Boosting
productivity within the workplace is something that most industry experts
obsess over. However, when you extend that matter to involve the wellbeing and health
of society, accessing superior efficiency becomes more than just a desire -
it's crucial. On the most hectic afternoons in a clinic or office, every
practice owner and manager begins to bemoan the unpredictable human factors
capable of destroying the most competent flow of patients.
Increasing
the efficiency of a practice is complex, and there aren't any easy answers -
but it seems that
potential declines in the workforce are
appearing at the same time as population needs begin to increase. In other
words, ophthalmic professionals are going to need to take advantage of the
Medicare incentives to perform more procedures outside of hospitals in order to
stay afloat. However, this means taking care of a larger volume of patients,
while offering the same degree of professionalism and skill.
With the
right processes,
equipment, and experience, ophthalmic offices
could be running more economically than ever. The following suggestions should
provide a starting point for your business.
1. Examine Your Current Process
Before
you start making changes to the way that your office runs, you'll need to
establish a better understanding of your current practices. Most productivity
problems trace
back to process problems, and the better you are at
managing your schedule - from checking in patients to making referrals, the
better the outcome will be. Drawing a flow map of the process you use now can
be a powerful tool in understanding areas that need work.
2. Appreciate Time Management
Once you
have your plan for each day established, you'll need to start by getting your
patients through the door. Recall protocols and appointment reminders can be
essential, as missed appointments plague many practices. After your patients
have arrived, ensure that you have a system available for checking them in and
out - particularly if the staff at your front desk are responsible for numerous
tasks, such as collecting pay, scheduling patient appointments, and answering
phones.
Finally,
understand how to delegate tasks. Ask yourself, of the various patients that
moved through your office last week, what percentage needed to see an
optometrist or ophthalmologist. You may find that a significant portion could be
delegated to technical staff, for tasks such as:
- History
taking
- Dilation
decision
- Administration
of drops
- Routine
patient education
- Intra-ocular
pressure checks
Ensuring
that each task goes to the right staff member will open up time for each expert
to spend essential time with patients that need them the most.
3. Hire Only the Best Team
Efficiency
and excellence are difficult to achieve if you don't have the right team on
board. Having a loyal, dedicated, and trained staff can improve not only
efficiency, but also profitability and quality. This also makes recruiting and
keeping experts easier. A dedicated team will always work better than one less
involved in their work. If your medical professionals are working with a team
of experienced staff on a regular basis, it can help to boost their confidence
level, and therefore their productivity. What's more, managing the same team
allows each member to
learn how each other works, helping to move cases along like
clockwork.
However,
it's important to remember that every member within that team should be working
to improve the efficiency of their operation. This means that nurses and techs
shouldn't just be working according to the medical professionals - professionals
should be making efforts to ensure everything runs smoothly.
4. Let Machines Do the Work Where Possible
Perhaps
one of the most significant problems that ophthalmic offices have is that in
the midst of patient-organization chaos, they forget how to make use of the
tools that they already own. Ensuring that your staff can make the most of the
technological equipment
throughout your office can be essential in boosting efficiency. This can
include technology like photocopiers, computerized patient information, and
computer-generator bills. Although there are some tasks in the health industry
that demand the use of trained professionals - technical innovations are making
it easier than ever to manage administration aspects in a quick and automated
fashion.
Optimizing the Work Force
Optimizing
the workforce and improving efficiency throughout the office is a complex
matter - the solutions vary according to the different aspects of your
individual practice. Fortunately, looking at your processes, embracing time
management, and hiring the right staff can all contribute to a more productive
system.
What do
you find to be the most useful tools in improving efficiency throughout your
office? Do you think there are ways your process could be enhanced?