Simple Trick Organizes ENTIRE week!
Hi, this is Dr. Noel Lloyd for Five Star Management.
This has been an absolutely tremendous year for Five Star Management clients, our single doctor offices and our associate offices, whether one or more associates are breaking records left and right.
We’ve just passed the half-year mark and we’ve taken that and we’ve doubled that up to see what we could expect for a full 2015 and the numbers are all great. And one of the reasons for that is because we’ve added, in the last few years, what’s called the New Patient Academy.
The New Patient Academy focuses specifically on an extra 3-5 new patients in your office week after week after week after week. A lot of Five Star Management clients are also New Patient Academy clients.
We just finished up an intensive seminar on capacity and this is called the High Volume, Low Stress Practice, how to reduce the stress in your practice so that your practice can grow.
So, one of the doctors walked up to me and he says, “You know Noel I’ve got a question. I’ve got all these extra new patients hanging around, and I’ve got all these extra visits hanging around, and I’m having trouble now with organization and keeping up with things.”
In this short video I’m going to talk to you about a super practice, easy way to organize your life from the best direction so that you can put more patients in your schedule without your schedule getting clogged up so you can help more people, have more fun, and make more money.
So, I’m curious when I talked about organization and time management in the opening segment of this video, did your blood run cold? There are enough doctors that I’ve coached over a period of time that have told me that is their Achilles heel. The practice gets up to a particular level and then disorganization sets in or shows up, you may have not seen it until you get at this particular level.
What happens is the practice starts to self-regulate with all this stress. The more stress, the less fun, the less fun, the less volume. Doctors typically try to organize from what I call the top-down perspective. In fact, let me illustrate that for you.
This is my schedule, there’s Monday, Tuesday, Wednesday, Thursday, Friday, and what I want to do is I want to add an overall philosophy that will help me get organized so I can handle more people. Well, I believe that we should actually approach it from a bottom-up, not top-down organizing philosophy. It’s much, much more practical, it’s super easy to do, and I think you’ll love it and I’m going to do that for you next.
So first, let me talk to you about what’s failed for so many people in so many different ways, in so many different times; it’s called the top-down philosophy of organization. There’s some idea that’s supposed to make everything smooth running and all I have to do is think that idea, share that idea, and all of a sudden the practice runs smoothly, well that’s not been my experience. Here’s what can work and I call this the power hour perspective.
So let’s just take a look at your practice and you tell me what are the three busiest hours that will come stressors for you the fastest. You put a lot of patients in your practice and it’s going to be your afternoon hours, the 5:00-6:00 time if you’re open until 6:00.
So let’s just take a look at 5:00-6:00 on Monday, 5:00-6:00 on Wednesday, and let’s say you’re in the office on Friday so 5:00-6:00. So here’s hour 1, here’s hour 2, here’s hour 3. We’re just going to organize these three hours. This is where you see a lot of people anyway and so one of the things we want to do with power hour number 1 is just do adjustments.
We’re not going to do extra procedures, we’re not going to do a lot of different things, we have to have a strategy for the patient that we walk in on who says “Boy Doc, I’m glad I’m here today, I just got rear ended at the stoplight on the way in to my office.” Well, you’re going to have to learn how to handle those types of things.
Well, what we’re going to do is we’re just going to focus on taking care of patients. Now, you might handle people at 4 an hour, you might handle people at 6 an hour, you might handle people at 12 an hour. I’ve got some doctors that are extremely efficient, they work an open concept, they can do multiply times that.
We’re going to focus on being extremely organized, on purpose, and focused just for 3 hours. Well, Dr. Lloyd we’ve got this whole other week that’s kind of eating our lunch, what do we do about that? Hang with me here and we’re going to organize this hour, this hour, and this hour.
What we’re going to do is we’re going to work to streamline, we’re going to work to distress, and we’re going to work to have fun, help people, and be very, very successful during those 3 hours.
Now, I’m going to have a feedback session with my CA after this hour. How did I do? How was my time? What were the comments from the patient? So, I’m going to ask my CA to grade me;“Dr. Lloyd you stayed right on time, you stayed right on purpose, the comments from the patients were just excellent.” “Okay great, I’m glad to hear that.”
As soon as I get a B+ or an A rating in my 3 hours, I’m going to look for what? I’m going to look for another one? So, let’s say that your Thursday from 5:00-6:00 is the next our or Tuesday is the next hour is the hour you’re going to organize and then maybe after that you’re going to organize is a Thursday.
Well, one of the things that’s happening is organization is starting to take over. Then, I’m going to take a look for my next hours and let’s say that my next hours are hour number 6, hour number 7, hour number 8. So what happens is I’m organizing from down to up.
Overarching concepts great, but how do they apply in your day-to-day, real life, where the rubber meets the road? You go to the busiest 3 hours that you have and you apply those organization principles. Now, we help doctors’ work through this where they had different power hours, and then they start to add them in their mornings. This is the admin, this is the marketing time here, and marketing time down here, and this is the adjustment times.
Pretty soon one of the things that happens is that I get better, and better, and better at being organized. The habits that I build here, here, and here start to flow over here. The grades from the CA are every time I’m getting an A+ on how I’m focused and staying on time. Pretty soon it’s easier for them to put more patients in your schedule. Now this is the bottom-up power hour organization theory.
Organizational theory that comes from top-down, some nebulous idea about how you should be more organized, seldom does you any good. The practical where the rubber meets the road organization strategy is going to help you right away.
So pick your 3 busiest hours, those are the ones you need to be organized in anyway, figure out how many people you can see an hour, develop strategies for staying on purpose, how to get that appointment that is the extra procedure appointment that you weren’t counting on, how to get that dealt with. If you do that, one of the things that will happen is your stress will go down, you’re capacity will go up, you’ll help more people, you’ll have more fun, you’ll be more successful, you’ll make more money.
This is Dr. Noel Lloyd for Five Star Management and I know that helps.