Medical practice management is both an art and a science. Every day is different, and anything can happen. It’s exciting, but it can also be a challenge. Starting each morning with a positive, organized frame of mind is the only way to ensure a good day for everyone — but that’s sometimes easier said than done. A solid morning routine is your best defense.
- Take a few moments to connect with co-workers. A warm, friendly atmosphere between administrative staff, nurses and doctors makes working together as a team through long, stressful days much easier. Coffee, bagels and a few moments to chat before you jump straight into the challenges of the day is a surprisingly simple and effective way to keep working relationships strong.
- Review your delegation list. Practice management is a million jobs in one, but some of those jobs can be delegated. What needs to be done today, and who can do it? Figure it out early and your day will run more smoothly.
- Set aside ten minutes for a “morning huddle.” Brief everyone on relevant information for the day ahead and check in with staff about what went on the day before. Keep the huddle to a strict ten minutes and finish with a sincere thank you to everyone there.
- Once a month, or once a week, segue into an actual employee meeting. It’s a great way to “take the pulse” of the staff in general, and regular meetings can let you address small issues before they snowball. It’s also a helpful way for employees to share knowledge, information and tactics for dealing with everyday problems.
- Do a supply check. Check all exam room supplies in advance to ensure you won’t run out at a critical moment.
- Assess the cleanliness of your office. If your cleaning staff has been in overnight, now’s the time to double-check that everything’s spic-and-span, especially patient bathrooms.
- Check email and social media. Does your practice maintain a social media presence? Check for comments and questions, and take the time to reply. Leaving posts “stranded” and unanswered is a major no-no, but a few moments’ attention each day will build your reputation and relationships.
- Check your scheduling and look ahead a few days. Call patients with upcoming appointments to remind and confirm them to prevent short-notice cancellations. When people can’t make it, you’ll have time to offer last-minute appointments to waiting patients.
Keeping your practice running smoothly while juggling the needs of patients, doctors and staff is a huge job, but with an unshakable morning routine, you’re giving yourself a running start.