4 Moves to Slash Admin Time

#1: Build Your Playbook

Create a practice operations manual– the foundation for your procedures and policies.

Be sure to include:

•         Batch Tasks: Designate specific days for routine tasks.
•         Personal Appointments and Time Blocking: Block time in your calendar for client appointments and administrative duties.
•         Simplified Systems and Schedules: Use schedules for recurring tasks like clinic cleaning or maintenance checks.
•         Supplier Lists: Keep a curated supplier list with contact information and ordering specifics.
•         Prioritize Essential Service Payments: Quick payment can build good relationships.
•         Communication Policies: Set clear expectations for availability. Include working hours and how to book appointments or reach you in urgent situations.
•         Financial Policies and Tools: Establish firm policies around fees and payments.
•         Appointment Scheduling: Include time for administrative tasks between sessions.

#2: Leverage Other Professionals

Delegate to streamline operations and boost profit margins.

Free up time by:

•         Outsourcing Non-Core Duties: Tasks like bookkeeping, accounting, and cleaning are essential but can distract from client care.
•         Setting Correct Permissions for Admin Staff: Empower administrative staff with the right permissions to handle tasks.
•         Automating Routine Supply Orders: Put routine tasks on autopilot.
•         Creating an Aspirational Practice Model: Model your systems and behaviors to align with your vision.
•         Valuing Your Time & Delegating: Think of your charge per hour as a baseline for deciding whether a task is worth your personal attention.
•         Considering Opportunity Cost: Focusing on activities that offer the greatest return in terms of client outcomes and practice growth.
•         Creating a Culture of Continuous Improvement: Take note of recurring issues and develop systems to prevent oversights.
•         Establishing Processes and Standards: Set clear processes and standards for tasks.

#3: Automate

Automate essential operations:

•         Enable Online Booking: Implement online booking to remove yourself from the scheduling equation.
•         Automate Client Intake: Send forms automatically when clients book online.
•         Appointment Reminders: Automate email and SMS appointment reminders.
•         Financial Transactions: Streamline billing processes by automating invoicing and post-appointment recall messages.
•         Track Sessions: Use tools like session packs to manage multiple sessions.

#4: Once-ify

Do tasks once to reduce repetition or complete them more quickly next time:

•         Notes: Implement templates for clinical notes
•         Letters: Use templates for common letters and communications

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