Accelerated Documentation Webinar 4-26-25

Okay, welcome, welcome. We have lots of people hopping on here. And as you hop on, see where you're watching from. So far we have one in Canada, Montreal, and others all over the state, all over the country. I mean, thank you for spending your part of your Saturday with me. We are going to talk about how to accelerate your documentation because now more than ever, we can't be wasting any extra time on documentation than we need to be. So let's see, let me know, true or false, that you think too much time is spent on documentation. Just put it in the chat. Mary Lou says true, Kimberly says true. Lori says true. Okay, we're in agreement on that. We don't want to be spending that. We're already spending too much time there, right? Tell me this, is it affecting your family time? True or false? Hillary spends hours outside of work. I know one of my employees that moved here from Texas, she said she spent all Wednesday night and all Friday night on documentation. And then I have a friend at the hospital. They have to have everything done by, I think, nine o' clock on Fridays. So every single Friday night she'd go back in and be finishing up her documentation. That is not, that's not going to help family time at all, is it? Here's another thing. True or false, Is it cutting into your superpower time? And by superpower, I mean, you know, that time could be spent being a better therapist, researching something, creating something for a client. Yes, you guys agree with that, too. And to me, that's the worst part because I want my time and energy to be spent on the kids. And true or false, does it affect how many kids you can help? Because, boy, the explosion of number of kids that need to be helped. Now, holy to moly, our waitlist at Ohana. I think Christy could put it in here. I think it's like 160 now, and it's not slowing down. And we've grown and grown. We've quadrupled since the pandemic. And holy tamoli. So many kids. You know, we're seeing the panda, the kids really affected by the pandemic when they were little. Yep. Huge wait list. So, you know, an hour of documentation that you don't have to do, you could be helping one more kid. I'm located in Wenatchee, Washington, Donald, which is in the middle state of Washington. And if you're, if you're a clinic owner, are you finding that, you know, making payroll, paying your bills is stressful? What are your wait lists? You should tell me on here. I'd Be curious. It sounds like we're all dealing with it. Oh, I don't know how to get this to go back anyway. Are we burning out our therapists because they're taking documentation home months out? Yeah. Do you feel like the therapist you or if you're an owner, your therapists are getting burned out from documentation? Yeah, definitely. Panel says yes. And then I would just say, you know, I kind of shared a lot of different things. What do you feel like you're missing out on or your staff is missing out on the most? Like, what's the, what aspect of doing so much time on documentation? What are they missing out on Later? I'll, I'll talk about Esme. She's in Australia and she's somebody that I worked with and she was literally doing documentation at her kids soccer game, which is really sad when you think about it. So what do you think you guys are missing out on or your staff is missing out on? Session planning, organizing their space. Life. Yeah, life, Everything. Right. I was just reading and one of my favorite books is 5am Club and you're talking about kind of what life is for and, you know, how to have joy as your GPS and how to really enjoy life. And I really resonated with this. I said, you know, being helpful, helping people, which we all do. Adventure. And to me, like, adventure is having fun, experiencing new things and the other one is creating. So if we're not getting enough time for adventure and creation, and sometimes creation even can be coming up something new for your kids or could just be doing a new recipe or it could be doing art, could be anything but just like where you're creating. Because when you create, you're really in the present moment. And, and then they were talking about like less time acquiring and comparing. But I thought, you know, when we're talking about the balance in our life, it's like if we're missing out on adventure and creating, that's quite a bit. Yeah. It's always peace, right? It's always hanging over your head. If you're a clinic owner, have you considered like with the time and the frustration, has it just made you think, I'm done? This just is not even worth it. Especially obviously if you're an insurance based clinic. It's just such a hassle. Oh, wow. Lori says she works part time, but then it's really full time when you do the hours of documentation. I guess I should ask on here, is anybody a clinic owner or am I, am I talking specifically to. Oh, you have some. Okay. Yeah. So have you guys ever thought, man, this is just not worth it, I'm done. Solo clinic owner. I mean, sometimes it just feels so overwhelming. So some things that you might not realize, but typically documentation is costing you about 30 to 100k a year for a small clinic. Well, I said to say true or false, but the answer is true. Okay, so now we're going to kind of go into some other things. Does this sound familiar? Like you just feel like you're too wordy in your documentation? Yes or no? Yeah, it's, that's one of the big problems for sure. We got agreement there. Another reason that we tend to struggle is just not confident it'll stand up to an audit. Yeah. And redundant for sure. Yeah. You want to cover yourself and then that's where a lot of the. Trying to make sure everything's in there. And somebody said this before, you just always feel behind. I always think of it like a monkey on your back. Just it's always there, hanging. Yeah. Covering yourself. How about this? Do you feel like there's a lack of consistency on how people document or even how you document if you're solo for certain? Yep. You guys are definitely feeling that. And if you're burning out your staff, a lot of clinic owners don't realize this and definitely therapists don't realize this when they leave. But the cost of Turnover is about 20k. Yeah. Causes more anxiety. Oh, you have some people, co workers, completely skipping sections. Wow. But yeah, the cost of turnover and actually I think it's even more than 20k because on average it's six to nine months to fill a position. And so you have that lost revenue. Then you have your lost revenue when you're onboarding people and then you have your, how much you're spending on advertising and how much you're spending on, you know, if you're doing like a sign on bonus or relocation bonus, so you get over 20k pretty quick. It's very, very expensive to have turnover. So what's it really costing you? And you know, I think you guys mentioned this already. It's not just time, it's not just money, but it's, it's relationships, your mental health, your physical health, all of those things. And in a, in a clinic that's doing, that's doing about 25 treatments a week, the clinic is going to be, oops, spending on average 73,000 on documentation time. But if you can cut your time down to like a 20 minute write up for an eval, 5 minute note, you could save $50,000 a year. And I'm gonna do a real live example of this with somebody's numbers if they want to. I've got to just pull it up. Give me just one second here, because this is a calculator that I have. Let's see. Here we go. Okay, I'm gonna share again. Even though I'm doing all this, I am not a tech savvy person. Okay, so now I need a. A volunteer. Or we can just kind of. I can just average the numbers that you guys are giving me on average right now. What's it. How many minutes does it take to do an eval, to write, just to type it up. The typing up part. An hour. One to two hours. Okay, we'll just go with an hour. Okay. Oh, yeah, I. Yeah, I used to do the whole sipped in. That was craziness. Can't really do that. Yeah, two to three hours. Yep, I know. Okay. Yeah, easy is better. All right, well, let's say we'll just say 60. We'll go on the low end, but we know it could be more. How about a treatment note, a therapy note? 20 minutes? 10 to 15. Calgo with 15. Okay. And on average, how many evaluations do you do in a week? We're just plugging numbers just to see how this turns out. One to two, two to three? Three. How about we'll. We'll just put two in here. How many therapy sessions in a week? Wow. Four vows a week. It's really good. We're kind of all over the place for therapy sessions. Let's do the 60 to 70. Is this speech or half hour sessions? Maybe I should rephrase this. How many hours of therapy in a week? Wow, that's a lot. Get. Is it gallow gallows. Wow. 48, 50 minute sessions. Wow, you guys are doing a lot. Must be doing all your documentation on your own time. Oh, my gosh. Okay, well, since we have numbers that are all over the place, let's just say. Let's just say like 32. And then average pay, hourly pay for a therapist. And I know this really varies, like if you're paying benefits or not paying benefits, but we'll just kind of pick a number here. Or you could note with benefits, not benefits. Oh, Catherine, Are you in the uk? Wow. Sorry, my phone's ringing. I'm going to shut it off. Big difference when you have benefits or not benefits, because benefits are easily 10 to 15 an hour. All right, we'll just say 40, because we're kind of all over. Yeah. OTAs. My OTAs are at 25 starting and my OTS are like 38 to 42. Okay, let's just say 40. And then how many FTEs should we put in here of therapists? You can. We'll say OTS since it would throw it off if we said codas. Right. Since we said 40. Donald, you are working hard. Holy tamole. Okay, four. One. Three. All right, let's say three. Just do three. Just see how that. Oh, five. Oh, Donald, I'm sorry. You feel like you're dying. Got a solution for you. Okay, so let's do three. What did I say? Three. Oh, let's do four. Let's just do four. See how this turns out. So it's kind of similar to the example that I showed you in the beginning. So if you're a clinic and these are your numbers, you're spending almost 2,000 hours a year documenting, which is costing. If you're paying for all that time, it's costing over $83,000 a year, which is, I know, a little shocking. And if you were able to get it down, let's say 20 minutes, let's see if you can do your write ups in 20 minutes, you would save 50,000. Let's say you could get it down to 30 minutes, you would save over 50,000. Let's say YOU could get it down to 40, you'd still save 50,000. You can see the difference that just a little time makes. But mine are like 15, so it's almost 60,000. It's quite shocking. Yeah. So if so what happens if documentation time is not paid for you? Then you have to look at what you're getting paid and then took it all your hours and divided out and you're just really getting paid less. Will this webinar consider specific learning difficulties that affect the speed of note taking, such as dyspraxia and dyslexia? And that's what takes me longer, you know, I think so because I'll get into it. But part of the reason I got really good at documentation is because I absolutely hate it. And I needed systems because of really, really poor memory. So I was never the kind of person that could just do it at the end of the day. But anyway, that is, that gives you an idea of if you just change the time, what an impact it has. So we're going to go back to the webinar here. Tell me, I don't know if I need to do something different here. If you can see the part with the dog here that says it's not Your fault. Can somebody tell me if that's showing? Or maybe I can see it here. Yeah, okay. And I can go back to that. Good. Okay. Get my chat back up. Come here. Chat. You guys are awesome. When you do a webinar and you don't see anybody, it's way more fun when people are interacting. Otherwise, you just feel like you're talking to yourself. So this is totally not your fault. You didn't have the knowledge. The information that we really need is not out there. It's not readily available. I was always searching. What school teaches us totally out of touch with reality. When I have new grads, I get to see this on a regular basis. That, you know, they're pretty out of touch. And then they pretty much teach us to write essays for notes, and that's not functional. And insurance companies, here's the thing. Insurance companies, they really don't want you to have the knowledge. They'd rather deny a claim. And it is the first, my first, in 2007, my very first private practice class I took, the coach said, if you're going to bill insurance, you have to know you're playing in the big leagues. You're not playing in the little leagues, because they study you, they know your weaknesses, and they would rather deny a claim than pay it. And that's the game we're in. So you have to learn the rules. And these are 20, 22 numbers. But insurance companies are there to make money. And it's kind of shocking to see even back then, like, how. How many millions of dollars they're making. The one that really shocked me here mo is our is Medicaid. That one really shocked me because it's Medicaid. How he's at the highest. United used to be at the highest. And then we all know what happened sadly, you know, with this, that CEO. But people are angry. You know, it's. It's not. They're not there for us. And most practice owners are not actually confident in their own documentation. I've coached a lot of practice owners, and this is one of the problems, because they're not completely confident. They don't tend to share with each other how they're doing things. And it's hard for them to create a standard because they're not 100 confident. And Catherine. Yeah, it's. It is one positive if you don't have to deal with it or if you're cash based. It's a huge positive to not deal with insurance. It's something I wrestle with very regularly that I would like to not deal with it. But I'm in a very rural area and 80% of the people are on. On the state insurance, so I'd be cutting out a lot of services if I didn't do Medicaid. So I encourage you to stay to the end so you don't have to keep believing the lies that you've been told. And I do have a cool gift for you by staying to the end. And as you can see from the chat, you are not alone. And what if you could get intakes with no missing info? What if you could get evals written up the same day in under 30 minutes? And you like my little baby there? Are you serious? And I am serious. I am so serious. This is totally possible. Sounds like a dream. So on a scale of 1 to 10, what would that feel like? 10 being awesome? 111. Okay. And what if notes could take 3 to 5 minutes and progress reports could be 5 minutes? And what if all your therapists could leave on time every day and no one took documentation home? Wouldn't that be amazing? It's very true for my staff, except that they like each other a lot. And if they stay over, it's because they're chatting, they're just hanging out, but they. They can get their documentation done within the day. And what if every new grad could feel confident in their documentation? This is Abigail, who worked for me for a few years, and she's a brand new graduate. And she was so grateful that there was clarity on. On what you could, you know, on what the expectation was and feel confident right away. I spend my life. Catherine says writing up. No. Worst part of the job is the OT that would be ideal. I would consider stay. Oh, man. Lori, you're considering leaving the profession? Don't leave. Just get the documentation under wraps. Yeah, clarity would have been great. And then what if your documentation was set up in a way that you could always get a great testimonial? We get testimonials on every single discharge. And they're always great testimonials, but it's part of our. Part. It's part of our system, part of our process to. And it's amazing, amazing for business. And what if you could have more time with loved ones doing the activities they enjoy? This is my staff doing the fun things that they like to do. Haley's in the green kayak. She is on the call here. And Christie's got the little puppy there. I don't remember whose puppy that is. It's not hers, but she's hanging out with a little puppy there. The surfers are my. My kids, my boys, they're out surfing. And what if as a practice owner, you could have the freedom to take time away from your clinic for real vacation? This is an epic trip that I actually had one month of travel with my husband. Husband. That was actually year before last year. These are mostly. Oh no, these are all. All over. Yeah. So that we went to Florida, we went to Michigan and Wisconsin. Visit family. And I got to tell you, if you're working this hard as a practice owner, you better have some reward and some fun or you're going to quit. You just. You just got to have some fun and adventure and it's all possible without overwhelming you. And I know because it's true for my clinic and all the clinics I've helped. Here's Heather. And Heather, she was literally staying up to 11 to 2 in the morning documenting and oopsie. Sorry, my chat just went a little crazy. Got really big. I gotta get. Put it back. It took over the whole screen. Go back. Yeah, you guys are imagining this better life now. That's awesome. Oh, Lori, you're on the. And you're on the vacation. That's good. Anyway, yeah, so Heather was staying up all night. And this is Abby, she is in New York and she. I did some individual coaching with her and she told me that she was the world's worst documenter ever in the entire world. And we were a little bit in a competition once she developed her system for writing empy vals quick and she actually beat my time. She did one in 10 minutes. And so this is. These are my best times. I make it a game and it helps me focus because I'm pretty distractible. So I like to be like, ready, set, go, boom. And then I do it. And so those are my best times for evals writing them up. So a lot of you guys don't know me. So real quick, who I am is I'm a wife. I amazingly supportive husband who helped me build my dream clinic. I'm mom to two adult sons. They're entrepreneurial. I own several businesses. Pete's clinic coaching retreats. I built my clinic to over seven figures and tripled the growth during the pandemic. And I've helped over 100 clinic owner. Clinic owners cut their documentation time in half and help them stay in the game. And. And I have a really good record for fighting denials. 100% fighting denials. And what makes me happier is when other people succeed. And so here's Brenda. And she. She's saying, I want a huge appeal for a kiddo based on the stuff that I taught her, which was super exciting to me. 10 minutes just to enter the background info. Yeah. Quick timeline on me. I graduated in 88. I was school T for 17 years. Formed my practice in LLC and I was working for birth to three center. And. And when they closed, I actually was like, okay, I'm really going to do this. And started with some of those babies that I was seeing and grew my business from home visits to out of my home to a small clinic in my little town to a larger clinic in the bigger town. And then a couple years ago, like, expanded that space, doubled that space. So I've been in private practice now for 16 years. And then in 2020, during the pandemic, a lot of people know me from this because when we were. When we suddenly had to do telehealth or, you know, the pandemic, we had the lockdown, and we'd all go out of business. We didn't do something. I immediately form a. A Facebook group so we could share ideas. And within, gosh, within like an hour, there are 300 people on it. But within six months, there were 12,000 pediatric OTS in 60 countries. And we all helped each other. Is anybody in that group? We can. We can put the link for that group in there. But it was so collaborative and so fun. So I would film, like, my telehealth sessions and give people ideas, and we would do fun things, like, what are all things you can do with pillows? Or, you know, people brainstorm together. It was just really fun, and we really helped each other a lot. I started doing some private practice coaching in 21, 2022 with my business besties. We've hosted some elite retreats, and I've done, you know, some different workshops, presented at some big conferences, and did another retreat. And then my most recent project, the last year I just finished it, was I created an app, Sensory Hero app. And I did that to help intent. My intent was to help with the wait list, to give them things that they could do while they're waiting. So it's educational about, you know, how to handle meltdowns and just a lot of things to get them started and in a, like a Sensor Hero kit. And so that's our current project. And then this is just a little timeline of some things about my quest to figure this thing out that was just so complicated. So I had some inspiration in 1990 when I was a traveling therapist, and this. This therapist taught me that you could be a really great OT and take care of your mental health. Because I asked her, she just seemed like she had it all together. And I was in my early 20s and just kind of asked her for some wisdom and, and back then people didn't talk about depression and mental health and medication hardly at all. But she shared her story with me and, and, and she had taken care of her depression and taken medication and just, just kind of helped me understand like you can be a great professional and take care of yourself. So she kind of put that in my mind. In 2008, I had been an OT for 20 years and I remember I was at the birth to 3 center and I was staring at my note and going, I don't know if this note is good enough. Nobody's ever told me anything. Like I have no way to know. And I thought that is weird. I've been OT for 20 years, how do I not know? And, and then in, when I started my practice, you know, I really wanted the confidence. I got all the SIP training and was doing. If you haven't done this thing, holy tamale. If you have a cooperative kid, it's 17 tests. It takes three hours to give it. With a cooperative kid and you're really good at it and then it takes like a couple hours to score it and then hours to write it up. It's just insane. I mean you're at least 10 hours in by the time you're done with this thing. And if you're in private practice, unless you're a cash based practice charging like a grand for, you're just losing money like left and right. But that was like a really aha moment because I was like, this is impossible. I have to figure something else out. And so I've had a lot of coaching over the years and, and of course I go to these things and they'd be outpatient pts and, and I'd be like, but I'm ot, but I'm Pete's. And but they were saying we're getting paid by the same people. Here's what my eval looks like. And so I, they couldn't believe what we were doing. I couldn't believe how short their stuff was. It took a lot of years for me to keep like changing things and shaving things down and kind of figuring it out. Took a good decade to get it to where it is now, but I haven't really had to change it in the last four or five years at all. So in 2020, because of that Face Facebook group. I was just doing free seminars helping people figure this whole thing out, how to do telehealth. And then I just started asking people what they needed help with. And what kept coming up was the documentation problem. And I'm like, oh, well, I have that figured out. And so then I started doing some webinars about how I do things, and it just evolved into this me. I'm like, well, I might as well just put everything out there. And so it evolved into what I have now. These are just some pictures of some of the things I was talking about. Speaking at SSHD Live. This is my team doing a podcast with my coach, Greg. The bottom left is a retreat that I did for with. These are my business besties. On the right here of dark hair is Raina and grayish dark hair is Kim. They're my business besties, and we did a really fun retreat together. And my mission, my purpose, is really to elevate others. So it starts with these sensory kids, but then, you know, I love elevating my therapist, training them, mentoring them. And then I love helping practice owners because then I'm helping more kids. Yeah, the pts are ones are typically so much shorter and look simple and to the point. Guess what? We can do that too. And it's okay. So I was telling you a little bit about Esme in Australia. She was literally going to close her practice because she was so burnt out. And so here she was just thanking me for, you know, getting her life back, that she could. That she could keep going and serving kids and. And have time for her family. So that was a lot of kind of introductory info. But what we're going to talk about Here is my 3P accelerated documentation system that'll shake can shave off easily. Everybody who's done this shaves off half the time. And easily you can save 50k or more for a small practice. So I'm curious, what would you do with $50,000? I know what I would do. I'd buy a boat. We got to have some fun here. What would you do with $50,000? Pay off some debt. Get some cool stuff. Take a trip. I'm curious what you would. Oh, nobody's. Oh, here we go. Vacation, invest, pay off some debt. Splurge on yourself. Yes, for sure. So that's another monkey on the back, right? Debt, equipment. Take a trip. Love it. So today you're going to get some lessons without the scars, because I tend to learn things the hard way, so electric work done. So I'm curious if you're Actually ready to change. Because I can tell you, I can tell you all kinds of stuff. I can. But if you're not actually ready to change your ways, you won't, you won't do it. So you have to stop and think, am I actually ready to do things differently? I just want you to write change in the chat. If you are actually ready to do something, do this differently. Because I'll tell you what, doing things differently is scary because your brain just says, don't do things different. So ready for a change as long as it's done in a new firming way. And yes, I'm ready. Okay, change is great. It's scary, but I'm getting too old to keep doing it the same way. Yep. All right, good. All right, this is Liz. She was just into my system. She just in module three and she's like, my mind is blown. And this was in a conversation where Esme, the one in Australia, was said, it's changed the quality of her life. So here's the first thing we're going to talk about perspective. Lisa is ready. So first I just want to talk about mistakes I made. I waited way too long and I lost a lot of time with my family not being willing to change. One of the biggest problems is we let fears keep us stuck. And we're going to talk a lot about fears and also letting it affect profitability of your business. I had the bleeding heart broken business model and I almost lost it all. And that was when I was taking like way, way too much Medicaid. I actually ended up negotiating with the CEO of Molina in Washington and actually was able to raise my rate, which was great. But you know, we just want to help everybody. So it's hard for us to think about profits and all of that, but we have to, otherwise we will lose it all. And barriers. A big barrier people have is even when they learn a new way, they're just afraid to change how they've always done it. And the key is to really, it's a little psychology. You got to find out why you're so afraid and why you've are doing it the way you're doing it. You have to really analyze it. So here's some really common fears. Fear of not sounding professional. Feel of not being understood by the parents. You know, we have to be professional and we have to be parent friendly. So that makes more words you don't want them to feel like they don't understand. Fear of an audit. Fear of missing something. That's a big part of over Documenting is people feel like, oh, what if I missed something? Fear. Change is huge. Our brains are wired for comfort and safety. So the alarms go off if we're going to change anything. This is a big one for me. Like the need. I always want to educate in the report, especially because I'm si focused. So I'm like always trying to explain everything in the report. And then fear of insurance taking money back. They actually do that. I have known actually quite a few practice owners. Now they can pay you for something and then just decide, we shouldn't have paid you for that, give us back a hundred thousand dollars. It's insane. Fear of it not being covered in the first place. And these are some common whys. Difficulty being concise. I like that picture. That's pretty much how it feels. And lack of education to show. Show the. It's funny. People write these big long things, but then like the things you need in them aren't there. Like you have to show something in there that shows that it's skilled, that not just any, not just anybody did it show some clinical reasoning there. Huge one is perfectionism. School teaches us. I mean if we all graduated, then we were trained to be perfectionistic because we were trying so hard to get the A. And. And in entrepreneurship you have to be the opposite. You have to be action taker, let go perfectionism and just be responsive. If you make a mistake to just fix it. And this is another thing. This is really, really common that therapists just want to include every detail because we so love everything that we do and we want to just point every little thing out. So we tell that they came in and the parents said this and we just kind of tell a little like story through the whole like session of every little thing. And then because I'd been at this so long, like, I feel like ots get a lot more respect now and especially for sensory integration. I mean, look at our wait lists, right? But it wasn't always like that. So a lot of me was like just trying to be respected. And then I've always done this way. This is how I was taught. So what I want you to do is take a moment and tell me what ones resonated with you. And you're like, yep, I have that fear. And I can tell you that I had all. I had all of these. Lori says audit everything. I'm wondering how to say your name is. It's Akiko. Maybe Sakiko. Yep. Audit, taking money back. Perfectionism, storytelling. Oh, I said it right. Cool. Demonstrating skilled OT notes For si clinical reasoning, wanting to prove worthiness. Oh, good, you had audits that went well. Trying to be respected. Yeah. All right. Okay. So the next P is processing. Yeah. Demonstrating OT in a concise way without storytelling. So some barriers, EMRs actually can, can be a challenge for people. But in your mind it's like, well, it's impossible. My EMR makes it hard. There's no way just the mindset, there's no way this is possible. Accelerate documentation can actually work with any emr. The way we do things works with everything. Every emr. Even if you're just doing Google sheets or even if you're doing paper. Most of the people I've coached in peds practices have on Fusion and Raintree, but they don't love it. But you can still get really efficient with it. A lot of people love Jane. I'm still trying to find out if how they're doing with American Insurance or Canadian company. If anybody knows, let me know. Right now we're using hino solution. It's all, it's all about knowing what to include and what you can leave out using templates. A lot of EMRs have AI that you can train with with your templates. A lot of them like have these quick phrases so you can create a template in the quick phrase and I'll plop it in. That speeds things up a lot. But again, you have to know what, what is that template going to include and not include. So for your session notes, these are essential things that you need to have. You know your session demographics, depending on your insurance. Sometimes you even have to have their like insurance number. Sometimes you have to have your npi. Those are things that have kind of come up more recently for me. But you know, obviously, like start, stop time, your date, all of that kind of stuff. First objective, instead of going into a lot of detail about everything that they told you, we mine for the golden nugget. The whole session we are trying to find a positive thing from the parent or the child to put because we want to be able to show progress. So the golden nugget, you can even flip it around. Like if they say, oh my gosh, they had the biggest meltdown before they came in. And I might be thinking, wow, it's been a while. How long has it been? Yeah, it's been three weeks now it's happening again. I'm like, wow, okay, we went three weeks without a meltdown. So that's what I'm going to put in there. So I'm going to flip it to the I'm going to find the golden nugget. You really, the main thing you have to have in your note is measurable change. You want to use numbers. So you want to talk about, it's kind of like if you guys ever did rehab, you just want to go back to that. You just want to say like percent of assist physical or physical or verbal or tactile or modeling or whatever, what they did, what you did. But you want to have something that you can show change. So you might say like if you're working in sitting that, that they were able, you just want to be very objective. So you know they were able to sit for five minutes with a therapist with standby assist in a small chair and table with minimal verbal cues or something like that. But whatever, whatever it is, you do have to have in your assessment why it's medically necessary for them to continue in there. And, and then you do want to say like in the assessment part, like what their compliance is. That's one thing insurance always is looking like, are they compliant with their attendance? Are they compliant with home programs? Because they're like, is it worth, you have to think from their point of view, is it worth paying for this? Are they doing their part and are and is there progress? And then in the plan you don't ever want to just say continue planning care. That's where every gets lazy. Continue planning care. Don't write that. This is where you really kind of show that you're a therapist and you're thinking you're either going to upgrade the plan, downgrade the plan, what's going to be different about the next session? So you're going to write what you're going to do the next session. And it might be simple like downgrade for increased success, lower the swings to 2 inches off the floor or upgrade to 7 piece obstacle course. Or you just want to show that you're thinking and about the next session and you're gonna do something a little different. And then in EMRs, this is all taken care of. But if you're typing your notes, you just want to make sure that you're, you have the date next to your signature. So you in your mind you think, well, the date at the top of the session is enough, but they want it next to the signature as well. So here's a little sample, kind of gives you an idea, I'll say what the goal is. It's important to note if the goal was met to put it in there. They want to see that. Let's see what Did I say here? Data from this session progressing now I will participate with 100% accuracy with a first then simple schedule evals these and don't worry about screenshotting or whatever because you will get this. If you stay to the end, we'll send this to you. But these are evals. This looks like a lot, but I can get all this in in 10 minutes. This is what needs to be in, in an evaluation. So I'm not going to go over this in all detail because we will send this to you. But I'll point out a couple of little things that you might not be including already. Like one thing that we do is we do a pre test activity and a post test activity. So we actually kind of test treatment in the, in the eval. So we do something like brush and squish the Wilburger deep pressure protocol and see like oh, after I did that they were able to sit and then I was able to do the ocular motor screen. So maybe the pre test was they're bouncing off the walls 0 sitting down. Maybe one minute after I did that they were able to sit for four minutes. Something like that. Like a little before and after. Because we treat nari valves all the time because it's the only way we can get through our evaluation. So we want to give that credit. That's one thing that's a little different. There's certain statements you should have in there like if they don't get treatment, is there a chance they're going to get worse? Will the therapy actually likely improve their functional skills? You always want to know to safety concern. You want to do you want to be specific in your frequency? A lot of times I used to do like a range because I wasn't sure. Study your discharges. How long is it taking you to complete this type of kid? We studied our discharges and we determined that our average SI kids was, was about 36 visits. So we can say it's going to be 36 visits. You can always update it later. But doing ranges isn't good and they want to know the frequency. Is it going to be once a week? It's gonna be twice a week. For how long? What code you think you're going to use? All of that kind of stuff and then having your doctor sign it. You don't have to write full sentences. You can have it very simple. It can be list form. We don't waste our time with sentences. It's just, just clicking on the ones that we do and we do a parent concern level kind of like I got this idea from the pain scale and it's really nice because usually they're 5, 6, 7, 8, 9, 10 somewhere in there for their initial concern. And when they discharge they're usually like 012. And lists are easier for them to read. Yep, we they the parents read on the fir. We have the eval written for the first after visit and we give them a pen and we give them the paper and we have them read it in the session and then we make any corrections that they point out and they can sit there and read it in the session. If you don't have a report that they can digest in a 45 minute session, that's a problem. Really important to have the primary functional concern. In this case it's like sensitivity to clothing and hair. Hair stuff. And again, it doesn't have to be sentences. I have a section in mind that's what's causing the functional impairment. I don't list all the reflexes. I just say they have, I have that recorded. I mean I have all the information but I don't list every single thing. This is how I would say vestibular in a way that's professional and the parent friendly is just, I just say vestibular slash movement sense that they're under responsive, proprioception, SL position sense. You know, I don't have to go into a lot of detail there but it's professional and parent friendly and you know I'll say if it's under responsive, over responsive, that sort of thing. And you want to say the severity of the dysfunction too. The big thing is proof. There's a belief that people have that the reports need to be long in detail and documenting every little single thing you did and that you just have to do it because that's part of being a peds therapists and that's just how it is. It's just harder for us. I had that belief. It's a lie. You can be as short and simple as a PT because what you've been taught is wrong. Insurance companies, they don't pay for long reports. They don't want to read long reports. They pay for the payoff. They want to know what the payoff is. So the payoff is proof of progress. That's it. That's what you got to show. So if you have clear goals with functional gains and the more concise you are, the better. So you want your, you want your goals to be very, very simple and functional. That's what they care about. So we always document in our in our note to progress on two goals. One might be an underlying like her strength or something. And always at least one of them is functional. And you want to say this came from somebody who had a Blue Cross audit in Alaska. She was saying like four out of five trials. But if she's, if she had, if they had done that within one session, she really meant over multiple sessions. And she wasn't clear about that. And they're like, well, they met it. Why, why are you paying for you to keep doing this? So she learned to put data days. It's a really nice way to just say like you're saying 4 out of 5 times 4 out of 5 data days. They demonstrated this, blah, blah. Or you can also be like 80% of trials. But if you're specific about day to days or 80% of day day to days, that really helps that you can do it over time. And then you run indefinitely, show your skill. And sometimes we get overwhelmed by that. Like, well, how do I show my skill? It's pretty simple. It's how you change the task, how you adapted the task and how much assist you give. Think old school rehab. Your percentage of assist, physical, verbal, tactile. Just put that in there and that's showing your skill. And I talked about the golden nugget. Another thing where we get into trouble is being super descriptive. We do a lot of creative stuff with kids and you want to keep it really simple. So you don't want to be like all the details about this butterfly craft. Think of why are you doing the butterfly craft? Well, I'm doing it for the multi step direction goal. I want them to be able to do five steps. Well, then I would say we did a five step craft. But you know, if you were doing it for a different purpose, then I would describe it that way. And you already saw you can do bullet points. You don't have to have like super long sentences. So just to recap, the first thing is perspective. What's holding you back from changing your wordy ways? You have to really understand before you change and then keep it to essentials only for the process. You don't have to write a story or even complete sentences and show your proof with numbers, percentages. Make sure you're saying something about what you did. I called the nice the neighbor test. So like, if you took your note to the neighbor, could they look at it and know that a therapist did it? Or does it look like a coach or a teacher or a babysitter could have wrote that note? So like for Instance like the craft. If you're just detailing all stuff about the craft, well anybody could have done that. But if you're talking about the multi steps and how you adapted the craft and or, or how, how you used a visual model or how you provided a certain amount of assist, now it sounds like a therapist did it. Okay, so I want to know if you had any AHAs and what your biggest takeaways are. Just like from everything I shared just now that would be really helpful for me to hear. I'll just give it a couple minutes for you guys to think. So what your anything that I talked about that you were like oh yeah, I could just do this one thing and things will be better or your takeaways. Thank you Donald. He said it was very, very helpful. Be more short and sweet to the point. No storytelling. Seeing the examples for the val and write up was helpful, not wordy. Revals are 12 to 16 pages long. I, I used to have 40 page of ALS guys. I think I went to the complete end of the spectrum on being wordy before I got to this end of the spectrum. Let's see. Oh, about the audit. Same day to days storytelling using the golden nugget idea for subjective two goals per session. Yep. You guys do those things. You're probably already going to cut your time in half. Okay. Do bullet points and lists for reports. Long paragraph forms would be easier. Yeah. Oh, you know what, I'll give you an another really big tip you guys on the wordiness, on the educating. Educate. With handouts you don't have to educate in your report because that makes a report long. So what we do is we, we drip feed the information to the parents so we have a, a list of handouts we're going to give them over time and that works a lot better. I like the focus on two goals. Tips for getting rid of weus day to days. Cool. That makes me really happy that this was worth your Saturday morning to get a got some things out of it. So who would like to put the system into their place in their practice so they can get 50k back? Because this is not all. I know if, if there's people that want to know, remember if you stay on I'll, I'll give you the list. We have a nice document to send you out for the eval. For those that want more intimate help. Is it okay if I show you what it's like to work with me? Okay. So using my framework, I'm just going to be presenting an offer that can get clinic owners 50k back by cutting their time in half. My time is my most precious thing. So if somebody was to come to work with me, it would, for me to coach, it would probably typically be like 15K. And the, it's kind of like this balance thing. Like I've invested in a lot of coaching and it's not gonna be 15k by the way, what I'm offering. But, but it's kind of like this thing. Like the less money you spend, the more time you spend figuring things out, the more money you spend. Like I've spent a ton on my coaches and it cuts my time for learning. So the longer I've been in it, the more I find it's worth it to have people help me. Yes, I do work with other professionals. So for those that would like to work with me, I have this framework called Docufast. And you know, we talked about it basically takes you to this level of how you can get to cut your documentation down. So you go from having this hungry, this business being a hungry money eating monster to thriving, profitable business. Go from burnout to feeling great to why 99% of therapists are over documenting 99 of the time to being a clinic. That's that 1% that you're, your clinic is just zooming through the documentation and you can win appeals and gain respect and you know, make critical changes to your process so that you can facilitate high quality and efficiency vals that drive. My big thing is I want, I think documentation should drive excellence in care. And that's what everything about Docufast does is it drives us to have really high quality care. That's what it should be for, right? And you can cut your time in half so that you can have that excellence in care. And so it. Docufast has the processes and the tools and the templates to show you like so that you can just like put it right into your EMR and take off with it. And periodically I can, I. I have a group that, where you can ask me questions at any time and when people want to get on a zoo can do that. And we have a support group, a Facebook support group. And so each week is broken down by easy, step by step modules so that you know what you need to do and there's lifetime access. You can go at your own pace. So let's see. So for you to get results, you can just do it yourself or you can work with me. I'm curious where you guys are feeling. Are you in this burnout, worn out? You're evolving. You're already making some changes or you already feel free in your documentation. I'm getting the sense most of you guys are in the burnout part. Yeah, Lori's burnout worn out down here. Yeah. So the goal is to get you to where you're just free to enjoy your life up here. All right, so here's a sneak peek into what Docufast is. I'm going to show you this, everyone. Mary Koska here. Can you see it? Okay, can I give you a little sneak peek inside Docufast? Okay, thanks. This is a suite of tools and templates and systems. Speed it up. Just a little documentation, everyone, Mary Koska here. Going to give you a little sneak peek inside Docufast. This is a suite of tools and templates and systems to make documentation much, much more efficient and much more put you in a much better position if you're audited to make sure you have everything that you need. And typically, people will get their time cut in half or better and get their life back. So basically what we have is we have a lot of videos. A lot of them are pretty quick. You can see each minute is three minutes, six minutes. So it's, you know, it's fairly quick to get through. And each section has videos. And so you can see that there I am talking. And so we have seven modules. So the first one is all on mindset, expectations, path to freedom. And one thing that's really cool is that you will see that there's a place for commenting. And so here, Amy had asked, she wanted a copy of my PowerPoint, so I sent it to her. When you see this, 9.7 weeks, 11 weeks. This is a calculation that they. That they did in the video that was how much time they were actually spending on documentation a year. So just a little exercise that kind of helps you kind of get some perspective and some motivation to clean things up and fears that keep you stuck. Anyway, you really have to get your head around why you're going to want to change what you need to change. And then there's a section on what defines effective documentation. Again, you know, these are pretty quick videos to go through. Some of them are a little longer. Like the intake is 27 minutes. And it goes into detail on how I do my intakes. And that is a very big factor in how you get efficient with your documentation, is getting a really good intake. And so you can see there's hyperlinks. So you can see my exact forms that I'm using, and if I've made any changes or updated because it's my live forms. You get hard copies of examples. And then there's also bonus content, some master classes that I've given in the past that relate to the topic. So I've thrown those in as well. And then there's a section on writing the actual notes, how to do that efficiently and then re evals and discharge. Oh, I skipped something. I wanted to talk about evaluation. Yeah, so. So how to get them written up quickly. The evaluation write up process. I get mine done typically under 15 minutes. People that have taken my course have gotten their write ups. It depends on what kind of write up they do. You know some people are spending hours and hours and hours and they get it down to under an hour or two, half an hour. But I've also had people get them down to 10, 15 minutes. Like how I do them, it really just depends on your practice and what you're doing. But you'll definitely get it cut in half for sure. So again like here is the, you know how to do the evaluation write ups. I go through it in detail in the video, but then there's also hyperlinks in samples and so you can see that there's just video content. And I'm literally walking you through how I do everything. I never hit start and the things that I teach in here, they're applicable to all systems. So no matter your EMR or even if you're just using Google Docs or Google Sheets or even paper, you're going to be able to apply this because it's what to include and what not to include. And so let's see, where was I? So session notes. And then there are PowerPoints within this video. And so what's outlined in the CPT, you can see I have everything all very detailed and I go through all those details for you of what you absolutely need to have in there and what you can leave out. And so reval discharge. And then this is a really important part, what to do if you're denied medical necessity. Insurance companies play a lot of games. They, they just deny for no good reason really. And they just want to see if you're going to fight back. And it's just how they save a lot of money. So I teach you how to do it. I learned this early on my, I've had my practice 15 years and any denial I've ever had, I've, I've fought it and so far I've won every single one, 100. And so I just share that wisdom with you here. And then there's A little wrap up. And the nice thing is as you're going through this, you'll always know where you're at, shows you what how many lessons have been completed. It kind of bookmarks where you're at in this is done in Kajabi. So when you come back and you log back in, you can go right to where you left off even if you're a mid video. And you can also get this on a. You can also get this on your phone so you can just see it right on your phone and do it that way. Okay. Hope that helps you kind of get an idea of what this looks like. And if you have any questions, just let me know. Great. So. So this program's for people that want to cut their time in half, want to get 50k or more back, ready and willing to make changes. That's the biggest thing. It will take a little investment of time to, to change your ways. So you have to be willing to do the work to apply the knowledge and, and, and you really want, want this for your staff so that they can enjoy life. And it, you know, if at first I didn't think it was necessarily for people starting out but I have had some people that were just starting their practice do this way and they were just so grateful. So I think it's for everybody. It's really not for people that are already feeling confident and want it done for you. It's not a done for you and not willing to just. You have to take imperfect action. You just have to jump in and do it and tweak it as you go. And so, or if you know you don't want to invest into your staff. This is Kimberly who's a speech therapist. You know, life changing is probably the biggest thing that I have. People tell me their company is all speech therapists birth at 3 and their whole team really loved it. The docufast is, is initially the examples are all OT because I'm an OT and it's, it's based off of my experiences. But then I kept being asked for you know, what about speech, what about pt? And so they made Kimberly made me, I paid her to give me these but made templates of how they applied this information. So I do have their templates attached into docufast now and pts have a pretty easy time of applying the information how I present it. So what we have now is I have some spots available for free consultation where I can see if this is a fit for you and answer more questions that you might have. And Haley, can you Put that link in there. Thank you. I do have some calls. I opened up the afternoon, I think it's like between 12 and 3:45. But then I have also some spots open throughout next week where I can get on a one on one call with you. And you know, see I, I don't just, just sell this like hey, do you want it? And here it is. Because I only want to have people that it's really a fit for. So I like to talk to you first in person so you can book a call. There's a limited number of spots. And on the call this is what we'll do. We'll see if my Docufast suite of tools, templates, strategies will be a great fit for you, like I said and look at like what EMR you're using or what system you're using and how, how you would apply it. And then we can calculate your specific numbers on the call. We'll do that calculator just for you so you can apply for a call with me. And this is another pediatric clinic where she said best money I've spent helping my OT So much. Love it. Wow. This picture was taken obviously during the pandemic. Man, I am so glad. In Washington we wore masks for three years. Trading. That was crazy. Thank you so much. And let's take back our lives and businesses by cutting our time in half, getting money back, getting 50k back so we can do those fun things. Go on a vacation, invest in, get our electrical stuff taken care of, get stuff for our therapist, whatever stuff we want to do with that money. Why should we be spending it on notes? I don't think so. Or burning out our therapists when they're doing it all at home. So now we're going to go to any questions that were. There's like, there's a few. So I'm going to see if I can see these questions. Okay. Okay. Do you offer support on a company level? The company I work for has over 100 school based OTS and I think everyone would benefit from this. This is really a medical based model and so if you think from what you saw it would benefit school based, your school base, then I'd be happy to, you know, talk to you guys about it and come up with something. I did school based therapy for 17 years and it is different than medical based. However, I think over the years they're wanting it to be more, more like, more like this type of documentation. So I think that would be worth getting on a call and just talking about it and you can kind of show me what you guys are doing and it would be like something that I would have to kind of work out a deal to see how that would work for you guys. But I'm open to that CEU approval. I can give you a certificate of attendance and how many hours it was and then in some states you can get that converted, but it's not a specific. Like, it's not like I haven't done the process for like AOTA approval or anything like that. But depending on your state, if you have that certificate of attendance, sometimes you can make that work. Can I share this with my boss? Absolutely. You're going to get a, you're going to get a link to the replay. So for sure, no, everybody doesn't have to attend the webinar. Nope. And how much is it? Yeah, it's an investment. The, the full docufast is 48.97 and you have a lifetime access to it. And that's why I like to have get you on a call because for me, if it's not going to get you, if it's not going to make you money, like save you 20, 30, 40, 50, 60, $70,000 a year, if you're not going to get that money back, then I wouldn't want you to spend it. So that I think that's the biggest thing that I've learned about, it's all about return on investment. So it's 10 years worth of everything that I have figured out. And it also helps you just do better treatment and better evals because you see how I do all, every little step of that we do from intake all the way to that testimonial. And Lori just says thanks. Thank you. Let's see. Thanks, Donald. We'll book a call when it works for you and if none of those times work, you can just message me on Facebook and we'll, we can make a time for you that works. All right. I think I answered all the questions. Is there anything else I can help you guys with before we hop off and we get to enjoy our Saturday? We did pretty well. Just over an hour. Let's see. Since I have so much school based experience. Do you plan on making a special? No, because I know you guys can help. But the thing is I haven't done school based therapy for 16 years and so I don't plan on making, making a whole thing for school base because, well, I'm not even in it anymore and. But the basic things about documenting are going to help everybody. Any tips on using Write up and reducing the amount of time of writing up is write up an emr? I don't know what you mean. Not sure it's a popular note writing system in the uk. Oh, in the uk. Well, we could get on a call and you can show me what it is. And, and like I said, it's basically the, the call is just like a free consultation. My consultations are typically 300 an hour, so getting on a call with me for 45 minutes is a, is a, is a good treat for you and. Oh, I gotta get to your free gift. Sorry, I almost forgot. So here's your free gift and it's a nice document with all of the things to have included in your eval and so better than a screenshot. You can, you can get that. And, but yeah, Catherine, if you want to get on a call, I'd love to talk to you and see what your system looks like and, and see if this would be helpful or not. But honestly, if you guys apply the things that you put as highlights and takeaways and all of that, if you play one of those things, you're going to cut your time down way drastically. Okay, last call for questions before we hop off. Thank you so much, everybody for joining. I really, really appreciate it and I hope that it was helpful. You're welcome. All right, have a wonderful, wonderful weekend and I'm glad that you were able to get some good stuff out of this and hope I get to meet some of you in person and book a call with me. We can see if you're interested in this product, if you're interested in learning if it would be a good fit for you, or even if you just want to get some free consulting, book a call with me and I'd be happy to talk to you and we will send you a. I gotta find my thing for turning off the recording. Stop recording.