Smooth Operations Every doctor and staff member wants a smoothly running practice. We help clients achieve this goal on a regular basis. Why is it some offices run better than others? We routinely interview (throughout the course of a year) hundreds of doctors and their employees, focusing on practice systems and operations. This process brings forth several truths that apply to most medical and dental offices. First and foremost, the best run, most successful practices are those where doctors are respected not only as skilled clinicians but leaders by example. These doctors receive a consistent best effort from their staff members. Other ways to help your office run more smoothly: Focus on the Day: Arrive and finish on time. The staff will help you do so. They’re also in the game to win. Verbal Expressions of Appreciation: Many opportunities can arise in the course of a day to tell a staff member thanks for a job well done. This pays dividends, with no downside or direct cost; however, the absence of verbal appreciation does have a downside and is costly to the practice. Put Someone in Charge of Records: Patient clinical records are often left to whoever has extra time. If records are not maintained and filed accurately, hundreds of hours will be lost each year searching for this information. A records librarian, who is accountable for accurately filed records, will help you achieve a smoother operation. Telephones Answered by a Person: Automated attendants are a nice technology, but not what patients want and routinely result in their calling back several times versus being directed appropriately the first time. Use of voice mail and other technology is extremely beneficial and should be implemented, but we find it’s best when the practice telephone is answered initially by a person. You may need to move this function from the check-in/check-out area where many tasks must be performed and telephone calls can interfere. Procedure Scheduling: This is best carried out in the clinical area before the patient returns to check out. A smooth patient flow benefits everyone and make coming to work enjoyable. We routinely look at facilities, systems and assignment of tasks so practices attain an operational level that works best for them. Call us. Change may be easier than you think.