DC Trainings - THE most cost-effective chiropractic training system.
DC Trainings can help you face the challenges of COVID-19 and WIN!
This SHORT SURVEY will help us guide you to maintaining your successful practice.
Register, to attend our FREE upcoming Webinar.
We will provide suggestions and strategies that will help you, and your patients,
prevail in the ongoing battle against COVID-19.

Frequently Asked Questions (FAQ)

Communication

  • What is the most efficient way to communicate with my patients?
  • What information should I share with my patients, regarding COVID-19?
  • How often should I communicate with my patients?
  • Employees and Staffing

  • Should I remain open for business?
  • Which business hours should I maintain?
  • Should I reduce individual employee hours?
  • How many employees do I need to maintain?
  • Collections/Revenue Fluctuations

  • If patients have pre-paid visits, but stop coming in, what am I obligated to do?
  • How can I continue caring for patients who cannot afford to pay?
  • Which bills should I pay first if collections have decreased?
  • Sanitation

  • What is the best way to make my office safe for entry?
  • What should patients first see then they arrive for their appointment?
  • What should I tell patients who are home, Sheltering In Place?
  • Leadership

  • How can I protect myself, and also remain a positive influence for others?
  • How can I be an effective leader for my team?
  • How can I be an effective leader for my patients?
  • Missed Appointments

  • How can I keep track of missed appointments?
  • What can I do to encourage patients to continue care?
  • What steps will ensure new patients keep their first appointment?
  • Communication

    What is the most efficient way to communicate with my patients?

    The most common forms of communication are listed below, in order of how to best reach the highest number of patients with the least amount of time. Depending on your available resources, you may use some or all of them:

    1. Email:
    2. ●  A mass email can instantly reach every patient, informing them that you ARE OPEN.

      ●  An email also allows for added information, including excerpts from state mandates, stating that a doctor's appointment is considered an "essential service," allowing people to leave their homes to keep their appointment with you.

      ●  Note: Make sure that you blind carbon copy (Bcc), when sending to multiple recipents.

    3. Phone:
    4. ●  Repeated phone calls, to show your concern, go a long way to let patients know you care. A personal phone call from the doctor is a good idea as a follow up after emails and/or texts.      DC Trainings provides exact templates for ease-of-use.

      ●  Call any patient who has missed a prescheduled appointment, ideally within 15 minutes after their appointment.

    5. Text:
    6. ●  A somewhat impersonal, but effective way to connect with those patients who prefer texting over phone calls.

    7. Social Media:
    8. ●  Share success stories about patient results, showing community acceptance of maintaining care with you.

      ●  Word will spread quickly. E.g., "I'm so glad I came in. I felt the stress fade from my shoulders immediately after my adjustment!"

    What information should I share with my patients, regarding COVID-19?

    Assuming you are available to see patients:

    (Note: In California, Chiropractic is an "Essential Service," allowing chiropractors to stay open.        Check your state laws, if unsure.)

    1. Let them know that you are OPEN and available to see patients. Many patients assume that you are closed and will respond promptly when you reach out to them.
    2. Inform them that NOW is the best time to receive care. This will maximize their ability to maintain a strong immune system during these tough times.
    3. Put current events into perspective, by reminding them that this is not the first time the world has experienced an outbreak and previous years have shown how to prevail.

    How often should I communicate with my patients?

    1. Immediately: As patients arrive for their appointments, thank them for coming and acknowledge their commitment. If an appointment is missed, reach out within 15 minutes and try to connect.
    2. Preemptively: Many appreciate a text-message reminder prior to each appointment. Some may appreciate a follow-up survey or request for online feedback.
    3. Generally: Once per week is recommended. However, if an appointment is missed, ideally within 15 minutes after their appointment.

    Employees and Staffing

    Should I remain open for business?

    Yes! Your patients depend on you for care and you should make yourself available. Use down time between patients to catch up, e.g, unfinished projects, reorganize, Reactivation Marketing, re-bill unpaid claims, staff training, etc.

    Which business hours should I maintain?

    You may temporarily reduce or modify hours for efficiency. However, I recommend you remain open enough hours to serve all patients needing care.

    Should I reduce individual employee hours?

    Temporarily, employee hours may be reduced to match patient schedules but, as a practice owner and master-delegator, this is the time to catch up on all unfinished office work. If you are forced to downsize schedules, you may decide to help employees apply for temporary unemployment benefits, to support them until volume picks back up.

    How many employees do I need to maintain?

    Consider your essential services, (front desk and reception, back office billing and patient care, etc.) and apply your current CAs to those positions. An important component to use when deciding who is worth keeping, is to measure their Success Rates and assigned Focuses (available to members of DC Trainings). Those who have high success rates are your key assets and should be retained, while those with lower Success Rates (or, worse yet, no Focuses assigned) may cost the practice more than they are bringing in and should be considered for lay-off or termination.

    Collections/Revenue Fluctuations

    If patients have pre-paid visits, but stop coming in, what am I obligated to do?

    If you have maintained communication, as we've shown in the previous section, most or all of these patients will resume care after Shelter-In-Place is lifted.

    When they do, continue care for them as you were before and honor the prepaid visits.

    For patients who do not return, you are obligated to refund the unused portion of their payment.

    Our members often use the Chiropractic Care Agreement for an easy refund calculation that still allows you to remain profitable for the visits the patient has received

    How can I continue caring for patients who cannot afford to pay?

    If you have maintained communication, as we've shown in the previous section, most or all of these patients will resume care after Shelter-In-Place is lifted.

    1. Calculate the bottom-line amount that you must collect per-visit to pay your overhead, and then set up their care plan around a set number of visits each month, i.e. if bottom line is $25 per visit and patient can afford no more than $100 per month, charge $100 per month and see them once per week.
    2. Per the Chiropractic Oath, we are allowed to slide our fees down for hardship cases. Providing care at a rate well-below your standard rates is not prohibited; especially for hardship cases. If you slide your fees down to accommodate an unemployed patient, word will spread and you may receive many more referrals to offset the discount.
    3. Consider taking partial payments and carry a balance into the following bill cycle. For example, if a patient can only make half of their monthly payment, accept that amount and inform them the balance will be due in the next bill cycle.

    Which bills should I pay first if collections have decreased?

    Non-discretionary bills that must be paid to remain in business (utilities, rent, food, etc.) are paid first. Any/all discretionary bills (i.e. dining, entertainment, cable tv, etc.) are to be carefully evaluated before making a purchase.

    Sanitation

    What is the best way to make my office safe for entry?

    Post signs to let patients know that you are complying with instructions from the health department and recommendations for "social distancing."

    When scheduling appointments, remind patients that you are taking extra steps for cleanliness (cleaning tables and hands between patients, sanitizing restrooms promptly, etc.).

    What should patients first see then they arrive for their appointment?

    Currently, the CDC recommends (but does not require) face masks and gloves, so I advise that you do not use them. They instill fear and will not lessen that chance of contracting disease. Another reason is that your patients are accustomed to seeing a CA's smile when they arrive, and may remain skeptical by this sudden change. In the lobby area, create space between chairs for "social distancing." Keep some chairs close together for families that want to remain close.

    What should I tell patients who are home, Sheltering In Place?

    1. Be sensitive that they are home because they're following state-mandates and believe this is the best choice. You should respect their decision, but gently guide them with information. As I said before, Chiropractic care is considered an "essential service" and therefore they are allowed to leave their homes to attend your appointment.
    2. Provide information about the benefits of chiropractic care and the ways it will enhance their immune function. May resources can be found online, and many members of DC Trainings choose to provide these resources for patients to take home.
    3. Acknowledge and compliment patients who do come in. Let them know you appreciate serving them and they've made the right choice by coming to see you during times of added stress.

    Leadership

    How can I protect myself, and also remain a positive influence for others?

    Above all, you must protect your own health. Daily routines and personal health activities should be continued and will help you set a good example of what others can, and should, follow. Here are some examples:

    1. Exercise: Daily exercise, at a capacity to which you break a sweat within 15 minutes, will keep your blood flowing to carry nutrients, and also remove toxins.
    2. Hydration: Maintaining adequate hydration means drinking plenty of water (not coffee or soda!). Divide your bodyweight in half, and then drink as many ounces per day, i.e. if you weigh 150 lbs., your ideal water consumption should be 75 ounces per day.
    3. Rest: Rest is when most healing occurs in the body, so getting at least 8 hours of rest during nighttime hours is essential. BJ Palmer once said, "Success is made not by lying awake at night, but keeping awake during the day."
    4. Family time: Spend time with loved ones and engage in fun activities that make you laugh. Laughter contributes to a strong immune system.

    How can I be an effective leader for my team?

    Regardless of their unwavering smiles for patients, many CAs are in-fact nervous or even scared about these current events. Show them that you care about them and have their interests in mind. Acts of kindness, compliments, praise are more important than ever. Some examples include:

    1. A caring hug (yes, you read that right - as long as you and your CA are comfortable, even during COVID-19!
    2. A favorite (non-alcoholic) drink in the morning.
    3. Performance Evaluations, showing how much you appreciate them. DC Trainings also provides this template for immediate use.

    How can I be an effective leader for my patients?

    Showing positivity can uplift any patient's spirits, and this may be equally as important as a perfect adjustment. Show your patients they made the right choice by coming to see you. Here are some examples:

    1. Smile - it takes twice as many muscles to smile as it does to frown. Frown less, smile more.
    2. Find something to compliment each patient about, at every visit i.e. improved posture, improved overall health, punctuality & frequency of appointments, referrals, etc.
    3. Get adjusted! Maybe this doesn't need to be said, but you must walk-your-talk if you expect patients to follow. Regular chiropractic care for everyone is essential for a healthy immune and nervous sytem.

    Missed Appointments

    How can I keep track of missed appointments?

    Any missed appointment leads to the possibility of a patient discontinuing care. Use a tracking system that won't allow patients to slip through the cracks if they miss an appointment. Each missed appointment should be followed-up on until contact is made. If the patient declines to schedule another, let them know they are always welcome to return as-needed.

    What can I do to encourage patients to continue care?

    During each patient encounter, the doctor should confirm the patient's next appointment, and also give an indication of what progress or milestone will be important at that visit. This gives something for the patient to look forward to, leading to better retention. At the front desk, CAs can boost retention by simply thanking each patient for coming, and also reminding patients of benefits of chiropractic care. DC Trainings provides CA training and outlines to follow for topics of-interest.

    What steps will ensure new patients keep their first appointment?

    Nothing motivates a person to make that first appointment like pain or discomfort. Use these 3 steps so they keep the appointment:

    1. Send an email with link to your website, plus a Patient Information (provided by DC Trainings) form for them to fill out ahead of time (saving them time in the office).
    2. Include a link to online videos from other about great results.
    3. Confirm their appointment through phone or text the day before and let them know you're looking forward to seeing them.

    Final Thought: While the word seems paralyzed in fear, I have faith in our philosophy (healing from above-down, inside-out) and know that we will prevail over fallacies and falsehoods. Intentions by certain entities, during this crisis, clearly show they want more vaccines as a viable solution. But we can win through education and unwavering service to humanity.

    To that end, I ask that you remain tenacious and committed, so our patients can enjoy a life of abundant health and achieve balance and peace.

    The following statistics may help you explain, to your patients,
    how the current situation compares to the past:

    U.S. Influenza Deaths

        Years            Deaths

    2018 - 2019          34,200   

    2017 - 2018          61,000   

    2016 - 2017          38,000   

    2015 - 2016          23,000   

    2014 - 2015          51,000   

    2013 - 2014          38,000   

    2012 - 2013          43,000   

    2011 - 2012          12,000   

    2010 - 2011          37,000   

    U.S. Dept. of Health & Human Services

    Testimonials

    If you are looking to have a motivated, well trained, staff-driven practice, DC Trainings is the training program for you. After 13 years in practice, my team has never been more focused on our practice goals.
    Dr. John Knych DC
    Vacaville Chiropractic
    Vacaville, CA
    Dr. Sawyer's trainings have made me a much stronger leader and has helped me strengthen my practice. After over 25 years in practice, I am in love with being a chiropractor again!
    Dr. Thomas Mora DC
    Total Health Chiropractic
    Livermore, CA

    Upcoming Seminar

    Team Development

    January 09, 2021

    DC Trainings Headquarters

    Seating is limited and reservations are required

    Future Seminars

    New Patient

    March 13, 2021


    Report of Findings

    May 15, 2021


    Financial Arrangements

    July 10, 2021