Ninety Nine Management

99MGMT Blog

How to Start a Medical Practice in Texas [CHECKLIST]

Posted by 99 MGMT on Aug 13, 2018 9:47:26 AM

pexels-photo-48604

If you’re looking to start a medical practice in Texas, you may be wondering “How the heck do I do this on my own?” or “Where do I start?”

We provide this exact guidance for clients every day. Like any major project, the key is to divide and conquer. 

Here’s our working checklist for starting a medical practice in Texas, in no particular order of importance.

How to Start a Medical Practice in Texas


Download PDF Version

1.  Administration & Preparation

  1. Determine business model
  2. Review Dallas County Medical Society Best Practices
  3. Review Texas Medical Jurisprudence Manual/Study Guide
  4. Develop Policies & Procedures
  5. Obtain Group National Provider Identifier (NPI)
  6. Obtain tax/employer identification number (EIN)
  7. Register with Texas Health Maintenance Organizations/PPOs and Government Payers

2.  Office & facilities

  1. Site selection
  2. Office lease
  3. Real estate lawyer
  4. Furnishings
    • Reception
    • Exam rooms
    • Back office
  5. Certificate of occupancy
    • Fire inspection
    • Safety inspection
    • City inspections
  6. Signage
  7. Optional: landscaping
  8. Optional: interior decorator

3.  Equipment & Supplies

  1. Filing cabinets
  2. Clipboards for reception desk
  3. Magazines for reception
  4. Exam room equipment & supplies
  5. Petty cash box and book
  6. Medical reference journals and newsletters

4.  Vendors & Suppliers

  1. Contracts for lab, x-ray, MRI or other if needed
  2. Medical waste management and disposal if necessary
  3. Document destruction
  4. Janitorial & maintenance
  5. Practice management services
  6. Accounting firm
  7. Law firm
  8. HR management
  9. Staffing firm
  10. Marketing services
  11. Collection service

5.  Technology

  1. Internet access
  2. Wi-Fi
    • Guest wifi for patients
    • Main wifi for personnel
  3. Copier with scanning
  4. Dictating equipment if necessary
  5. Phone system
  6. Answering service
  7. Cell phones w/ HIPAA compliance
  8. Intercom
  9. Fax machine
  10. Medical office computer system
    • Hardware
    • Software
    • Connectivity
    • EHR
    • Digital forms
    • Patient portal
    • Practice management system

6.  Financial & Billing

  1. Determine setup costs & expenses
  2. Calculate overhead
  3. Develop a standard document for loan and cash flow projections
  4. Billing software vs. outsourced services
  5. Establish patient financial policy
  6. Banking
    • Financing
    • Checking
    • Business
    • Personal
    • Merchant services/credit card processing
    • Deposit stamp for checks
    • Electronic draft transfer
  7. Establish fee schedule
  8. CMS 1500 claim forms

7.  Coding & Documentation

  1. CPT, ICD-10, HCPCS coding books
  2. Forms
    • Prescription forms
    • New patient registration
    • Patient medical history
    • Return to work/school
  3. Charge ticket
  4. Release of medical records
  5. Progress of medication notice
  6. Hospital rounds records

8.  Insurance

  1. Visit the Texas Department of Insurance for applications and information
  2. Malpractice insurance
  3. Business insurance
  4. Medical liability
  5. Disability insurance
  6. Health insurance
  7. Life insurance
  8. Employee fidelity bond
  9. Umbrella policy
  10. Workers compensation

9.  HR & Staffing

  1. Identify roles & job descriptions
  2. Choose personnel sourcing methods
  3. Review DFW medical office salaries data
  4. Personnel benefits plan
  5. Training for office personnel
    • Policies & procedures
    • HIPAA
    • OSHA
    • Stark
    • CLIA
    • Universal Protocol Training
    • Disaster response
  6. Personnel manual
  7. Payroll software/service
  8. Personnel management plan

10.  HIPAA

  1. Create guide to compliance & non-compliance
  2. List personnel rules & guidelines
  3. Outline violation response plan
  4. Designate a HIPAA privacy & compliance officer
  5. Perform security risk assessment
    • Overview of all protected health info (PHI) you create, receive or transmit
    • List of all physical/digital locations where PHI is stored/maintained
    • Assessment of current security measures at practice
    • Rundown of possible threats and vulnerabilities to PHI
    • Evaluation of each threat’s likelihood
    • Determination of impact of potential threats

11.  Business Development

  1. Announce practice opening
    • To colleagues
    • In local newspaper/other local media
    • Open house for referring physicians
  2. Join Chamber of Commerce & local business organizations
  3. Apply to get put on DFW & TX physician directories
  4. Website development & maintenance
  5. Order branded practice materials
    • Brochure/pamphlets
    • Business cards
    • Announcements
    • Stationery
  6. Create practice newsletter
  7. Community outreach
  8. Develop online presence
  9. Identify practice referral services
    • DFW medical society
    • Hospital
    • HMO/PPO/IPA, ACO participation
    • Medicare participation/non-participation decision
  10. Find contacts with social service agencies & other for referral
  11. Identify potential referring physician contacts
  12. Apply for memberships as desired
    • DCMS and branch societies
    • County specialty society
    • Civic and church orgs
    • DCMSAF

Download PDF Version

Need assistance starting your Texas medical practice?

We can help you get set up, as well as assist with administration, billing, credentialing, human resources and other practice operations - whether you are thinking of starting a new practice, adding a location, or looking for management support for your existing practice.

Contact us here for more information!

free practice analysis with 99mgmt

Topics: Practice Startup, Practice Management, Operations, Business Growth