4 reasons to systemize and automate your practice
1. Adjust to change quickly and easily
• Technology isn’t a magic “easy” button. • As your practice grows you’ll have to change how you run your business.
Example: When I actively helped practitioners integrate technology into their practice I noticed two different type of practitioners who had the same end goal.
The goal: Save time and reduce stress by adding more technology into their practice.
Practice 1: Has clear procedures and routines. When integrating the EHR into their system they naturally went through the process of figuring out how the EHR would fit into their practice routine and what adjustments they needed to make.
Practice 2: Is unorganized and has no strong sense of what they do for different repeating tasks in their practice (i.e. scheduling patients, following up with patients, billing insurance). They feel overwhelmed by all the small details. They hope the EHR will be an all-in-one solution for them. But technology isn’t a magic easy button and needs to be framed within a system built to the productivity and learning style of the user.
2. Bypass your weaknesses
• Create a framework around tasks that you procrastinate, waste time on or may not have the skills for yet (like accounting or search engine optimization for your website).
• Creating systems for these tasks will allow you to quickly move them to a virtual assistant or in office help when you hire them.
Example: I am a perfectionist and take longer then I really need to on many writing and design tasks. Many of my systems involve timers and fill in the blank type outlines for writing. I always use a timer for writing blog posts and e-mails - otherwise I waste my time.
3. Reduce mind chatter www.technologywithheart.com Laura Rose Lambert, L.Ac. [email protected] • Eliminate the need to think about what to do for any repetitive task in your practice by creating a system for these types of tasks.
• Write down projects or tasks as soon as you think of them. Have a place to put them and eventually process and prioritize these lists.
Example: Checklists are essential. I have a morning and evening office checklist. I will add to it, as needed, the night before or on my off days. Setting up goes much faster this way and I have time to ground myself before my first patient.
I also have checklists when scheduling patients. This process creates stability and prevents misunderstandings (every new patient gets the same information about fees, etc). It also calms me down! As a introvert I always have this blank moment in my brain when talking to a stranger.
4. Use systems to save time (even if it seems like more work)
• Tracking statistics help to clearly understand the results of your marketing efforts.
• Automate tasks that are consistently the same.
• Building systems take time, but once in place save time.
Example: Automatic e-mails to patients through my charting software and pre-formatted e-mails that I personal- ize are all time savers.
Systems also help you keep track of the benefit of various marketing activities you are doing. Do you know if you are really getting any traction from the weekly lectures you’re doing or spending all day at a wellness fair or is it the relationships you’re nurturing with local practitioners? If you don’t have a way of tracking this, you may be wasting a large amount of your time marketing. Did you remember to ask that patient who you can thank for the referral? I did! (it was on my checklist)
www.technologywithheart.com Laura Rose Lambert, L.Ac. [email protected] 5 tips to build systems for your practice
1. Know your productivity and/or learning style
• Paper, paperless or a mix between the two? • Written word or visual? • Do the apps or software you use need to be beautiful?
2. Keep purpose and vision in mind.
• Does this match my vision? • Does it help me achieve my goals? • Does it benefit my patients? • Does this help me enjoy running my practice?
3. Stop chasing the perfect piece of technology or software
• There is no perfect solution…even if you find it your needs WILL change. • Instead focus on what keeps you at peak productivity & efficiency (aka low stress & enjoy the business aspects of your practice) - See #1 • There is no single all-in-one solution…yet. • Set a time limit on your research and then make a decision.
4. Don’t let technology dictate how you use it. Don’t let others dictate how you practice.
• Just because a piece of software has a certain feature, it doesn’t mean you have to use it. • Don’t blindly adopt a process or systems. Like treating a patient, the treatment or system must be individ- ually tailored to you. • Just because people tell you “this is the way to do it” doesn’t mean it is right for you or your practice. • Remember tips #1 & #2
5. On a related note…if it doesn’t work, change it and be open to changing your process of- ten.
• Ask for a reasonable amount of time to try a service like an EHR or online scheduling. • Does the technology help or hinder the process? • Could you take one aspect from one system and one from another system? • Take the time on tip #1. The more you understand yourself, the easier this will be. • Record what works and what doesn’t. This will help you as your practice grows.
www.technologywithheart.com Laura Rose Lambert, L.Ac. [email protected]