5 Steps to Prepping for Physician Education
Article Reference Code: NAMAS.11.07.2025
Written by: Betty Hovey
Hey Y’all! As physician educators, we have a tough job. Sometimes it’s like herding cats through a minefield-exhausting, unpredictable, and we sometimes get a few scratches. I mean, you’re speaking to physicians that may be able to diagnose a patient from across the room, but glaze over at the mention of modifier 25. Some physicians are very open to education and some see us as a bother to allowing them to practice medicine and take care of their patients. You can get difficult personalities from the veteran physician who “has been doing it like this for 30 years with no problems” to the new practicing physician that is buried in all the things she/he has to learn that tunes you out mid-session. Physicians are pros at healing, but navigating billing, coding, compliance, and regulations? Not so much. It can feel like a tightrope walk: framing tips as empowering hacks rather than a scolding, sprinkling in relatable stories, and keeping it on track when their eyes start to wander to the clock, their phone, or the coffee machine. But when that lightbulb flickers on and y’all are high-fiving over them nailing incident-to guidelines, it’s the kind of win that make you forget your pre-session pep talk you gave yourself in the mirror beforehand. Physician educators are the steady hands on the compliance wheel.
But, jumping into an education session without prep is like driving down a long country road on four bald tires with no spare; asking for trouble. So, here are 5 practical steps to get your sessions ready to roll.
Step 1: Assess Your Audience—Understand Who You’re Working With
The foundation of any good session starts with knowing your group. You can’t tailor a session if you don’t know the lay of the land. Physicians come with different levels of experience—some have handled countless audits and know the ins and outs of E/M codes, while others are still building that familiarity. Ask questions about the experience level of the individual or group you will be educating. You want to avoid the “we know all that already” moment, which can tank your session and frustrate the physician(s) who feel their time is being wasted. Make sure you tailor your content to fit the individual’s knowledge level. In a group session cover advanced topics for the experienced physicians, but provide clear basics for those who are newer and need them.
Step 2: Define Your Objectives—Set Clear, Achievable Goals
Once you know your audience, it’s time to outline what you want to accomplish. Think of it like planning a road trip. Without a destination, you’re just aimlessly circling the parking lot. General aims like improving overall compliance won’t give you direction; instead, make them specific, such as having 80% of participants identify three common documentation issues by the end. Or, focus on equipping them to understand documentation guidelines for coding by time.
This is similar to planning any project—you need milestones to measure progress. Aim for three to five SMART goals: specific, measurable, achievable, relevant, and time-bound. From my experience, when I skipped metrics in the past, it was hard to see real change. Now, tracking things like audit score improvements—say, a 25% increase within 6 months—helps show the value. It keeps you focused and gives you concrete results to share with leadership. Over time, this builds trust with your physicians, too. When you can show them how their scores have improved, they are more likely to buy in to the process and engage with you during education sessions.
Step 3: Develop Your Materials—Focus on Clear, Engaging Content
With goals in place, create the resources that will deliver your message. Try to make content without the snooze factor. By this I mean avoid long, dense presentations; opt for concise tools like charts outlining key coding errors, brief videos walking through real scenarios, or interactive elements such as polls on platforms like Quizzes. Present everything in a direct, approachable way, as if you’re discussing it over a casual meeting. Be direct, but not stuffy.
Draw from actual examples, always anonymized, and limit the core content to 20-30 minutes, leaving room for questions. Simple tools like Canva for visuals or Loom for recordings can streamline the process. The key is to make the information memorable and applicable, so it translates directly to their daily work. When done well, participants leave with practical tools they can use right away. Depending on your audience, you may consider slipping in a meme or two, like a hound dog eyeing a compliance “bone” that it just can’t quite fetch to keep the session upbeat.
Step 4: Plan the Delivery—Handle the Practical Details
Even the best content can fall flat without smooth execution, so turn your attention to the setup. Choose a time that works around their schedules to avoid conflicts with procedures or busy shifts. For virtual sessions, aim for under 45 minutes to respect their attention spans, and include short breaks. In-person? A light refreshment can set a welcoming tone. Fall back to the old, “feed them and they will come” adage.
Send invitations at least two weeks in advance, including a brief overview to build interest, like “Learn to avoid common audit pitfalls.” Prepare for any technical issues by having backups ready on a shared drive. I’ve learned from past glitches where a presentation failed halfway through, that a quick rehearsal makes all the difference. Getting these elements right ensures the focus stays on the learning and not the mishap.
Step 5: Evaluate and Improve—Follow Up for Lasting Impact
After the session, don’t stop there—gather feedback to refine your approach. Send a short survey asking what resonated, what could be better, and a simple rating from average to effective. Note the hits and misses: Was the pacing off? Was it too long? Was a key factor missed? Look at measurable outcomes too, such as improved audit results, reduced errors in follow-up reviews, or fewer denied claims.
Think of it like a tune up for a truck after a long haul; if you ignore it, problems can creep up. This step is about continuous growth, much like reviewing notes after a project to do better next time. One piece of feedback I received—”more examples, less technical terms”—led me to change my presentation and there was a noticeable increase in engagement, like a 20% jump in attendance. Use these insights to adjust future sessions, gradually fostering a stronger culture of compliance across your team.
In the world of audits and compliance, this kind of groundwork is what keeps things running smoothly and reduces stress for everyone. Preparation is the best defense against curve balls. Happy educating!!
If you have questions about this article or it’s content- Click here to connect with Betty on LinkedIn
Betty A. Hovey, BSHAM, CCS-P, CDIP, CPC, COC, CPMA, CPCD, CPB, CPC-I
Betty is a nationally recognized health care consultant and speaker. She is an expert auditor and loves to help practices stay compliant and profitable. Betty’s philosophy is, “Physicians work hard for their patients and they should be paid properly for what they do.”
Betty brings over thirty-five years of healthcare experience to the table and has spent years on the “front lines” for practices handling medical billing, coding, claims, and denials. She has also managed practices and directed health care system departments.
