Register today at: www.CheckMedic.com ™ ™ 1-855-MEDPASS (1-855-633-7277) URAC ACCREDITED © 2012 Verisys Corporation CREDENTIALS VERIFICATION ORGANIZATION www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) Verisys Credentials Verification Solutions have the exclusive endorsement of the American Hospital Association. 20 White Paper: How to Implement CheckMedic™ in Your Organization Step 8: CheckMedic™ Rollout Support Your team should now have everything in place to implement a successful rollout of CheckMedic to all targeted practitioners. We recommend you follow the timeline that you’ve put in place, and do everything possible to gain 100% acceptance. Two important support functions for your CheckMedic rollout include an Onsite Concierge and Help Desk, described below. Also, don’t forget to recognize those practitioners whose MedPass™ is 100% complete with a “thank you for registering” email and a completion premium, if appropriate. Onsite CheckMedic™ Concierge Since CheckMedic is a new system, some practitioners may be hesitant to register immediately. That’s where an Onsite Concierge can help. The key is finding the right person to serve as the Concierge. We recommend you assign the responsibility to at least two-three members of your team who are especially adept at completing the MedPass application and comfortable answering any questions that your practitioners may have. You also want to be sure you have a daytime Concierge and another at night to accommodate the schedules of your practitioners’ work schedules. The other key is locating your Onsite Concierge in an area most convenient to your practitioners. For example, you may want to post them in the staff lounge, along with a laptop where practitioners can register for CheckMedic during their breaks. CheckMedic™ Help Desk An internal CheckMedic Help Desk staffed by members of your implementation team will help ensure that every practitioner has a successful experience completing their MedPass application, which will be invaluable in helping you gain 100% acceptance. Ideally, the Help Desk should be staffed 24/7, especially during first weeks of the rollout. For additional support, please call 1-855-MEDPASS (1-855-633-7277) or email us ([email protected]). Send email thanking practitioners for registering Recognizing practitioners whose MedPass is 100% complete will be invaluable towards acquiring enterprise-wide adoption of CheckMedic. These practitioners can help influence other practitioners to then register for the system as well, accelerating your organization’s rollout. We recommend you send them a short handwritten note or a personal email. An example www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 21 White Paper: How to Implement CheckMedic™ in Your Organization is shown below that you can use; simply replace the copy in red with your organization’s information: Dear Practitioner Name: I want to personally thank you for enrolling in CheckMedic, our organization’s new online credentialing system. Your MedPass™ is now 100% complete, and we encourage you to use it to its fullest extent by promoting your practice and accomplishments, and making connections. Consumers are now using the system’s “Find a Practitioner” function, and your MedPass will enable them to find you quickly and easily. From this point on, you should never have to complete another credentialing application ever again. CheckMedic is now constantly monitoring your credentialing data that can change over time, and will automatically notify you of any pending renewals, enabling you to continue your practice with no disruptions. Thank you again for supporting our organization’s adoption of this cutting edge technology. Regards, Chief Executive Name www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 22 White Paper: How to Implement CheckMedic™ in Your Organization Step 9: Promote Your Organization’s Adoption of CheckMedic™ Take advantage of opportunities to promote your adoption of CheckMedic by sending out news releases to local editors and organizations in the community. Not only will you increase awareness, but you’ll attract current and prospective patients, reinforce your practitioners’ participation and enhance recruitment efforts. Below is a sample news release that you can use; simply insert information about your organization where indicated in red: Organization Transforms its Credentialing Process with CheckMedic™ Learn about Organization’s practitioners before visiting the doctor’s office Your City, State (Date) — Organization Name has become the first/one of the first organizations in the City/Region to adopt CheckMedic™, the first online solution that confirms the validity of practitioners’ credentials, ensuring that the data patients receive is accurate before they schedule a visit or receive treatment. It is the only credentialing verification solution endorsed by the American Hospital Association. “With the vast amount of health care information available online, it can be difficult for patients to distinguish between fact and fiction,” said Organization Executive’s Name, Title. “Through CheckMedic, our patients can be confident knowing that our health care practitioners’ credentialing data has been checked and verified, ensuring greater piece of mind for them and their families.” Compared to traditional credentialing, CheckMedic empowers health care practitioners at Organization Name to create and manage their own MedPass™– a customized, portable profile that follows them throughout their careers. CheckMedic verifies, validates and authenticates practitioners’ credentials against primary sources; monitors data that can change in real-time; and automatically alerts Organization Name of any status changes. That feature is especially valuable to consumers using the system’s powerful “Find a Practitioner” function to search for doctors, nurses, dentists, therapists and other medical professionals best for their family’s care. For a nominal fee, they can receive in-depth reports covering virtually everything they need to know about Organization Name’s practitioners, from their education and training, to their locations, services offered and other important data. CheckMedic is the latest innovation from Verisys Corporation, a primary source aggregator of health care data. “Doctorpatient relationships and other health care transactions are based on trust,” said Verisys Chief Operating Officer John Benson. “Practitioners whose data is inaccurate or out-of-date risk violating that trust and jeopardizing their patients’ care. CheckMedic levels the playing field, giving patients a clear picture of practitioners’ credentials so they can make the best choice for their care.” For more information about Organization Name’s adoption of CheckMedic, please contact Organization Spokesperson at phone number or email. About Your Organization Insert standard closing copy from your organization’s news releases here. About Verisys Corporation Founded in 1992 as a primary source aggregator of medical provider demographic, licensing and sanctioning content, Verisys Corporation has become one of the leading credentialing verification organizations (CVO) nationwide. Their primary goal is to deliver critical information accurately to ensure regulatory compliance, minimize legal and reputation risk, prevent health care waste, abuse and fraud, and improve the quality of health delivery in the United States. Verisys is CVO accredited by URAC and CVO certified by the National Committee for Quality Assurance (NCQA). In addition to exceeding standards set by The Joint Commission, DNV and HFAP, Verisys Credentials Verification Solutions are exclusively endorsed by the American Hospital Association. For more information, visit www.verisys.com. www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 23 White Paper: How to Implement CheckMedic™ in Your Organization Step 10: Make CheckMedic™ Part of Your Organization’s Culture We commend you for transitioning to CheckMedic. Now that your organization has achieved its 100% adoption targets, it’s time to make CheckMedic part of your culture. Following are a few ideas: • Send an email to each CheckMedic-registered practitioner during their anniversary month • Publish internal progress reports relating how CheckMedic has helped your organization save time, increase recognition in the community, reduce risk, stay in compliance, cut costs and increase revenues • Add the CheckMedic logo to your practitioners’ business cards, name badges, and external communications materials such as your letterhead, brochures, even your annual report www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 24 About White CheckMedic™ Paper: How to Implement CheckMedic™ in Your Organization Exceeding primary source verification standards set by The Joint Commission, DNV and HFAP, CheckMedic™ is the web-based solution that puts practitioners in charge of their data, saving time, money and effort for health care organizations, physician practices and third-party payers. Practitioners simply create a MedPass™ with their credentials and information, and then manage their data as needed. Once the MedPass is completed, CheckMedic continuously monitors any credentialed data that can change over time, protecting both practitioners and organizations. CheckMedic benefits consumers as well, offering a robust “Find a Practitioner” search function so they can identify medical professionals who best meet their family’s health care needs. CheckMedic is powered by Verisys, a credentials verification organization certified by NCQA and accredited by URAC. Verisys Credentials Verification Solutions are exclusively endorsed by the American Hospital Association. URAC ACCREDITED CREDENTIALS VERIFICATION ORGANIZATION Verisys Credentials Verification Solutions have the exclusive endorsement of the American Hospital Association. www.CheckMedic.com 1-855-MEDPASS (1-855-633-7277) www.CheckMedic.com • 1-855-MEDPASS (1-855-633-7277) 25
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