Optimizing your dermatology office: Small changes with a big impact
Answers in Practice
By Faiza Wasif, MPH, Associate Director, Practice Management, October 1, 2021
Each month DermWorld tackles issues “in practice” for dermatologists. This month Faiza Wasif, MPH, the associate director of the Academy’s practice management department, discusses office optimization.
There is a lot that goes into running a successful dermatology practice. It is not enough to provide sound clinical care alone, although that is key. Patients pay attention to every detail starting with your practice’s online presence, to how long they had to wait, and even the way your practice is designed. Additionally, there are shifting patient demographics, emerging practice models, and changing workforce dynamics that drive the need for routine re-evaluation of what is working and what is not. Last, but certainly not least, due to the COVID-19 pandemic, there is an added urgency to consider designs and strategies that maximize safety and minimize risks without disruptions to day-to-day operations.
So, what does a successful dermatology office look like? A high-performing practice is one that is efficient, safe, and flexible; therefore, it increases productivity, reduces waste, boosts staff morale, and prioritizes patient wellbeing and satisfaction. That may sound easier said than done, but in actuality there are many opportunities to make smart, economical, and patient-centered choices that can optimize a practice without undertaking a massive overhaul.
The AADA Practice Management Center has a new Office Optimization section of its website under “managing your practice” dedicated to finding such opportunities.
Start by taking a quick, 10-question assessment on how efficient your practice is to determine where you may be missing opportunities for optimization. At the end of this quiz, you will be directed to specific resources that can help identify and address opportunities for optimization.
Once you have done that, with a patient-centered and efficiency-driven mindset, consider each of the spaces of your practice and the interactions, activities, and decisions that take place there. At a minimum, reflect on the following key areas:
Waiting room
Front office
Nurse station
Exam room
Private/physician office
Break room
Then, in each of those rooms think specifically about:
Design
Efficient designs employ techniques that optimize the use of materials, furnishings, and layout to provide maximum capacity and function at minimum cost. Visit Office Optimization for images of optimal design.
Function
Creating functional spaces means determining the purpose of the space, considering the types of tasks and people that will use the space, and identifying if a space can be multi-functional to maximize its overall use.
Traffic flow
Think about how people will enter, use, and exit the space. Keep direct paths to commonly used zones and ensure there is enough space to maneuver around furniture.
Safety
Especially important during the pandemic, make safety a top priority in each room including minimizing close interactions, setting up barriers where needed, and using materials that can be quickly and easily disinfected.
Privacy
While there are not any HIPAA-compliant structural requirements, there are several design features that can be integrated in your layout to make privacy effortless including soundproofing, keeping workstations away from high-traffic areas, safeguarding computers, and utilizing secure storage.
Workflows
Having documented, consistent daily operations will not only reduce the likelihood of errors, but will also decrease the likelihood of duplication of efforts, waste or misuse of resources, administrative burdens, and staff or physician burnout.
Technology
As the patient population changes with a shift to younger patients, you need to constantly adapt your technology to maximize efficiency. Millennials prefer making appointments online, receiving text updates for waiting times, and filling paperwork out electronically. Adapt your practice to fit these efficiencies.
The above is not an exhaustive list of considerations, but by contemplating at least these broad components of efficiency and having a solution-oriented mindset, you can construct or reform a dermatology office to optimize daily functions and improve patient satisfaction. Learn more about how to optimize each space in your practice including some exclusive bonus tips.
Additional DermWorld Resources
The American Academy of Dermatology is a non-profit professional organization and does not endorse companies or products. Advertising helps support our mission.
Opportunities
