Easing administrative burdens
Answers in Practice
By Olivia Barry, Manager, Practice Management, August 1, 2024
Each month, DermWorld tackles issues “in practice” for dermatologists. This month, practice management staff discuss strategies and Academy tools for easing administrative burdens.
Regardless of practice setting, all dermatologists encounter administrative burdens. Consequently, physicians must adjust their workflow, diverting attention and energy away from patient care to clerical tasks. Recent AAD survey results unveil a significant trend: The amount of time dermatologists spend weekly on electronic health record (EHR) documentation and Merit-based Incentive Payment System (MIPS) compliance has increased, while time devoted to prior authorization has remained steady (see graph below).
While these administrative burdens show no signs of slowing down, dermatologists can alleviate the strain on their practice by utilizing key resources offered by the AAD.
EHR documentation
EHR documentation continues to be the number one administrative burden for dermatologists. According to a 2022 AAD member survey, on average, dermatologists report spending over six hours per week on EHR documentation alone outside of their regular patient care — almost an additional day of work!
The documentation requirements imposed by EHRs are challenging. EHR usage reduces quality time with patients, as physicians focus on inputting medical notes and codes to comply with CMS regulations. Alert fatigue and excessive clicks hinder efficiency, while a lack of interoperability limits the flow of data exchange, complicating patient care coordination.
These challenges are just a glimpse of what physicians face regarding EHR documentation. To help address these issues, the Academy offers the EHR resources page. This hub provides guidance on selecting an EHR suited to specific practice needs, integrating it with staff, optimizing workflow post-implementation, efficient clinical note-taking tips, and insights on the benefits of a patient portal along with strategies for patient promotion.
Looking for more solutions to deal with EHR documentation? Check out the health tech resources page, which offers guidance on documentation aids and technology resources including in-room scribes, e-scribes, and voice recognition software (VRS).
Also explore dermatology-specific apps, created by dermatologists for dermatologists, to boost efficiency in EHR-based practices. Make sure to comply with government laws and regulations when using health information technology. The AAD offers resources and guidance to help ensure compliance with the information blocking rule.
Prior authorization
Prior authorizations have been consistently listed as one of the top three burdens for dermatologists. According to 2020 AAD survey findings, dermatologists could potentially accommodate an additional five to eight patients per day if prior authorizations were not required. Obtaining prior authorizations has become increasingly complex and time-consuming for practices. The process involves follow-ups with patients and insurers, patient tracking, appeal letters, and much more, which exacerbate the administrative workload and contribute to burnout.
To streamline the prior authorization process and minimize disruptions, the Academy offers a variety of prior authorization resources. These include authorization guidelines for staff, online platforms, optimization strategies for the prior authorization process, and more.
You can further enhance efficiency and reduce administrative burdens by utilizing the AAD’s prior authorization appeal tool. The tool provides over 60 appeal letters that are customizable and clinically specific allowing your practice to easily download a letter based on drug name or diagnosis. Check out additional resources for ensuring that your practice maintains an efficient prior authorization workflow and that it has integrated the most effective strategies for streamlining your appeals process.
MIPS
According to Academy surveys conducted from 2016 to 2020, MIPS accounts for over 75% of a practice manager’s primary or supplementary responsibilities. MIPS compliance is often a demanding task for practices due to the program’s complexity and the need to stay updated on annual requirements.
Explore the AAD MIPS reporting and fee schedule page for help addressing these challenges. This page provides comprehensive information on MIPS categories, reporting options overview, details on Quality Payment Program (QPP) hardship exceptions, and additional valuable resources.
Start by viewing the MIPS 3-step guide to help decide how to participate in MIPS, and how to avoid a penalty or earn an incentive. Utilize the quality measures selection tool to identify which quality measures align with your chosen reporting mechanism and are applicable to your practice’s specific needs.
Does your practice utilize an EHR? Use DataDerm™ to report MIPS. Check to see if your EHR integrates with DataDerm.
More resources
Now that you’ve learned about effective strategies and AAD resources for managing the top three administrative burdens in dermatology, discover more of the Academy’s resources to streamline your practice workflow, ensure compliance, and alleviate administrative stress.
Visit the Coding Resource Center for comprehensive guidance on coding and reimbursement including evaluation and management coding tools, appropriate use of modifiers, guidance on managing audits, and more.
Check out the Teledermatology Toolkit offering valuable insights into telehealth policies post-Public Health Emergency (PHE), including the benefits of teledermatology, patient guidance, compliance considerations, licensing across state lines, and more.
Explore the insurance and drugs page to find information on FDA compliance for compounding medications, guidance on step therapy, assistance with drug pricing, and resources for managing drug shortages.
Ensure your practice complies with HIPAA, OSHA, CLIA, and the ADA by visiting the compliance & scope of practice page. This includes information on iPLEDGE, opioid training requirements for DEA licensed clinicians, laws governing NP/PA scope of practice, and more.
For specific questions, reach out to Academy practice management or coding staff.
Between EHR documentation, prior authorizations, and MIPS compliance, dermatologists can find themselves stretched thin, striving to maintain efficiency while upholding regulatory standards and providing exceptional patient care. By leveraging these Academy resources, practice staff can streamline administrative processes, enhance workflow, and devote more time and attention to patient care.
Other resources
Learn more about the top three administrative burdens in dermatology practice
Erosion of administrative support in dermatology — What has caused it and what resources can help?
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