Time Management for the Hearing Healthcare Practice

You’ve got a lot to juggle in operating your practice. While you want to spend more time with patients, there are other administrative tasks that need to be done, including appointment scheduling, billing, and recording and processing patient information.

Make your practice more efficient and productive with better time management. These best practices will help you get started. 

Methods for effective time management

There are various practices and programs you can implement in your practice that will help you and your staff save time.

Smart scheduling

Your front office staff likely spends much of their day scheduling and rescheduling appointments, as well as contacting patients to remind them of upcoming appointments. Smart scheduling is a methodical approach for scheduling appointments and breaks that maximize providers’ use of time. There are various ways to incorporate smart scheduling into your operations, including:

  • Schedule certain types of appointments – clean and checks, fittings, and hearing aid consultations – in specific time slots.
  • Block out an appropriate amount of time for different types of appointments, rather than the same amount of time for every patient.
  • Block out similar types of appointments back-to-back.
  • Reserve time in your week for new patients so they don’t have to wait several weeks to get an appointment.
  • Stagger lunches and breaks so there is an opportunity for patients to be seen at any time of the day.
  • Have a wait list so if there are last minute changes or cancellations, you can easily fill that time slot.

Once you incorporate some of these practices, evaluate over time to pinpoint any trends and make adjustments as necessary.  

Streamline new patient processes

When welcoming a new patient to your practice, create a pleasant and efficient patient experience by sending them the necessary forms to complete in advance of their appointment. You can deliver the forms via email or send printed copies in the mail if time allows. Additionally, collect as much information about the patient (insurance, relevant medical history) when scheduling their appointment so providers and staff are prepared and can save time asking these questions during the exam and consultation. 

Batch processing

Batch processing is a method for grouping and completing like tasks – paying bills, sending emails, making phone calls, etc. – at the same time. For instance, rather than checking and responding to emails throughout the day, it’s more efficient to block out two or three times a day to read and send emails. Likewise, you can set aside a couple of hours to pay all invoices at once instead of paying each one as they arrive. Batch processing increases overall productivity and minimizes disruptions throughout the day.    

Delegate tasks

Running a practice takes a village; it’s not fair to yourself – or your patients – to take on everything yourself. Lean on your employees to share responsibilities, like keeping the office clean, organizing patient information, and handling billing work. Make a checklist of daily, weekly, and monthly tasks for all practice staff to perform to keep everyone on task and help the practice run smoothly and profitably. Delegating helps balance workloads so providers can see more patients in a given day, week, and month. 

Optimize time between appointments

Finally, consider how you can make best use of the time you have between patient appointments. Following every patient’s exam and/or fitting, equipment must be cleaned and sanitized. Bring only the essential equipment into consultation and exam rooms for easier, faster cleaning. Have multiple sets of the same equipment prepared in advance for each day’s appointment, and clean each set based on the schedule for the day. As a result, patients will spend less time in the waiting room and more time receiving the care they need.  

Put the patient experience first

Your practice thrives on the level of care you provide. Applying these time management actions will help you find the right balance between your day-to-day business operations and serving patients. More efficient processes mean more satisfied patients and employees, and ultimately a more lucrative practice.

team working together

Elite Hearing Network helps our members with small business management strategies that drive patient acquisition, satisfaction, and retention. Contact us today to learn more.

Contact us

Elite Hearing Network Blog

Discover the latest in hearing health care.
Explore more

Get in touch

Become a member

Ready to become a member of Elite Hearing Network?

Contact us

Looking for more information?