The Practicon Viewpoint by Ann Page Griffin

INCREASE PROFIT THROUGH WASTE PREVENTION

INVOLVE YOUR TEAM IN THIS ECOLOGICALLY SOUND EFFORT

A long-term client recently told me of an effort in his practice that was suggested, organized, managed, and fully supported by his team, with every one of them involved in the project. The team authored a list of ways to save time, motion, and money. The project also emphasized staff commitment to the health and success of the practice.

While some of their ideas are basic, simple reminders made with cost savings as the primary goal, others involve materials and medicaments, while still others address time, motion, and efficiency (which are, after all, money). Some aim to reduce waste in the delivery of care. Others address savings in business procedures and processes.

I'm grateful for the doctor's permission to share their list:

• Turn off the lights in every empty room.
• Fix plumbing leaks so that water is not wasted.
• Restock each unit at the end of the day to assure efficiency starting with the very first patient on the following day.
• Keep a "shopping list" posted in a central location with supplies that need to be ordered. Orders should be managed by a single team member, on a certain day each month, to avoid duplication and obtain the best deal available.
• Do things right the first time:
• Avoid retaking X-rays. Even digital retakes waste time.
• Mix material and take impressions carefully so that repeats are not necessary.
• Prepare trays correctly, using only the necessary instruments, supplies, and medicaments. If standard trays are prepared, place items not needed for that particular patient aside, out of the field of treatment, to avoid contamination and the need for resterilization.
• Do not open sterilized, bagged instruments until called for.
• Be sure all lab work to be delivered to patients that day are in office and ready to go.
• Avoid duplication of tasks, paperwork, data entry, chart notes, supply ordering, etc.
• Use all supplies sparingly. This goes for all supplies, materials and medicaments, even floss. Use only the amount needed in every case.
• Obtain complete information when a patient calls to schedule an appointment. Use a standardized Patient Visit Slip as a checklist to be sure all necessary information is obtained. If the patient must speak to another team member, this slip can be passed on quickly so the patient does not have to repeat information, which wastes time.
• Have necessary patient paperwork ready to complete on a clipboard. Proper forms can then be handed to a patient upon arrival, with no paper shuffling while the patient waits.
• If anyone sees trash inside or outside the office, pick it up and throw it away. If anyone sees smudges on walls, lights, chairs or other equipment, clean them. If an operatory, hallway, or business desk area are cluttered, help clear it. "That's not my job" is not a phrase ever used in our office.

Consider this list a starting point. Customize and add to it as appropriate for your practice. Ask your team members to make notes for a week, then compile, consolidate and prioritize these individual lists with the goal of preventing waste and improving efficiency throughout the practice.
You might consider categorizing ideas by practice area. For example:

• Physical facility
• Personnel
• Business desk
• Patient communications
• Clinic and lab
• Patient care delivery
• Supplies and stocking
• Marketing: in-office, online, community-wide

Review the list after one month to measure savings and to evaluate any changes that might need to be made. Congratulate the team with lunch outing, a family picnic, a bonus, or some moderate amount of time off with pay. Add new ideas to the list as they surface, and enjoy both the sense of pride engendered in your team and the increased profit for your practice.

Be sure to check out our Free Resources for Your Practice for additional insights, information, and practice management tips.