Use the ‘Best of Breed’ processes and technology is the key to survival

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Solve staff stress and burnout

What follows is a 4-step process to address staff stress and burnout. The key is clarity and transparency,  and having the right processes and technology in place, so your systems provide full visibility of your entire staff work load, even down to the individual team member.

The 4 key four steps to making your practice more efficient and effective are:

Step 1 – Be clear as to what you hope to achieve.

Step 2 – Recognise that if it cannot be measured, it cannot be managed.

Step 3 – Make sure any recommendations automatically link to a team management reporting system.

Step 4 – Make sure any tasks are linked to a calendar to make sure they are executed.

We’ll show you practical examples on how to achieve this goal.

How do you feel?

To start the process, you need to ask yourself how you feel about yourself and the practice. A more detailed overview can be found at How to increase my income.

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How do you feel- which button best represents you or your staff?

12.pngSource: How to increase my income

What we know today…

The pace of work is increasing every day, leading to an overwhelming number of expanding tasks and to-dos. Deadlines are becoming more imperative, and, if you’re not careful, it’s easy to slip into an ‘always on’ mentality.

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For healthcare practices, a useful starting point is to consider what your systems should look like and why; and then explore opportunities to streamline and automate critical (and often boring) tasks to increase staff productivity and morale.

We can provide you with an example of how you can cost-effectively improve the reporting on how your practice is faring. Apart from the initial set up, the rest is automated—for years to come.

The whole process can become quite overwhelming until you can contextualise the information you need and its priority. We have done some heavy lifting to help you along.

What can you do now!

How and where do you start?

We use the ‘Boardroom to the Basement’ approach, using the Harvard best practice management method called the ‘Balanced Scorecard’ to ensure everybody is instantly on the same page.

Step 1 – Be clear what you hope to achieve?

The number one issue is better time management and allocation of resources from the practice owners down.

Most key staff would rather work on the practice and not in it.

For practice owners, ‘earning money while they sleep’ makes for more sustainable practice and one that makes succession planning easier. Nobody wants to join or pay for a disorganised practice in which no-one knows what they are supposed to be doing.

Start by asking yourself’ how do you feel and which corner do you want to work in? Most want to work in Quadrant 1 below.

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Step 2 – Recognise that if it cannot be measured, it cannot be managed

The most common question we are asked is; how do I increase my income?

There are many ways to achieve this goal.

Click on the link below for a plethora of useful ideas to start you off. As you can see, it can be overwhelming, leading to decision paralysis.

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Source: How to increase my income?

A useful start is to put all these great ideas into context.

The Harvard Balanced Scorecard Approach puts everything into context.

The Balanced Scorecard approach (click to watch 2-minute video for a contextual understanding) represents international best practice when it comes to running an organisation, no matter how big or small. Indeed, 50% of US, European, and Asian organisations use this Harvard methodology.

It will help increase the overall value and sustainability of your practice, especially when it comes to succession planning.   

Exclusively, we have developed a link to your very own Balanced Scorecard with your real-time data, so that you have a live feed on how you are progressing. To our knowledge, we are the first to offer this.  

This places real-time control of your practice at your fingertips.

The Balanced Scorecard helps your practice to implement your shared visions by setting strategic goals. This includes breaking those goals down into small, measurable initiatives for your staff to implement.   

The profitability of your practice is a result of ‘how you do what you do’. To meet your financial goals (where they can be marked in green), your practice will need to focus on (in the order of priority), Customer, Internal Processes, and Learning and Growth. The financial result is like a scoreboard at a football game. It reports, in financial terms, what you are doing well, and what requires improvement. The overriding objective is to have every box in the graphic below marked green. Your financial results are a result of doing great work. At a high level, this helps you identify room for improvement.

9.pngFor more specific details, you can drill down further.

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For a real time report you can integrate this with Xero for even more information at a click of a button.

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For those needing advice on what to do next …

The same integrated monthly, quarterly or annual reports can be automatically produced.

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We use Wrike as a key team management task tool. Our clients and suppliers use this same platform to eliminate unnecessary emails and misunderstandings. Like a customer at a restaurant watching through a window a chef working in their kitchen, you can bring people closer to any matter affecting them. This reduces unnecessary follow-ups and reminders with people because you have no time to catch up with everybody all the time on all matters.

This information is instantly available on your mobile device 24/7.

Step 3- Make sure any recommendations automatically link to a team management reporting system.

For those who want even more detail..

Simply click on the yellow-highlighted ‘for more information’ link below and it will take you to a real-time team task management and reporting system like Wrike  that works like facebook. It is a fun and more efficient way to work. The upcoming generation of staff love it and expect it from a modern and up-to-date practice.

7.pngThis link opens you to every email or correspondence in relation to that task you need to know. All you have to do is shout out by using @Mark to get their, or even your, supplier’s attention. No more emails!

4.pngWe use the software program Wrike so you can easily pair this with your Google or Outlook calendar to remind you to follow it up with a staff member without having to re-write the history of the matter. People can join in anytime.

Step 4 – Make sure any tasks are linked to a calendar to make sure they are executed

3.pngHmm…we should have added a step 5. If you are really stuck then it is worth contacting an experienced consultant who has implemented and used these tools, before embarking on a frustrating and expensive journey yourself. This will save you a lot of time and money.

We have added some important information links and resources below, so you can start the road to greater efficiencies and soon be working in an environment that is more fun and is less stressful even though we are all being asked to do more with less.

Contact us at pa@healthandlife.com.au for more information.

Useful Resources:

  • The RACGP’s 2018 technology survey results are in. The survey explored the knowledge and experience of eHealth technologies, barriers and drivers, and education and training needs.

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The 2018 technology survey revealed that 87% of GP respondents are now entirely digital, with no supplementary paper records.

  1. See How to increase my income? Contact Health and Life at pa@healthandlife.com.au for more information.
  2. Visit Train IT – Free Resources

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For more information contact us at Health and Life pa@healthandlife.com.au or for a no obligation free consult.

(c)Health and Life Pty Ltd

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