Aloha.
Welcome to the team!
Even though I haven’t even met some of you, I like to think of our little organization like a family. For the same reasons we all became massage therapists, we are connected through a common values to support our fellow human. For me, I no longer lay hands on patients but I can support all of you to support the clients, and that feels good. One of the beauties of doing business on the Big Island is that we can keep our relationships and business personal, and that’s the relationship I desire to have with you all.
OK, onward to a smattering of the more mundane mechanics of working together:
You are not my employee. You are part of a network of independent massage therapists. Even though it may seem like I am sending YOU a pay check, officially speaking, you pay me for my services, and what I am doing is forwarding you your portion of the pay after my fees have been deducted.
Please, stop right now and bookmark the INFORMATION FOR THERAPISTS page. This will be your “go to” if you have a question about a procedure or where to get a form. You can always ask but at least try to take a look here if you have any questions.
Whenever I send you an email, it sets up an encrypted link between our two email programs. One that is HIPAA compliant and we are allowed to send PHI (Protected Health Information) regarding our clients. If you send me an email that is NOT a response it will not be encrypted.
When you get a new client, I will send you an email with the clients name, phone number, prescription, and any special information regarding that case. We try to use a single email thread for each client. The subject name will always be:
Client Name *** Official Thread *** #Client Phone#
Whenever you have any correspondence regarding this client, just search for the clients name in your email program and respond to that thread. That way all their information is in one place. It also makes sure that your emails are encrypted and comply with HIPAA.
When you get a new client, I want you to reach out to them to schedule that first session. Sometimes I give the client the number for more than one therapist and let them choose who they want to book with, in that case they’ll call you.
You need to follow the treatment plan exactly; otherwise the session may not be covered by insurance. If you want us to request any additional information from the doctor let us know. There is a link to the BIMN portal in the official thread and on the info page you bookmarked above.
We have a standard cancellation policy and intake forms that we try to get clients to e-sign. If they don’t we need you to get them to sign at their first session. You can download them on the information for therapists page you bookmarked above. If you want to have a more strict cancellation policy, you are welcome. You are responsible for collecting cancellation fees but we can help you by not allowing the client to be treated by another therapist until they do.
Please send reminders to your clients over 24 hours before their appointment so they can still cancel and avoid fees.
Every session you will fill out at SOAP note in our portal. They are due on Sunday night. These notes are mostly for billing purposes and are not very detailed. You are welcome to keep your own set of notes if you want more detail.
At the end of the prescription you will fill out a more detailed progress report that gets sent to the doctor. You should fill this out 2 weeks or 2 sessions BEFORE the treatment plan is finished so that the doctors office has a chance to take action based on your recommendations. Our portal will remind you when they are due. If you are recommending more treatment, please tell the patient to follow up with their doctor because they will not always initiate a new plan solely based on your recommendation.
Work comp billing and payments are made once a month. No fault car accident billing and payments are done twice a month.
We find that WORK COMP payments are basically guaranteed if you follow the treatment plan. We’re so confident that we advance your pay 2 weeks after we bill. If a session gets denied because you didn’t follow the plan, we will ask you to return the advance. Sometimes we get slightly reduced pay for various reasons and usually we can cover that difference so your pay stays the same.
There is a little more risk with AUTO payments. Please read about the risks on the info for therapists page. We pay you when we actually get paid by the insurance which is usually within 6 weeks of billing.
Sometimes if you start a few clients at the same time, waiting for the initial payments can be a hardship. If this is ever the case let us know and we can arrange a special advance for you.
We send your payment through direct deposit. We pay the 4% retail GE tax for you. You are still responsible for GE tax but only the wholesale portion which is 1/2 of 1%. We keep an itemized list of your payments in the BIMN portal as well as a summary to help filing GE tax.
If any of these procedures or instructions intimidate you, PLEASE ask for help. That is what we are here for: to be the bridge between you, the talented healer, and the bureaucracy. We will try as best we can to make the process flow easily.
There are 6 of us currently in the BIMN administrative “office”. They are all friends of mine.
Tiana, Ryan and I co manage the team and normally are the ones who talk to the therapists, the doctors, the patients, and get new claims set up and verified. Tiana does work comp, Ryan does no fault, and I do federal work comp claims and cover as needed. We try to be available Monday-Thursday but sometimes will take a day off here or there. Tiana works out of her home in Honaunau, and Ryan and I work out of my home in Puna. Betsey does billing and all things to do with money, dates, and numbers, she usually works Tuesdays and sometimes Thursdays when needed. Wendy does accounts receivable and troubleshooting problem bills. Another dear friend Dan in California has been helping us by automating our notes and record systems and maintaining our database.
You will be interacting with 2 departments on a regular basis. Best to save them as 2 separate contacts to keep text threads straight:
BIMN Work Comp office@bigislandmassagenetwork.com 808-557-8807
BIMN No Fault Auto auto@bigislandmassagenetwork.com 808-466-1894
So happy to be working together, don’t hesitate to call me for any questions or clarifications.
Aloha,
- Jacob
Owner and Co-Team Manager