Arthur Palochak, Fort Behavioral Health’s Chief Operations Officer, offers his Top 10 Best Practices for Addiction Treatment Centers in 2021. Fort Behavioral Health utilizes the full, end-to-end Kipu platform: CRM, EMR and Billing, serving their community with adult and adolescent addiction, mood disorder and autism treatment programs, medical detox, master level clinicians and nutrition specialists that help build lasting recovery for every client. The entire staff at Fort Behavioral Health is improving clinical and financial outcomes with Kipu.
.Learn more about Fort Behavioral Health: www.fortbehavioral.com
1. Marketing and the KipuCRM
“Before Kipu, understanding the COST PER LEAD (CPL) and COST PER ADMISSION (CPA) was be difficult and time-consuming — yet critical to making sound, forward-looking marketing decisions. Now, using Kipu’s powerful Business Intelligence, one click will aggregate all required data and provide Fort Behavioral Health’s management team definitive results and accurate calculations on spend vs. ROI.” says Arthur Palochak. At any time, management can see CPL and CPA numbers, and that means making better and faster decisions. “You can spend a lot of money and not know where it’s going,” says Palochak, “With KipuCRM, I can see what I’m spending and what results I’m getting, — instantly.” The ability to tie their marketing campaigns to their call queue enables the marketing team to rank their marketing vehicles by performance and adjust their budgets accordingly. From billboards and bus benches to radio/TV, digital ads, paid search, PPC, SEO marketing, re-targeting and AdWords — Kipu enables Fort Behavioral Health managers to see where the inbound calls are coming from — and where to BEST put their marketing dollars. It’s a new level of certainty.
2. Business Development and the KipuCRM
Keeping the pipeline full and healthy is one of Fort Behavioral Health’s goals. The KipuCRM with its powerful Business Intelligence and Machine Learning delivers real-time Activity Reports, Call Blitz Data, referral management, time management and more, with a keystroke.
The key is instant information — driven by Business Intelligence. More information about your field of prospects — faster. KipuCRM enables Business Development team members to build solid information on both target markets — and opportunities for expansion and diversification. Kipu provides detailed views of Fort Behavioral’s pipeline, allowing Business Development staff to manage leads with exacting detail, while optimizing their network of referral partners with six levels of comprehensive referral tracking.
3. Admissions and the KipuCRM
Employing the power of Kipu’s CRM and Business Intelligence, the Fort Behavioral Health admissions team has significantly increased their overall — and individual — conversion rates, while gaining a deeper understanding of the timing and quality of each call. They can see clearly how prospects move through their path to treatment, connecting with them and ultimately turning opportunities into admissions. With KipuCRM, Fort Behavioral Health has eliminated hours of manual, repetitive work, replacing it all with one click — and the power of Machine Learning. It allows the admissions team to focus on data, with detailed tracking and follow-up information available with a single click. For their admissions team, it’s all about follow-up. And the KipuCRM tracks and documents every move.
4. Alumni Programs and the KipuCRM
Arthur Palochak says, “Treatment centers succeed when they’re important to their communities.” He reports that the Fort Behavioral Health Alumni Program — powered by Kipu — is a fantastic way for his clients to stay connected with other program graduates. These people can also become part of a growing support system, which can be a valuable resource to those struggling in their sobriety. The Fort Behavioral Health team also wants the Alumni Program to be a method to reach out to program graduates to monitor and encourage their recovery process. “The KipuCRM enables us to connect, track and document all communications with our alums in the CRM.” “We always know who to call today,” says Palochak, “And using Kipu’s HIPAA-compliant KipuMessenger and Kipu TeleHealth mobile platforms, we’re always able to stay connected and keep the conversation going — safely.” says Palochak.
5. Clinical Efficiency and the KipuEMR
Fort Behavioral believes that a combination of addiction therapy programs and addiction treatment provides wholesome recovery for the body, mind, and soul. Their clinicians and therapists work long hours, offering support for adults and adolescents suffering from addiction. “To provide the level of care we insist on, we need systems that are efficient, reliable, secure, easy to use — and for us, the only choice is Kipu.” says Palochak. Since moving to Kipu, Fort Behavioral clinical staff reports time saved by the elimination of the hundreds of emails and hours of manual work. It’s resulted in better care, reduced staff turnover and ultimately, growth. They rely on Kipu to manage the entire continuum of care — recording, tracking and documenting all activity, reducing hours of work to simple clicks. Allowing staff to do what they do best — care for their clients.
The efficiencies and power that Kipu brought to the Fort Behavioral workflow were immediately evident: data-entry was streamlined, disparate platforms were eliminated, all treatment activities now tracked, documented and presented as complete reports, with medical necessity and full documentation for the entire continuum of care.
6. Operations and the KipuEMR
It’s all about efficiently moving data, so departments can work together, across all levels of care and across multiple locations. Fort Behavioral Health relies on the KipuEMR to manage medication dispensing and inventory — with complete, detailed reporting. The ability to customize Kipu to precisely fit the Fort Behavioral’s workflow has been critical to its operational success and overall growth. “It streamlines all operations: ALOS/ADC/AMA/Days, level of care transfer and more,” according to Palochack, “Everything lives in one place so we can respond quickly.”
7. Utilization Review and the KipuEMR
The KipuEMR conveniently stores and displays insurance information and a complete history of concurrent reviews on the Face Sheet in each Fort Behavioral Health patient’s chart. Multiple insurance policy information may be added along with pictures of both the front and back of the primary insurance card.
Fort Behavioral Health’s Utilization Review team can track insurance authorizations for services provided at each level of care, service date range, number of days, authorization date, number and status. Add Care Manager’s name, phone number and insurance company along with necessary instructions and comments.
8. Discharge Planning and the KipuEMR
Arthur Palochak and his staff believe that successful treatment involves getting a client to the next level of care (sober living after residential, IOP after PHP, etc.). In each case, they strive to send their clients to the appropriate providers. Their goal is to ensure that clients can maintain recovery, while establishing relationships with trusted discharge referral sources. All information sent back to the Business Development team for follow-up, along with client feedback for constant improvement in treatment.
9. Kipu Billing and Revenue Cycle Management
Fort Behavioral Health relies on Kipu Billing and CollaborateMD to handle all RCM activities. “Kipu gives us the ability to link all billable activities to the KipuEMR in a proper and timely manner, so we can perform fast month-end closeouts —while eliminating costly errors.” says Palochak. Fort Behavioral uses Kipu Billing for its many programs, all with specific business rules and exceptions. The Fort behavioral Health billing team can track everything, get paid on time and have the power of Business Intelligence to deliver real-time reporting on all billing and revenue cycle management activities — with a single click.
10. Collections the “operating cycle” and real-time analytics
Fort Behavioral Health, like other providers, depends on cash flow to operate. According to Palochak, they depend on Kipu to complete their “operating cycle — the date of service to date of payment.” Kipu’s advanced reporting, powered by real-time analytics, enables the billing team to keep that cycle as short as possible. “I can instantly generate detailed charts and real-time dashboards to see exactly where we are in our operating cycle. We can watch aging AR from payors and clients, generate statements automatically from CollaborateMD and more. Without Kipu, we’d be slowed down to a crawl with all the manual work and that would have a negative effect on our revenue.”
“You cannot help the poor if you’re one of them” says Palochak.
For Arthur, treatment is not just a career but a lifestyle. He feels honored to do this work. Every day, he is inspired by clients’ ability to improve their lives no matter where they are starting out or whether or not they believe recovery is possible. “I‘m thankful to be partnered with Kipu in our fight against addiction.”
To view Arthur Palochak’s full presentation during “KipuExpo 2021,” click here.
Arthur Palochak has served as Fort Behavioral Health’s Chief Operations Officer since January 2020. Prior to joining Fort Behavioral Health, he worked as Vice President of Business Development for a national behavioral health company. He also spent several years as Director of Referral Relations and Director of Marketing for behavioral health care companies in Texas and New Mexico. Arthur has a Bachelor of Business Management degree.
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