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Welcome to PaperlessPrivate Practice for LactationConsultants, your guide tomaximizing technology andunderstanding HIPAAcompliance. Whether youare a digital native or stillusing paper and pen, youcan use this manual toharness digital solutions andreach your fullest potentialas a private practice IBCLC.Paperless Private Practice forLactation Consultants:A Complete Guide to Maximizing Technology forEfficiency, Productivity, and HIPAA Complianceby Annie Frisbie, MA, IBCLCOrder the complete book from the publisher 683.html?s pdfor from your favorite neighborhoodor online bookstore.

Copyright 2019 Ann Claire FrisbieCover design by Sabrina FunkCopyediting and book design by Brian J. WhiteAuthor Photo by John W. FrisbiePublished by Annie Frisbie IBCLC, Inc., Woodside, NY, paperlesslactation.comISBN: 978-0-692-04866-5All rights reserved. No part of this publication may be reproduced, distributed, ortransmitted in any form or by any means, including photocopying, recording, or otherelectronic or mechanical methods, without the prior written permission of thepublisher, except in the case of brief quotations embodied in critical reviews andcertain other noncommercial uses permitted by copyright law.This book details the author's personal experiences with and opinions about theuse of technology in health care private practice. The author is not a licensed attorney.The author and publisher are providing this book and its contents on an “as is” basisand make no representations or warranties of any kind with respect to this book or itscontents. The author and publisher disclaim all such representations and warranties,including for example warranties of merchantability and legal advice for a particularpurpose. In addition, the author and publisher do not represent or warrant that theinformation accessible via this book is accurate, complete or current. The statementsmade about products and services have not been evaluated by the U.S. government.Please consult with your own legal, accounting, medical, or other licensed professionalregarding the suggestions and recommendations made in this book. Except asspecifically stated in this book, neither the author or publisher, nor any authors,contributors, or other representatives will be liable for damages arising out of or inconnection with the use of this book. This is a comprehensive limitation of liability thatapplies to all damages of any kind, including (without limitation) compensatory; direct,indirect or consequential damages; loss of data, income or profit; loss of or damage toproperty and claims of third parties. You understand that this book is not intended as asubstitute for consultation with a licensed medical, legal or accounting professional.Before you begin any change your lifestyle in any way, you will consult a licensedprofessional to ensure that you are doing what’s best for your situation. Thestatements contained herein are solely those of the author or any sources referencedby the author, and do not represent the views or opinions of any trademarked entityreferenced within. This book provides content related to technology and health careprivate practice topics. As such, use of this book implies your acceptance of thisdisclaimer.Printed on acid-free paper.2019First Edition

TABLE OF CONTENTSINTRODUCTION1About this Manual1How to Use this Book3About the IBCLC4About Me5A Guide to Acronyms Used in this Book6ENVISIONING YOUR PRIVATE PRACTICE7IT WILL MAKE YOUR JOB EASIER.7Your Responsibilities as an IBCLC9Efficient and Profitable Business Practices10Boundaries, Self Care, and Compassion Fatigue14Legal ConsiderationsA Note on HIPAAA Note on Intellectual Property and PermissionsA Note on Social Media18192325GETTING STARTED27Choosing Your Hardware27Choosing Your Mobile Device(s)PhoneTablet282828v

Annie FrisbieChoosing Your AccessoriesEssentialsExtras303030Building Your WebsiteYour Domain Name—Who You AreYour Website—More Than Just A Business CardChoosing a Website HostUsing a Website Builder3132343434CONFIGURING YOUR PAPERLESS OFFICE35Your Virtual Office—Working from the CloudBusiness ServicesCommunicationsInternet Based Phone ServicesTexting and MessagingText (SMS/MMS)MessagingSecure MessagingiMessageGoogle HangoutsWhatsapp and ViberSocial Media Direct MessagingEmailManaging Multiple AccountsSignaturesSnoozeScheduled 4951525455565758Integrated Services to Boost ProductivityBoilerplate Templates and AutotextFile Storage SystemsDrive (Google)DropboxEvernoteAdditional Document Tools59596263656668vi

Paperless Private Practice for Lactation ConsultantsEditing and Signing PDFsScanning Hard CopiesForm CreationOnline PaymentsScheduling SolutionsAcuity SchedulingG-Suite CalendarSquareUpAdditional Apps for the IBCLCConverterGrowthInfantRisk Center for Healthcare ProvidersKindle ReaderMileIQQuickbooks MobileWaze68697071727379808181818181828282PRACTICE MANAGEMENT SOLUTIONS83Choosing a PlatformPricingLactation-specificOffline availabilitySecure messagingIntegrated client schedulingIntegrated client billingIntegrated insurance billingTask trackingGenerates reportsGrowth trackingChartingIntakeClient accessDocuments includedAdding documents and templatesInterfaceExporting for email/faxSecurity featuresRecommendations and 90vii

Annie FrisbieUsing and Customizing Your PlatformChARM EHRSpecifications—ChARM EHRSetting up your practice—ChARM t RecallPHR sQuestionnairesDocumentsEncounterQuick TextChARM TelehealthIntake—ChARM EHRClient history—ChARM EHRCharting an encounter—ChARM EHRSending a care plan—ChARM EHRSecure messaging—ChARM EHRPayments, billing, and insurance—ChARM EHRSelf-Pay clientsInsurance clientsBilling ReportsAdditional features—ChARM EHRInventoryTasksAnalyticsGrowth ChartScheduler AppG-SuiteSpecifications—G-SuiteSetting up your practice—G-SuitePractice 117117118118119120121121

Paperless Private Practice for Lactation ConsultantsCreating an Intake FormCreating a Face SheetCreating a Visit RecordCare Plan TemplateFile OrganizationIntake—G-SuiteClient history—G-SuiteCharting an encounter—G-SuiteSending a care plan—G-SuiteSecure messaging—G-SuiteTracking payments, billing, and insurance—G-SuiteSelf-Pay ClientsInsurance ClientsAdditional features—G-SuiteIntake Responses SpreadsheetInactive FolderOffline StatusRemindersHealthie EHRSpecifications—Healthie EHRSetting up your practice—Healthie EHRInitial ntsIntake—Healthie EHRClient history—Healthie EHRCharting an encounter—Healthie EHRSending a care plan—Healthie EHRSecure messaging—Healthie EHRTracking payments, billing, and insurance—Healthie EHRSelf-PayCreating a SuperbillInsurance ClientsAdditional Features—Healthie EHRReportsHealth Tracking 154155156157158159160160160161162162162163

Annie FrisbieSpecifications—MilkNotesSetting up your practice—MilkNotesIntake—MilkNotesClient history—MilkNotesCharting an encounter—MilkNotesSending a care plan—MilkNotesSecure messaging—MilkNotes164164164164164165165TRACKING PAYMENTS, BILLING, AND INSURANCE—MILKNOTES 165Additional features—MilkNotesMobile Lactation ConsultantSpecifications—MLCSetting up your practice—MLCSettings AccountSettings UsersSettings Lactation RemindersSettings Message SettingsSettings Message TemplatesSettings ChatTasks and Billing Bill CodesTasks and Billing Insurance SettingsTasks and Billing FacilitiesDocuments TemplatesSettings Practice DocumentsIntake—MLCBy the client, in advanceBy you, during the visitClient history—MLCCharting an cumentsSending a care plan—MLCEmailing a PDF exportEmailing through MessagesSecure messaging—MLCTracking payments, billing, and 82182182184185185

Paperless Private Practice for Lactation ConsultantsInsuranceSpecial billing circumstances:Additional features—MLCTracking phone/email/text visitsWeightsTasksOther InfoReportsSort client viewSynchronizeContactsMultiple UsersMedicationsMy Clients PlusSpecifications—My Clients PlusSetting up your practice—My Clients PlusIntake—My Clients PlusClient history—My Clients PlusCharting an encounter—My Clients PlusSending a care plan—My Clients PlusSecure messaging—My Clients PlusPayments, billing, and insurance—My Clients PlusAdditional features—My Clients PlusReportsTo Do ListJituzu AppPractice FusionSpecifications—Practice FusionSetting up your practice—Practice FusionPractice SettingsBillingChartingIntake Forms for Online Check-InMessage SettingsNotifications and AlertsPatient CommunicationsTasksIntake—Practice FusionClient history—Practice FusionCharting an encounter—Practice FusionCDS 13213215215217219219219219221223224224

Annie FrisbieEncounter DetailsChief /Interventions/AssessmentsObservationsQuality of CareReferralsSending a care plan—Practice FusionSecure messaging—Practice FusionPayments, billing, and insurance—Practice FusionAdditional features—Practice FusionScheduleTasksReportsSimple PracticeSpecifications—Simple PracticeSetting up your practice—Simple PracticeBasic InfoPractice DetailsBillingCONNECTED 231231231232233234234234234235Notes and FormsDocumentsNotificationsInsurance ProvidersCalendarSimple Booking WidgetClient RemindersClient PortalSecure MessagingBilling InformationExport DataTeam MembersBusiness DocumentsDemo DataIntake—Simple 242xii

Paperless Private Practice for Lactation ConsultantsClient history—Simple PracticeCharting an encounter—Simple PracticeSending a care plan—Simple PracticeSecure messaging—Simple PracticePayments, billing, and insurance—Simple PracticeSelf-PayInsuranceAdditional features—Simple PracticeMobile AppRemindersInsights, Activity, and ON255ACKNOWLEDGEMENTS256xiii

ENVISIONING YOUR PRIVATE PRACTICEBefore you choose your devices, configure your services, andstart scanning and shredding, take a few moments to think aboutwhy you are drawn to a paperless private practice. It may be alack of storage space, or a desire to be more eco-friendly, orconcern that you are in breach of HIPAA because you don’ttotally understand how all these technologies work. You may justbe curious about all the different EHR platforms you are hearingabout on Facebook.These are all great reasons to give paperless a try. However, Iwould say that the number one reason to go paperless is this:It will make your job easier.This is not an exaggeration. Technology, by its very definition,is “the application of scientific knowledge for practical purposes.”Instead of a desk covered in papers, you have a system that putseverything in its right place. Instead of handing a folder to yourclient (where it will promptly get lost amid all the folders that thehospital sends home), you open a virtual door to a relationship.Instead of keeping track of things, you are keeping your focuswhere it belongs: on the family.In private practice, you’re not just self-employed, you’re alsoin business for yourself, and that makes you an entrepreneur.This requires a very different mindset than in a traditional workenvironment, where you are hired to do a job for a certain salary.When you do your job well, you could get a raise. If you do yourjob poorly, you can get fired. Your compensation is directly tiedto how others view the quality of the work you are doing.When you are an entrepreneur, you are both employee andboss. You define success, and you evaluate whether yourperformance is good enough. You can be a slacker boss and aslacker employee, or you can be an impossible-to-pleasetaskmaster and an employee who will work to the point of7

Annie Frisbieexhaustion. A good private practice strikes a balance withrealistic goals and performance expectations that leave space fora personal life.Implementing the appropriate technology and using it to itsfullest capabilities creates the space you need to be the bestIBCLC you can be. You will work more efficiently, make moremoney, and eliminate the tasks and practice that can lead toburnout.8