Judy Capko

Most practices begin their day with the best intentions of managing their schedules. But many end up squeezing extra patients into an already busy schedule or need more time than allotted for scheduled patients. That results in bottlenecks, inefficiency, frustration, and patients kept waiting - either in the reception room or a small exam room, where time seems to move in slow motion.

Think of scheduling problems as a practice-wide issue, not one that just involves the schedulers or the providers. When the scheduling system doesn't work everyone is affected.

Resolving scheduling problems requires getting to the root cause of the problem. Sounds easy, but it's not. It takes time and dedication and typically no one in the practice has extra time. Just the same, the reality is if you don't take the time to clarify the problem, you can't find a plausible solution that will eliminate the bottlenecks, improve efficiency, and help you manage the day better.

Tackle patient scheduling with improved practice workflow

Articles

Scheduling problems are a practice-wide issue, affecting every staff member. Here's how to better understand what's not working and fix it.

It is believed that strengthening the relationship between healthcare providers and their patients will lead to earlier detection of diseases, better patient compliance, reduction of cost, and improved clinical outcomes, among other benefits.

Here are five key steps you can take to improve the patient experience in your practice:

Improve your patient experience with these five steps

You cannot manage what you do not measure. If other people are measuring your performance based on the patient experience, it is time for your practice to understand the significance and measure its own performance. This requires a commitment on the part of physicians and staff, will lead to improving the patient experience.

Good clinical outcomes require strong patient participation. One way to engage your patients is to improve their experience at your practice.

You know your medical practice inside and out. In fact, it is familiar and comfortable - kind of like wearing an old shoe. The shoe may be comfortable, but it is also old and worn. Now, relate this to your patients. To the discerning eye your practice may be perceived as old, worn, and out of date. Is that how patients see your practice?Fortunately, giving your practice a facelift can be easier than you think, and less expensive too. Simple changes can go a long way to improve the patient experience, and make your practice more appealing. Here are six easy things you can do to freshen up your office and give it more "curb appeal."To download a PDF of this slideshow click here.

Slideshows

Your practice is a reflection of the physicians who work there. If it looks old and uncared for, patients might wonder about the care they will receive.  

Improve Your Medical Practice in 6 Easy Steps

Your practice's leadership team has been successful with recruitment efforts to meet growing patient demand. The new physician has accepted your contract and you have a start date a couple of months out. This is just the beginning of your future journey with the new physician. The next step is developing a transition plan that makes the most of the new physician's talents, meets patient demands, provides better service, unites the physician team, and shares practice goals.

Beyond the basics of obtaining hospital privileges and getting the physician signed up with insurance contracts, there is a lot to be done before he arrives. Assuming you have a well-oiled integration plan that sets goals and ensures you are well prepared for the new physician's arrival, let's lay out the important details of a good communication plan to let your peers, referring physicians, patients, and the community know about the new physician and the contribution he will bring to the practice.

Start by preparing a brief biographical sketch announcing your new arrival. This can be created using a postcard-size announcement to give patients and other medical practices. In addition, reproduce the biography on a poster board placed on an easel in your reception area. Be sure to include a color photo of your new team member. This announcement will encourage conversation and create enthusiastic anticipation. The content should be brief and include both professional and personal facts. For example: where the new physician went to school; why she chose her specialty; and how much she looks forward to being active in the community. Then get personal by adding such things as where she grew up, what her greatest adventure has been so far, what's her favorite sport, and even something fun like, "Does she crave chocolate?" Adding some family facts adds a warm touch. Expand this biographic sketch into a press release for the local media.

Update your website, introducing the new physician, what his office schedule will be and let everyone know what insurance plans he accepts. Content from the physician biography can be repurposed on the website, as well. If you have a medical interest blog on your specialty, it would be nice to have the new physician prepare a blog to contribute once he has arrived.

An often overlooked, important communication channel is social media. Be sure to add the new physician to these outlets. This includes Linked-in, Facebook, and medical review websites such as Vitals and HealthGrades. You'll need to claim your space on these reviews sites and add in the new physician's profile and photo. It's a good time to make sure the listings for all the physicians at your practice are accurate and include photos.

4.  Update insurance company directories

Make sure you notify your contracted insurance companies to provide information about the new physician for both print and online editions of their provider directories. Don't assume it's been done right. Go online yourself to make sure it is accomplished and that it is completely accurate. Social media has become a powerful influence in how patients choose a new doctor and make contact with the practice. The good news is that it's free and can be a boon to practice growth.

Finally, plan a staff meeting to discuss the integration of the new physician at least a month in advance, followed by a welcome meeting when she arrives, allowing at least 30 minutes for everyone to get acquainted and get answers to their questions. This is an important introduction that creates a good impression and helps get everyone off to a good start. Once you have painted an impressive picture of the new physician, everyone will get excited. All of this makes your new doctor very real and creates a welcome "buzz." Patients will begin to look forward to getting to know the new physician - and so will the staff.

Adding a new physician to your practice requires a sound communication plan that encompasses your patients, social media, and staff.