Running an effective and successful practice can be a struggle for even the highest skilled professionals in the medical field. Technology is constantly advancing and so many things in healthcare change frequently so professionals need to be attentive in order to run a medical practice smoothly and successfully. But even if you feel like you have mastered it, there is always room for improvement. Take a look at these 5 medical office tips to make your practice more efficient and see if you can apply them to your office.
1. Pay Attention to the Front Desk
The front desk is the first thing patients will see when they walk in. Whoever is managing the desk will be the patients first impression of the practice and ultimately a large decision in whether or not they will continue to go back to that office. Patient satisfaction is key and can tell you whether you need to change the dynamics of your staff or continue what is working. The person managing the front desk should be able to handle insurance verification and co-payments in a well-organized manner. It is important that the person who is at the front desk can multitask in order to keep the front running smoothly and timely. By having qualified staff at the front, patients will be satisfied and so will the rest of the staff and physicians because they will not have to pick up any slack.
2. Consider Online Tech Tools
There are so many options available for you to do procedures online instead of inside your office. You can look into many like the ones below:
Online appointment bookings
Lab and test results postings and notifications
Billing, insurance and registration information
Medical history information
Secure messaging as another form of communication
These are good options to consider because they could be a more efficient use of time and resources. Many medical practices are using online appointment bookings because they allow for staff to do other things than booking appointments. This tool also helps maintain a schedule which is very important for patients and physicians. They may be expensive but they will most likely increase your revenue in the future.
3. Take Full Advantage of Staff Productivity
You can do this by making sure you have the right number of staff in the right area. You can ensure tasks are being done in the appropriate amount of time by implementing time checks. Although they may seem micromanaging at first, they are a good way to guarantee efficiency and organization for the entire staff. Time checks can be used as another source of communication and organization.
Make sure responsibilities match the skill level of your employees. For example, nurses can be doing something more resourceful with their time than stocking closets or rooms with supplies. They can do something within their license rather than clerical work that another employee who gets paid less can do. Always be sure to reference the level of license in order to keep your practice running as smooth and effectively as possible.
Cross-training staff is always a great thing to do so you have multiple people trained in different areas. This is helpful when an employee calls out because instead of scrambling, another employee can simply step in and help out. Cross-training is not that difficult to accomplish, you just have your employees shadow other employees for a day or as long as it takes. Among medical office tips, this remains the most important.
4. Add Staff as Needed
Don’t be afraid to add staff if it is necessary. We have all been kept waiting many times at many different places but your doctor’s office is not a place you want to experience that. You do not want to keep patients waiting or be buried in paperwork throughout the day or at the end of it. By hiring staff, the physician is able to see more patients because the practice runs smoother and they have less paperwork to do. This will ensure the happiness of the employees and patients.
5. Keep Your Exam Room Organized
There are a lot of things from printer stands to filing cabinets that are crammed into medical offices. To keep the office running efficiently, you need to make sure that all the things in the office are arranged and organized. Identify any areas where storage is needed and make sure all items are clearly labeled and ready for physicians and staff to access for top operational efficiency. Maintain a simple layout for the exam room. Instead of wasting time by searching for things, you will be able to efficiently do your job.
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Considering the space and operations for your medical practice can be challenging, with multiple factors influencing your day-to-day operations and accessibility law requirements. Moving medical properties can be a positive experience for you and your patients, provided you take the necessary steps to ensure all processes are executed smoothly. Whether you are starting from scratch or in the early stages of planning your move, Boulevard LA has the expertise and knowledge to help guide you. Schedule an appointment here today.
It can be very difficult to maintain a clean and hygienic work space especially with visitors and patients always walking in and out. Although a challenging task, it is extremely important to keep an office environment clean for the health of everyone who enters the space.
Wash Your Hands
One of the most important tips to keeping a sanitary space is to keep your hands clean. Germs are most commonly spread through touch. If you are not able to wash your hands frequently, make sure you are not rubbing your eyes or touching your face. By not touching your face, you are less likely to spread germs and get sick. Another good tip if you cannot wash your hands as much as you would like is to keep anti-bacterial hand sanitizers all over the office for employees and visitors to use. Especially while at work, your hands are in contact with many different surfaces, objects and people which can often carry germs. By washing your hands frequently, with anti-bacterial hand soap, you lower your risk of getting sick and spreading germs to different surfaces and people. Posting signs around the office and especially in the restroom are a good reminder for employees and patients. Washing your hands is one of the best ways you can avoid bacteria and illness.
Office Sanitation: Equipment and Supplies
We don’t really think about how often we use the things at our desk or in our office and we definitely do not think about sanitizing them. This is a huge problem because a good amount of the bacteria in an office can be found on our desks and right at our fingertips. Phones can harbor a large number of bacteria because our mouth is so close to it and it rarely gets cleaned after using it. Keyboards and mice are also a breeding ground from germs because they are being touched all day long. Coffee cups and reusable water bottles that are used in the office should be taken home regularly for a proper and thorough cleaning. Many people will leave cups at the office after rinsing them out but this increases bacteria because it is not being disinfected on a regular basis.
Then there are the more communal supplies like a fax machine that are even dirtier. Be sure to wipe down your desk with disinfectant at least once a week to maintain a healthy work space. An employee or multiple can be assigned to disinfecting shared supplies as well as counters, tables, doorknobs, chairs and other objects in the office. Cleaning protocols and checklists are also a smart idea to implement in order to ensure the cleanliness of the entire office.
Even if it is common for you to sanitize and clean with a product, are you sure you are using it correctly? Many people spray product and wipe it off the surface immediately after but this is not actually disinfecting the surface because the product isn’t given enough time to work. It is important to read the labels on cleaning supplies so they will work as effectively as possible. Many products will direct you to leave the solution on the surface for a certain amount of time so it can soak and kill the germs that are present.
There is a difference between cleaning and disinfecting. You want to make sure you are doing both but most importantly disinfecting a surface to prevent growth of bacteria and kill germs which are present. Many cleaning products are multipurpose and will do both to leave you a sanitized and healthy work space.
A general training in office sanitation is helpful so everyone is on the same page about the overall cleanliness of the work space. Many people may not be using cleaning supplies correctly and therefore leaving areas not properly disinfected. By giving everyone in the office space a better understanding of office sanitation standards, people are less likely to get sick and spread germs to each other or patients.
Clean Your Cleaning Tools
It is important to remember to disinfect your cleaning tools after you have used them. This will help to prevent cross contamination especially in areas like the restroom. These tools include mops, scouring pads, and brushes. The best time to clean them is when you are done with a room before you move on to the next.
With these tips, it will be easy to implement sanitation standards and practices to give your employees and patients a clean and healthy environment to keep coming back to.
Schedule a Consultation
Considering operational efficiency and management for your medical practice can be challenging with multiple factors influencing your day-to-day operations. Whether you are starting from scratch or in the early stages of planning your move, Boulevard LA has the expertise and knowledge to help guide you. Schedule an appointment here today!
A medical office manager with efficient managerial skills is vital to any medical practice. The office manager is the engine that manages the practice’s data stream, business records, operational efficiency, and business development. To be the best medical office manager, you cannot be afraid to get your hands dirty. The more integrated and involved you are with the various roles and conditions in the practice, the more efficient you become in managing and identify opportunities of growth. To maximize efficiency and safety of your practice, we have compile 5 best practices to execute.
Manage Away from Your Desk
Don’t manage solely from your desk. When you walk through the office, navigate around to ensure that your staff and clinic is functioning properly. Interact and observe several times a day. Connect with the staff, physicians and patients to maintain a healthy practice environment. Stay informed by identifying where the gaps are and making sure that all things in the office are arranged for maximum efficiency and maximum safety. These managerial skills will help you better operate as an office manager and utilize your space to do your work.
Arrange Operations for Maximum Efficiency
There are a lot of things — from printer stands to filing cabinets — crammed into medical offices nowadays. To efficiently manage the office, you need to make sure that all the things in the office are arranged and organized. Identify any areas where storage is needed and make sure all items are clearly labeled and ready for physicians and staff to access for optimal operational efficiency.
Communicate with Courtesy
As an office manager, your responsibility lies in increasing functionality, efficiency and safety. Part of this role includes answering phone calls, emails, and returning messages. It is common courtesy, and it shouldn’t need to be reminded, but all too often, there are complaints from staff members that they field calls all day that the office manager hasn’t returned yet. Timely follow up, henceforth, streamlines communication and overall customer service and information transfer among staff, physicians and patients.
Review Representative Proposals
This is one of the most important managerial skills of an office manager. It is important to meet with representatives, listen and thoroughly review their proposal for your clinic with your physician(s). If you do not review the opportunities, you are doing a disservice to your clinic. There are many lost opportunities that are beneficial to patient care and your practice misses out on the prospect if your office manager is too busy.
One key role of an office manager is to find ways to increase revenue and help the physicians provide the best patient care possible. To do so, try to mark a single 30-minute slot on your calendar 3 to 5 times a week to meet with a representative. This practice will open prospective opportunities that would have been missed otherwise. It will also reduce the frequency of sales representatives driving you crazy, calling your office for follow ups.
Get Your Hands Dirty
The office manager should know how to perform every job in the office and do it with some degree of efficiency and expertise. If your practice is short staffed or overwhelmed with patients, your office manager should be able to jump in and provide almost seamless help through the transition. If there are tasks you aren’t trained on, ask your staff to train you — this will earn respect among your peers.
Schedule a Consultation
Considering operational efficiency and management for your medical practice can be challenging with multiple factors influencing your day-to-day operations. Whether you are starting from scratch or in the early stages of planning your move, Boulevard LA has the expertise and knowledge to help guide you.
Nothing adds clutter more than wires between laptops and docking stations. Eliminating wires increases open space and organization within the workplace, especially in a room full of open desks. Manufacturers have developed solutions that are clean and simple to address this new trend.
Bringing the Outdoors In
Nature is having a serious moment in design. Reclaimed wood panel installations, exposed concrete flooring and incorporating natural floral patterns in fabrics and artwork are all becoming more prominent, along with plant life in the form of living walls. Mother Nature is strategically and deeply integrated with salvaged wood, water features, outdoor office extensions to demonstrate real, measurable benefits for human performance metrics such as productivity, emotional well-being, stress reduction, and learning. It’s the natural, healing properties that a lot of these finishes and details have that will continue to make this trend increasingly popular throughout the year.
Multipurpose spaces can be utilized for everything from multimedia presentations to casual break areas and are among the most effective office layout ideas. We will also see more oval-shaped office desks, which allow for a more convenient place for 4-6 people to meet, as well as a shift toward height adjustable tables for standing meetings or workstations.
Designated Lounge Areas
A move toward creating spaces that are the antithesis of rigid workstations are on the rise for office design trends in 2017. Lighter, powerful, wireless technology has inspired more comfort and relaxed collaboration. Offices now mandate the inclusion of dedicated lounge areas to make working more enjoyable.
Offices Organized by Color
Work environment with color helps boost your thoughts along with being more organized and colorful. Color promotes happiness, productivity, and creativity. Offices are integrating pops of color in unexpected ways and therefore striving to be at the forefront of offering a wide color spectrum of accessories and furniture.
People are looking for more interaction at work — lending a trend towards community tables. For centuries, the community table has been a meaningful symbol of kinship or alliance that is now becoming an important part of the work environment. It fosters and exhibits many of the characteristics of a domicile, more relaxed, more congenial and collaborative work place.
A Mix of Different Textures
An increased emphasis on using varied materials throughout the workplace to create environments that influence wellness and productivity is on the rise. Products with a rich material bring original and bold aesthetics with contrasting color and textures to create a more varied, inspiring and personalized work environment.
Mobility that lets workers drop in at the office as they please and mobility that lets workers move easily within the office itself are gaining importance in corporate design.
New Seating Options
Company meetings are ever-changing and challenging dynamics with new seating options. Imagine how different the conversations would go in a company meeting with one area of round, low seating. The challenge is to create a fresh and alive space at every turn while offering sanctuaries and think spaces away from one’s desk. More than ever, offices must inspire and invite employees to do their best by offering furniture that meets different work modes. You can look at the use of a large sofa or a smaller hobbit hole space such as enclaves with padded benches for lunch or telecommuters.
Schedule a Consultation
Considering space for your medical practice can be challenging with multiple factors influencing your day-to-day operations. Whether you are starting from scratch or in the early stages of planning your move, Boulevard LA has the expertise and knowledge to help guide you.