The old adage that there is nothing constant but change is certainly true of MedaPhase, Inc. today.  On January 1^st of this year we began using a new billing software called AdvancedMD.   Gradually phasing out the use of our other two systems we are currently working from three separate software databases simultaneously.  Follow-up of accounts receivable for dates of service prior to January 1 is being done in the former systems in order to ensure continuity of collection processes on each individual account level.  Accurate reporting requires the combining of two separate databases and then reconciling these totals to the actual bank deposits.  At the end of another three to four months the few active accounts on each system will be loaded into AdvancedMD for further action. The inactive accounts will be archived or sent to an outside collection agency as appropriate.  This is only one stage of our metamorphoses.

Learning a new computer software can be exciting and frustrating at the same time.  Having been through several computer conversions in my career I have experienced the highs and lows of such transition.  The main benefit from learning a new system is that it forces everyone in the organization to evaluate and reevaluate current processes from an efficiency standpoint.  Ours is a volume driven business in which minute savings in processing time could potentially yield large results after full implementation.  Sometimes the opportunity for improved processes works in a reverse direction.  Often we can point out things to the new software vendor that will end-up being an improvement or enhancement of their software. 

An important concept to maintain during rapid change is that the computer exists to serve our needs.  Sometimes, it seems to me that larger corporations such as HMO’s and insurance companies seem controlled or guided by the way the computer system requirements works instead of the other way around.  But, that being said, having to learn new features provides the opportunity to question current processes and to revaluate the way things may have been done for years.  This is another stage of our metamorphoses.

A renewed orientation toward better service is another improvement I see happening at MedaPhase.  Just as we do not exist to serve the computer as pointed out in the last paragraph, we must recognize that the data in the our computer is of our clients.  The data that we record can be massaged into meaningful information sometimes.  The right trended data might provide insight to certain payer issues, productivity for physicians within the group, documentation and coding patterns.  It is our job to provide these data in a meaningful way as to serve the needs of our clients and to provide a foundation for sound decision making. 

The final metamorphosis is that I am convinced that we will end up being a better company once we get through the transition.  Sometimes learning can be painful.  There are chances for errors and delays that temporarily slow collections for a period of time until all things are corrected or redirected.  Seeing people learn and create new ideas is the most rewarding part of my role.  Change is tough, but I honestly believe that we will evolve not only into a better company, but a great company.