Creating an Efficient Workflow for Primary Care Physicians: Balancing Notes, In-Basket, and Family Time
A primary care physician's work can often be demanding and time-consuming. It is essential to establish a well-organized workflow that allows physicians to efficiently complete patient notes, manage their in-basket, and still have quality time to spend with their families. In this blog, we will explore some tips and strategies to help primary care physicians create a good workflow that balances their professional responsibilities and personal life.
1. Prioritize Time Management:
Effective time management is crucial for physicians to accomplish their tasks efficiently. Here are some tips to consider:
- Set aside dedicated time for completing patient notes: Allocate specific blocks of time during the day to focus solely on completing patient notes. This will help avoid interruptions and ensure that notes are completed in a timely manner.
Effective time management is crucial for physicians to accomplish their tasks efficiently. Here are some tips to consider:
- Set aside dedicated time for completing patient notes: Allocate specific blocks of time during the day to focus solely on completing patient notes. This will help avoid interruptions and ensure that notes are completed in a timely manner.
For example: Take 1 minute to start your note, then take another 2 minutes at the end before you go into the next patient to finish the previous note.
- Delegate non-clinical tasks: Identify tasks that can be delegated to other team members, such as administrative tasks or paperwork. Delegating non-essential tasks will free up valuable time for physicians to concentrate on patient care and note documentation.
- Delegate non-clinical tasks: Identify tasks that can be delegated to other team members, such as administrative tasks or paperwork. Delegating non-essential tasks will free up valuable time for physicians to concentrate on patient care and note documentation.
For Example: Create a "What to do.... or how to respond to ...." redundant messages and requests. Empower your staff to go ahead and offer office visits for requests that you have not evaluated the patient for. After all, this is the only way to get paid at this time.
- Utilize technology: Explore electronic health record (EHR) systems and other digital tools designed to streamline documentation processes. These technologies can help automate certain tasks, reduce paperwork, and improve overall efficiency.
- Utilize technology: Explore electronic health record (EHR) systems and other digital tools designed to streamline documentation processes. These technologies can help automate certain tasks, reduce paperwork, and improve overall efficiency.
For Example: Use Dragon and use a headset to dictate.
2. Optimize In-Basket Management:
Managing the in-basket effectively is crucial for staying on top of patient care and communication. Here are some strategies to consider:
- Set specific times for checking the in-basket: Dedicate specific periods during the day to review and respond to in-basket messages. This will help prevent constant interruption and allow physicians to focus on other tasks without the distraction of incoming messages.
2. Optimize In-Basket Management:
Managing the in-basket effectively is crucial for staying on top of patient care and communication. Here are some strategies to consider:
- Set specific times for checking the in-basket: Dedicate specific periods during the day to review and respond to in-basket messages. This will help prevent constant interruption and allow physicians to focus on other tasks without the distraction of incoming messages.
For example: While waiting for your medical assistant to room your patient, you can glance at the patient calls/advice and RX requests starting with those marked with an EXCLAMATION MARK on EPIC.
- Prioritize urgent messages: Identify urgent messages that require immediate attention and address them promptly. By prioritizing urgent matters, you can ensure that critical patient needs are met in a timely manner.
- Prioritize urgent messages: Identify urgent messages that require immediate attention and address them promptly. By prioritizing urgent matters, you can ensure that critical patient needs are met in a timely manner.
For example: Ask your staff to use the EXCLAMATION MARK on EPIC so you can prioritize your work.
- Utilize pre-designed response templates: Create pre-designed response templates for common inquiries or routine messages. This can save time by allowing physicians to quickly respond to frequently asked questions or common requests.
3. Create a Healthy Work-Life Balance:
Maintaining a healthy work-life balance is essential for the well-being of primary care physicians. Here are some tips to achieve that balance:
- Set boundaries and establish clear expectations: Communicate with your team and patients about your availability outside of working hours. Establish clear boundaries to ensure that personal time is respected and protected.
- Take breaks and practice self-care: Allow yourself regular breaks throughout the day to recharge and refocus. Engage in activities that help you relax and reduce stress, such as exercise, meditation, or spending time with loved ones.
- Utilize pre-designed response templates: Create pre-designed response templates for common inquiries or routine messages. This can save time by allowing physicians to quickly respond to frequently asked questions or common requests.
3. Create a Healthy Work-Life Balance:
Maintaining a healthy work-life balance is essential for the well-being of primary care physicians. Here are some tips to achieve that balance:
- Set boundaries and establish clear expectations: Communicate with your team and patients about your availability outside of working hours. Establish clear boundaries to ensure that personal time is respected and protected.
- Take breaks and practice self-care: Allow yourself regular breaks throughout the day to recharge and refocus. Engage in activities that help you relax and reduce stress, such as exercise, meditation, or spending time with loved ones.
For example: Take a breath or a bathroom break. Step outside for 2 minutes. Even if you were running late, patients would not feel 2 min vs 5 minutes. If they were already dissatisfied of the wait, arriving 2 minutes earlier, all flustered does not help with engagement. Just say "Sorry, some of the patients needed more time today, but I am here to focus now on how I can help with you."
- Plan quality family time: Schedule dedicated time for your family on a regular basis. This can include activities such as family dinners, outings, or engaging in hobbies together. Planning and prioritizing family time will help you maintain a healthy work-life balance.
Creating a good workflow for primary care physicians that balances notes, in-basket management, and family time requires effective time management, optimized in-basket management, and a commitment to maintaining a healthy work-life balance. By implementing these strategies, physicians can improve their efficiency, reduce stress, and enjoy quality time with their families, leading to a more fulfilling personal and professional life.
- Plan quality family time: Schedule dedicated time for your family on a regular basis. This can include activities such as family dinners, outings, or engaging in hobbies together. Planning and prioritizing family time will help you maintain a healthy work-life balance.
Creating a good workflow for primary care physicians that balances notes, in-basket management, and family time requires effective time management, optimized in-basket management, and a commitment to maintaining a healthy work-life balance. By implementing these strategies, physicians can improve their efficiency, reduce stress, and enjoy quality time with their families, leading to a more fulfilling personal and professional life.
If you need some help finding balance, please reach out.
If you are a primary doctor who wants to be able to see 16-18 patients a day, finish notes, and most in basket on a 8-4pm schedule, please reach out.
Hope this helps!
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