The top eight best tips for business efficiency in healthcare
"Busy is the new stupid." -Warren Buffet
This time of year in particular can be both exciting and overwhelming; between trying to keep New Year’s resolutions and dodging snowy weather, it is often hard to balance competing priorities at home while also running a busy healthcare practice. To help you out, what follows are my top eight tried and true business efficiency tips to keep you sane during the busy new year and create time for what is most important.
1. Learn to type and complete most of your note while seeing your patient.
Studies show that many healthcare providers spend as much or more time on clinical documentation as they do on direct patient facing care. Many clinicians site clinical documentation as the number one reason for burn out and early retirement. You can cut your documentation time in half by learning to type your note while seeing your patient. This is a skill that takes time to develop, but when done correctly can both save you time and enhance your note content accuracy. If doing a telehealth visit, it is important to maintain eye contact on your camera/patient while typing to appear as engaged as possible. In the beginning of the appointment, it also helps to say, “I am going to take a few notes during our appointment so that I am sure to capture everything you say completely, specifically, and correctly.” This helps the patient understand and appreciate that your note taking during the appointment is to their advantage as well.
2. Stick to the designated appointment time with your patient
We all have those patients who like to talk- a lot. With these patients, it is often challenging to end the appointment on time. This can lead to frustration on your end, and frustration for your future patients whose appointments do not start on time. With these patients, I like to start off the appointment by saying, “Now Mr. Jones, since we only have a 30-minute appointment today from 4 to 4:30 pm, what are the most important things you want to discuss/cover/address today?” This not only subtly reminds the patient of the appointment time blocked, but also opens the door for them to jump right into things they want to cover immediately, versus waiting until the end of the appointment to discuss things you might not have covered yet when time has run out.
3. Use note templates
I’m a huge fan of note templates. Spend some time developing both an Intake note template and a Follow-up note template that you can prepopulate and use for all initial and follow-up patients. In these templates, try to prepopulate most of the mental status exam, as well as patient education components that never change. It is also helpful to have a few patient letter templates for letter types commonly used (STD, diagnosis verification letters, accommodation letters, work excuses). This will save you from typing the same things over and over again in each note. The company “Silverleaf” has pre-populated clinical note and letter templates that you can purchase starting at $15/template. www.Silverleaf.com
4. Copy and Paste notes (as appropriate)
If you have a large base of patients whom you see frequently, it is ok to copy and paste their last note into a new note when you see them next, and then update and change the relevant information accordingly. Just be extra diligent about deleting old info and replacing with the new clinical info at that appointment. Insurance companies, patients, and attorneys highly frown upon notes that are clearly copied and pasted and not updated with the current clinical information.
5. Use AI scribe software
There are several HIPAA compliant AI healthcare scribe companies that can help to complete most of your clinical note. Some of the most popular include Freed AI and Scribeberry. Freed AI has a free trial version. Some providers also use Chat GPT and Doximity as a note scribe, without any patient health information.
6. Buddy up with a fellow provider in your state to share patient coverage
It can be overwhelming trying to cover patient requests and phone calls when you are out of the office. Most folks in private practice simply tell their patients to call 911 or go to the ED if acute questions or concerns come up after hours. If you plan on taking an extended vacation, it can help to buddy up with a provider in the same state who can provide refills or answer patient questions in your absence. You can do the same for them when they take leave. Your patients benefit from continued clinical coverage while you get some much-deserved uninterrupted time off. It’s a win win!
7. Covermymeds.com for Prior Authorizations
Covermymeds.com is a great website that automates prior authorizations so you can submit them easily and quickly all online. The website will email you if anything additional is needed after the PA is submitted. It’s a great timesaver.
8. Choose your EMR wisely
Having a great EMR can save you hours per day. On the other hand, a crappy EMR can add on several hours per day of mindless administrative work and even adversely affect your patient no-show rates. Be mindful about choosing an EMR. For more guidance on what to consider when shopping for an EMR, see my previous article on this very topic!
I’m cheering you on in 2024 and rooting for smarter but not longer doctoring days!