7 Ways to Increase Exam Room Efficiency
When healthcare providers can see more patients, they earn more for their practices. The billable services provided to each patient bring in reimbursements from insurance companies or cash payments from copays.
The ability to add more patients to the schedule comes with the challenge of increasing exam room efficiency to generate more income. With the ever-changing patient loads caused by COVID-19, there will be full schedules on some occasions and other days with several gaps. Small changes can make a big difference in saving a few minutes here and there without jeopardizing the quality of care provided.
1) Start on time
This may seem like the most straightforward advice, but starting on time is an essential part of ensuring a smooth-running day. Even a 15-minute delay can ripple through the entire schedule, which ultimately creates irritation for both the patients and staff.
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Arriving early can also reduce the time spent playing catch-up or the likelihood of feeling frazzled the rest of the day. One study found that patients who believed they had experienced long wait times perceived a reduction in the quality of care received by the healthcare provider, or HCP. Patients who know that they will be seen promptly are more likely to return.
2) Review a patient-specific agenda or chart
Before entering the exam room, review the patient’s chart or previous notes. This could be a quick review before the schedule starts for the day, or prior to the patient coming into the exam room. Keeping the patient’s history fresh in your mind will limit redundant questions and can help boost patient satisfaction and confidence.
Patients want to feel like their HCPs remember who they are, what their story is, and the details of their last visit. Reviewing information ahead of time also allows an HCP to prepare any questions or plans for the patient in advance to provide the best possible care.
3) Dictate as soon as possible
Thanks to dictation advancements, it is much easier for providers to create notes for the patient’s chart around interactions and treatment plans. If possible, dictate in the appointment room at the end of the exam, or immediately after seeing the patient. Delays in dictation can increase the likelihood that important information may be left out or forgotten, according to one study.
This practice keeps the important information at top of mind, reducing the chance of errors or time wasted attempting to remember details. It may take some practice to turn this into a routine, but it’s well worth the effort.
4) Handouts
Equipping patients with written handouts is an excellent way to reinforce education and address potential questions after a visit. By providing appropriate follow-up material, the handout can help eliminate unnecessary visits or phone calls in the future.
As patients may feel overwhelmed with information in the office, handouts can offer an opportunity for reflection on their own.
5) Plan for breaks throughout the day
Taking a few minutes to check your phone between patient visits can add up to a significant amount of time. While chatting and grabbing coffee can feel refreshing, aim to keep these breaks to a minimum.
Let’s say that an HCP is scheduled to meet with 25 patients. Taking a 2- to 5-minute break between each one will total 50 to 125 extra minutes every day. While it is important to engage with staff, planned breaks allow for less disruption and distractions on a larger scale.
Instead of distracted moments between each patient, schedule times throughout the day to mindfully engage with other office staff members and to check your phone. This could mean allotting a set time in the schedule that allows for breaks to prevent burnout and exhaustion.
The goal is not to completely ignore other people in the office, but to keep in mind that frequent distractions can reduce efficiency.
6) Office guide
Assign one employee the task of keeping the HCP on track with the patient schedule. This is especially critical for offices that have large numbers of patients or multiple providers conducting visits in different exam rooms.
Sometimes patients are not ready to be seen by the HCP in the order that they are scheduled. Instead of the provider returning to their desk or taking an unplanned break, the office guide should direct the HCP to the next patient to eliminate waiting time. This role allows for a more efficient and organized workflow, ultimately resulting in less wasted time.
7) Delegate
Patients may have questions or needs that take additional time away from the HCP, and some of these can be delegated to another individual in the office. Insurance, billing, and scheduling questions should be directed to the appropriate staff member.
Delegating administrative tasks as needed will free up the HCP and let them work with more patients.
The bottom line
As the saying goes, aim to work smarter and not harder. Making small process-related changes can help increase the number of patients seen per day, which ultimately leads to more revenue. Exam room efficiency allows HCPs to fully focus their efforts on patient care and maximize the specific skills needed for providing treatment.
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