Managing multiple clinics in a growing business
MOTIONrehab first started using PPS in 2015 to facilitate the provision of care across various private clinics and in patients’ homes. Since then, the business has expanded significantly to include 3 Intensive Neurological Rehabilitation centres across Leeds, Hull and Doncaster providing specialised treatments with advanced robotic equipment and technology. We caught up with finance and operations director Amanda Newman to talk about how PPS continues to support the team along their journey.
Solutions used:
Managing multiple clinics in a growing business
MOTIONrehab first started using PPS in 2015 to facilitate the provision of care across various private clinics and in patients’ homes. Since then, the business has expanded significantly to include 3 Intensive Neurological Rehabilitation centres across Leeds, Hull and Doncaster providing specialised treatments with advanced robotic equipment and technology. We caught up with finance and operations director Amanda Newman to talk about how PPS continues to support the team along their journey.
Solutions used:
Overview
Challenges
- Managing a large team of practitioners across multiple locations
- Managing the use of equipment and treatment rooms across clinics
- 3rd Party billing for the medico-legal sector
- Facilitating bespoke treatment plans with multiple sessions
- Access to client records whilst out and about in the community
- Keeping track of remote working practitioners
Solutions
- PPS Hosted allows location and department management to keep operations running smoothly and efficiently, managed from one central database
- The PPS diary can help to manage the provision of equipment, including notifications of double bookings
- Room allocation management to avoid double bookings
- PPS’ accounts package includes third-party billing, including split billing, where the client will pay towards treatment or pay an excess
- Treatment plans enable the team to manage and bill for multiple sessions and can be customised to suit each client
- PPS Express syncs with PPS to enable practitioners to seamlessly access client information whilst out and about.
About MOTIONrehab
MOTIONrehab is a specialist neurological rehabilitation service, providing intense courses of treatment with outstanding results. As recognised experts in the field, the team has great success in improving the quality of life of adults and children with neurological impairments, difficulties or disabilities due to disease or injury of the brain or spinal cord.
The team have been providing care for over 10 years in their own clinics, in private hospitals and in people’s homes across Yorkshire and Humberside. In April 2018, MOTIONrehab launched the UK’s first Intensive Neurological Rehabilitation Centre in Leeds, as business continued to thrive, the team went on to open 2 more clinics between 2020 and 2024.
How PPS Supports MOTIONrehab
We visited MOTIONrehab’s Leeds clinic to review their use of PPS and catch up with the team. The Leeds branch of MOTIONrehab provides a huge dedicated space with multiple treatment rooms and a lot of carefully selected, specialised, intensive rehabilitation equipment. This includes a robotic gait machine that enables rehab patients to walk up to 2000 steps per hour compared to around 10 steps per hour for the same treatment when performed without equipment and an interactive therapy surface to help work on fine motor skills, memory exercises, planning and concentration. The room is fully equipped to deal with multiple sessions at a time, which is where PPS comes in, to ensure the careful planning of their resources.
Organisation is at the core of MOTIONrehab’s streamlined operations. With around 1800 active clients across their three clinic hubs and a database of over 3000 clients that continues to grow, the team have taken advantage of PPS’ features to create a personalised diary system that allows them to get a good overview of their working schedule at a glance. The team have colour-coded their treatments and specialised equipment, making it easy to see exactly what they have scheduled at any one time, and the ability to switch between a single day or week view of the appointments diary means that they are always one step ahead.
Intensive treatment plans
MOTIONrehab offers specialist one-to-one hands-on therapy from experienced and highly skilled clinicians and uniquely, their clients spend time receiving high-intensity specialist rehabilitation training with robotic and virtual reality devices, individually and in groups. The facility offers Intensive rehabilitation programmes that can include up to 80 hours of neurological rehabilitation over 4-7 weeks, depending on the outcome of the client’s initial assessment.
To manage their treatment plans, the team have customised PPS’ clinical module to reduce their digital workload as much as possible without compromising the level of care provided and detail recorded. The team use PPS clinical notes in all of their treatment centres, to make note-taking more efficient they have added custom text sets, which allow them to record words or sentences at the touch of a button, which can be really useful for recording information that is used regularly like the type of equipment used in a session or a particular diagnosis.
The team have also developed their own suite of client forms using PPS’ custom forms designer, allowing for easy and accurate data collection which can later be reported on. All of the forms completed by clients can then be easily referred back to via the client log or consultation history by the practitioner delivering treatment at the time, this is essential as each client can see several therapists during the course of their treatment. Custom forms can also be sent securely to clients to complete online, which enables them to fill the information out in the comfort of their own home and ahead of time, giving the practitioners more time to focus on the treatment session when the client is in clinic.
The team also take full advantage of PPS’ treatment episode facility, which allows them to group several treatment sessions together to form a comprehensive overview of the care provided, the perfect fit for managing the intensive treatment plans that can span over several weeks. Using treatment episodes enables the team to easily record details like diagnosis codes and treatment outcomes, manage treatment plans, set the billing details and view all of the past and future appointments the client has booked.
Managing large-scale third-party billing
MOTIONrehab cater for a wide range of clients and accepts NHS referrals and private patients, including BUPA and Medico-legal cases.
In order to manage their billing, MOTIONrehab use a number of PPS facilities to keep the process as streamlined as possible.
The team’s USP is the provision of intensive rehabilitation. This is an 80-hour package of treatment, consisting of 4 hours of therapy each day. To manage the billing for this, the team use PPS treatment plans, which enables them to raise multiple charges to cover the treatment provided as part of the plan. How the team have built this treatment plan means that each line or charge in the plan represents a one-hour session to be delivered and is charged through the appointments diary on completion of each appointment. This allows the team to keep track of what portion of the package has been used and what remains. Treatment plans can be particularly helpful with insurance billing where a certain number of sessions have been authorised by the provider.
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The team also use treatment episodes to connect their third-party details to the client, enabling them to keep track of the number of sessions used vs allocated, any imposed spend limits and insurance authorisation codes.
MOTIONrehab’s billing cycle is performed on a monthly basis to avoid increased admin time spent day-to-day. Using the invoice processing screen in PPS, the team can quickly and easily raise invoices for any charges that have not yet been billed within the date range specified, which includes private patients and insurance billing. The team then manage their communications with the clients, catering for those who prefer email and those who prefer paper copies. There can often be multiple people involved in this step, including family members who are supporting the client, and so it’s important for the team to have this dynamic approach.
Using PPS offsite
To extend their reach beyond the clinic and provide their specialised care to as many as possible, MOTIONrehab also conduct home visits. Using PPS Express, therapists have full access to client details, medical history and any other important information stored in their PPS database from any location. This not only allows the therapists to check vital information such as medical and treatment history, but it also allows them to update treatment notes when they are offsite. They can also access their schedules via the PPS diary and book in future appointments, automatically scheduling booking confirmations and appointment reminders as they do so. The ability to access PPS Express for home visits allows MOTIONrehab to keep all patient data in one centralised database, which ensures they maintain total control over their client base and how their data is managed and stored.
The ability to record the status of an appointment, also allows the team to actively track where the offsite therapists are currently working and when they have left a location.
Monitoring and process reviews
MOTIONrehab take their data management very seriously, utilising PPS’ database audit tool to conduct regular monitoring, which enables them to ensure all data is handled correctly and in adherence to their processes. PPS database audit tool gives the team full visibility over all actions completed by their users, including a time, date and user ID stamp for each record.
A look to the future
As Motionrehab continues to grow and flourish, we will continue to support them along every step of the way. As part of our ongoing partnership, we value feedback from the team on which elements of PPS can be adapted to better suit their needs and aim to continue to deliver new, advancing features to help support future growth. We have recently released a brand new custom automations feature that the team are keen to try out to reduce their digital workload even further and as we continue to build on this feature, we look forward to seeing how our users can put this feature into practice in their clinics.
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