(Tips) Collecting Data in Your Private Practice

Let’s be honest: when you hear “collecting data,” do you often think of computer programming or a tech expert? Hear me out and keep reading… gathering data for our private practice doesn't have to be a daunting task...

Here's a simple guide on how your admin (or virtual assistant) can gather, arrange, and analyze data to support the growth of your practice.

PAUSE: Before diving into this, you must understand you already have enough on your plate. Put a game plan together and outsource this task. If you need a breakdown of how to do this, drop a comment, and I will give you a step-by-step plan to outsource this task– okay, let’s continue

What data do I collect?

To answer your question, you first must reflect on what’s not working in your private practice. Do you not have enough referrals, too many cancellations (including late), or no website traffic (inquiry forms)? The list goes on. Once you confirm what needs to be fixed, you can start collecting data in your private practice to understand the root of the problem and create a game plan to execute.

Start collecting…

For example, let's gather data based on the low number of referrals from the last quarter.

During your administrative day, you noticed that you had an average of xx referrals for the last three months.

‼ Some critical things to consider when reviewing your referral numbers:

Where are the referrals coming from?

Word of mouth?

Dr. Jane Doe?

School Referral?

Were there any new referrals from a new source?

Be sure to collect the outcomes, such as whether the client started therapy and the services provided.

Time to Analyze

After collecting and organizing the data (a spreadsheet will do), start looking for patterns.

What is most common?

During which time of year do you get the most referrals?

What types of referrals have been converted to clients? 

Execute

So, after you've gathered and sorted through all the data, and figured out what it's telling you, it's time to put your plans into action. What tweaks do you need to make to keep hitting your target?

Let's say you've noticed that every time you get a referral from the local children's clinic, it turns into a client, but you only get one referral a month.

In this case, you could ask your admin to fax over a completed and signed evaluation from the kid who was referred. Keep reading to see why this could be a game-changer.

By adding this simple step, you are letting the doctor's office know that you are willing to collaborate to foster better communication between providers. (Let's remember that this benefits treatment strategies for the kiddo.) If you add this step into your intake process (and trust the process), that provider will soon be one of your top referral sources.

Collecting data doesn't have to be scary or something you don’t understand. You just have to make time to gather, organize, and execute it. Make sure you keep your admin in the loop regarding why you’re adding this process to the workflow, and follow-ups will be essential as you continue to collect data.

If you have any questions about collecting data, feel free to drop them in the comments below! Im always rooting for you! -Your favorite Virtual Assistant