At FMPE, we have heard from our members that there is a need for access to teaching on practice management. We enlisted a national expert on charting and practice flow, Dr. Sarah Smith, to help fill this gap. On October 21st, 2024, Dr. Sarah Smith, gave a well-attended webinar to PBLP members regarding effective strategies to redesign your clinical day for better workflow to get home earlier.
Dr. Sarah Smith is a Rural Family Doctor, General Practitioner and Rural Emergency Department Physician. Dr Smith is more widely known in medical spaces as a Clinical Day Advisor and the Charting Coach for Doctors, Residents, Registrars and Clinicians. Dr. Smith has a passion for helping reduce healthcare burnout and administrative burnout with specific strategies to help Doctors and Clinicians create a sustainable clinical practice within the clinical environments that they work in.
Here are some top tips from her webinar:
1. How do I manage late patients and keep my day on track?
Create a policy for late arrivals. The choice is yours. If you decide to see late patients, keep visits focused and efficient. Communicate the time limitations to patients kindly but firmly. If needed, step out and adjust the schedule in collaboration with your staff (e.g., to reschedule the remaining patients or notify them about delays).
Talking Tip: “We’re happy to see you today. Since we only have a short time, let’s focus on your most pressing concern.”
2. How do I optimize my clinical day and set up a manageable patient load?
There is no one-size-fits-all template for a clinical day. Audit your practice to track how much time each interaction takes and identify patterns. Adjust your schedule based on the reality of your day. For instance, build in buffer time for urgent cases or set limits for how long you will extend your day. If appointments consistently run over time, reflect on whether to modify the schedule, your communication style with patients, or time management strategies. Stay curious and open to experimenting with different scheduling adaptations to create a more efficient workflow.
3. How do I stay on time while completing referrals and clinical documentation?
If a referral is necessary and time allows, complete it immediately during the visit to avoid creating a backlog. The patient can help you with information for the referral e.g. “Have you ever had surgery on that knee before?”
Talking Tip: “Let’s take a moment to get this referral done together, so you’re set before you leave.”
4. How do I manage patients who present with long lists of issues?
Acknowledge the list and choose to address the most critical concerns first. Gather the information you need to assess for red flags. Communicate clearly why time constraints require focused visits. Offer to book follow-up appointments to cover remaining issues. Consider other resources within their circle of care (e.g., can they be seen by the resident clinic, another physician or clinician that has better access to urgent care in your area).
Talking Tip: “I want to make sure we address what’s most important to you. Let’s focus on the top concern today, and we’ll book time to discuss the others.” … “It was nice seeing you today.”
5. How do I handle a high volume of walk-in patients waiting?
Aim to finish patient notes in real time. Keep charting succinct, focusing on key details necessary for continuity. If a complex, chronic issue arises during a walk-in, start the initial work and book a follow-up appointment for a more thorough assessment.
Dr. Smith has offered a discount to PBLP members. Using coupon code FMPE56EY7, you will get a $200 discount and lifetime membership in the Charting Champions program. See details about the program here.