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Dear CEO/Executive Director/Administrator:

We request your participation in a pilot study to develop and test comprehensive, value-added organizational and needs assessment survey instruments. In general, most surveys do not produce “actionable” results, do not uncover the “root cause” of problems, and consume more time and energy than benefits.

Your participation will result in assessment tools aimed at improving p rofitability, productivity, and performance – your involvement will “directly” contribute to successful medical practice management.

What's the benefit to participating? Shortly after we receive your completed surveys, a detailed report will be provided to include summary-level comparison data of all other contributing practices . In addition, as part of the final report and based on the findings, we will provide an objective and subjective evaluation aimed at improving your organization's p rofitability, productivity, and performance (similar to inputs you might receive from a consulting firm).

A request to participate in this pilot is being sent to 500 medical practices. There are two types of survey instruments in this pilot (an owner/manager version and a staff member version) and it takes about 10-15 minutes to complete a survey. Following the pilot, this instrument will be available to all practices as a key tool in the medical practice management toolbox.

There is no cost to you (only time and maximum participation) and all responses will be kept anonymous. And data will only be used in aggregate (summarized) with a minimum sample size of five practices to ensure anonymity.

If you have questions, comments, or are interested in participating, please don't hesitate to contact us at info@SmHart.net or 757-897-0965. We look forward to working with you.

VALUE PROPOSITION

HOW HEALTHY IS YOUR PRACTICE?

WHEN WAS THE LAST TIME YOU “TOOK THE PULSE” OF YOUR ORGANIZATION?

These are a couple questions many successful practices ask on a regular basis. These practices realize how important it is, not only to patient care, but also to the bottom-line.

These organizational & needs assessment surveys will take the “vital signs” of your practice so you can determine whether a treatment plan is needed to get back into “tip-top shape.” These survey instruments are under development to uncover and identify “key” factors in your organization that are directly related to long-term success. And every organization should have a regular check-up to evaluate its health and identify opportunities for improvement.

Your People

• What is the culture of your organization?
• If you have a high turnover rate, what is the underlying cause?
• How effective is the communication throughout your practice?

Your Environment

• What external factors reduce earnings potential?
• What internal factors reduce earnings potential?
• Do you have a process for identifying these lost opportunities?

Your Processes

• Have you ever taken a “360 degree” look at your practice's internal processes?
• Are all of your processes efficient, streamlined, and effective?
• When was the last time your organization invested in “true” processes improvement?

What are the benefits of these surveys ?

• Uncover hidden opportunities to improve
• Improve processes and morale
• Increase customer loyalty and satisfaction
• Understand your customers and what's important to them
• Focus educational initiatives for maximum impact
• Classify organizational culture and outliers
• Identify key needs of staff and customers
• Reduce turnover, hire the "right" staff
• Compare owner, staff, and customer priorities

In order to reach your potential, you must first become proactive and not reactive. Get your annual exam today – the long-term health and success of your organization is just an email away.

SUCCESS = PROFITABILITY + PRODUCTIVITY + PERFORMANCE

STEP 1: Send an email indicating your organization is interested in participating to info@SmHart.net

Note: Include practice name, address, number of FTE physicians/providers and number of FTE non-physician/provider staff. The number of FTEs will be used to determine the number and type of pilot surveys we will send you since t here are two types of survey instruments in this pilot (an owner/manager version and a staff member version) and it takes about 10-15 minutes to complete a survey.

STEP 2: Once you receive the surveys, please introduce the surveys, the purpose and value to the organization, deadline for completion, and instructions to your team (a proposed script will be provided with the surveys)

Note: Emphasize the importance of “anonymity” in responses and provide a survey collection area to ensure anonymity/privacy. The value of the results and the participation rate will be much higher if anonymity is stressed.

STEP 3: Collect all completed surveys, complete the “pilot test administrator” questionnaire, place all surveys and questionnaire in pre-paid postage envelope(s) provided with surveys, and mail using the provided pre-paid envelope(s)

STEP 4: Within 6 weeks, you will receive a detailed report to include summary-level comparison data of all other participating practices . We recommend you present the findings to your physicians/providers and staff. In addition, as part of the final report and based on the results, we will provide an objective and subjective evaluation aimed at improving your organization's p rofitability, productivity, and performance (similar to inputs you might receive from a consulting firm).

STEP 5: Since the intent behind these survey instruments is to improve an organization's p rofitability, productivity, and performance, continued refinement and participation are necessary – the more data and feedback we receive, the better the instruments.

BOTTOM-LINE: If you find the surveys and report valuable, please share your experience, insights, and a recommendation with your colleagues. However, if you did not find these products valuable, we really want to hear from you – it's a win-win if you provide feedback.