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Practice Management News is a free newsletter for SpectraSoft customers and friends, offering insightful articles, handy user tips and troubleshooting advice to help you get more done with SpectraSoft software.
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This Year, Turn Your Vision into Reality
Transform your team with this simple 4-step method
The new year brings a unique opportunity: it's a time when employees are at least a little more open to try new things. That means now is the best time to identify what needs fixing and then make the changes that will help you reach your goals.
To capitalize on this pivotal time of year and move closer to the ultimate vision you have for your practice, consider this 4-step method to make effective changes in your organization. The four steps for the phrase I SEE.
"I" -- Identify Problems & Opportunities
The first step toward making positive changes in your practice is to understand the key problems hindering your growth. Perhaps your no-show rate is too high or you're not getting enough referrals. Then identify opportunities that you can capitalize on: if a strength of your practice is your relationships with referring physicians, leveraging these strengths to their ultimate advantage will also be an important part of your growth plan.
As you start identifying the key problems and opportunities affecting your growth, bring together reliable numbers or other objective indicators to determine where your business stands. One source of great information is your scheduling system. You can run reports that instantly display your key performance indicators or stimulate brainstorming. Some of the key stats you should be tracking include:
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At this point, you will likely have a list of several key problems and opportunities that you would like to address in the coming year.
"S" -- Solve the Problems, Seize the Opportunities
Now it's time for step 2 -- come up with a list of actions. If one of the problems you identified is that you are not getting enough new patients from a neighboring zip code, then you need to come up with a solution – such as contacting referring physicians in that area. If one of the opportunities you listed is your success at working with seniors, you need to capitalize on that opportunity – perhaps with a mailing to the appropriate specialists in your community.
"E" -- Entrust Your Coworkers
Once you come up with your action list, you will quickly realize that you can't do it all yourself. Step 3 is to sit down with the staff, explain the thinking behind this action list, and help your employees to step up and take ownership of these tasks. Explain that by accepting a given responsibility, each member of the team will help improve the work atmosphere, increase professionalism, boost career opportunities and ensure job security.
Take the time necessary to communicate your objectives properly. Then LISTEN. Let your people share their concerns or suggestions and adjust your action list accordingly to achive your ultimate objectives.
Whenever possible, the best way to encourage employees to take ownership of their responsibilitiues is to institute an incentive program. This can involve a bonus, but often an office pizza party or modest gift is just as effective.
"E" -- Evaluate
Finally, schedule time in advance to regularly review staff performance, ensuring that each action task is being completed and the desired results are in sight. Take time at this meeting to talk through how things are going. This not only allows each staff member to describe any problems and suggest improvements, it also gives you a chance to reinforce to everyone that the program is working and goals are being met.
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