Office optimization

Running a busy dermatology practice is hard work, and it requires a lot of thoughtful decision-making. It can be hard to do that with the background noise of phones ringing, colorful nurse call lights going off, and what can seem like constant clinical demands. You need a space where you can get away from all of that, address larger practice matters, deal with confidential issues (professional or personal), or just take a deep breath to re-center. Whatever the need, having a space to yourself is important. Consider the following when designing this space.

Location – Because this space is meant to be a private oasis, find a location within the practice where you will not be easily disturbed. Of course, it is still important to be accessible but try to tuck this away from foot traffic and noise. Having a window looking outside wouldn’t hurt!

Size – This can vary depending on you use this space and what your overall practice square footage allows. Consider how you will use the office (meetings, personal breaks, etc.) and how this impacts your need for space.

Furnishings – Since this area will serve multiple purposes including some that are confidential, consider sound proof walls. You will need a desk with room for a laptop and small printer, a comfortable chair to sit in while taking calls or completing patient documentation, one or two additional chairs to seat staff or guests, a shelf to hold important reference books and materials, a lockable cabinet to hold confidential documents, and a few aesthetically pleasing items of your choice (plants, artwork including professional credentials, family photos, etc.).

In addition to making this space your “get away” to help reduce burnout, there are a number of other ways you can maximize its use.

• Documentation: Use this space to finish up all patient documentation before leaving the office. This way you can reduce or eliminate “pajama time” and keep your evenings free to enjoy your personal life.

  • Read more about how to reduce your burden of clinical documentation by adopting an EHR

• Administrative meetings: It is important to conduct regular meetings with the office manager or other administrative staff to ensure day-to-day operations are running smoothly. This is a great practice to ensure you address any practice, staff, or patient issue early on.

• Interviews: You need a space to conduct confidential interviews when hiring new staff. You and your office manager can use this room to carry those out.

  • Read about hiring high-quality clinical and non-clinical staff

• Confidential meetings: Some meetings must be confidential in any workplace. These include:

  • Staff matters such as resolving workplace conflicts, taking disciplinary action, or reviewing performance evaluations

    • Read about workplace violence

    • Read about best practices for employee termination

    • Read about making your employee reviews more effective

  • Financial meetings to ensure the financial health of the practice

  • Legal discussions

• Vendor meetings: This is where innovation comes in. To be an efficient practice you must keep up with new trends and technologies as well as improved ways of doing old tasks. Use this space to physically or virtually meet with vendors who can educate you about new products. Evaluate the cost-benefit of each and adopt those that make sense for your practice. An easy first step to doing that is by visiting AAD preferred vendors and discounts to learn more about practical, money-saving solutions for your practice.

If you are part of a group or multi-specialty practice you can create a shared space, just for physicians. It may not give you the same level of privacy, but it can still meet the needs of having a separate space where you can consult with each other and address confidential practice, staff, or patient matters.

The key take-away is that you should have a private, multi-purpose space dedicated to personal and professional private needs that can range from easing your mind to enhancing the practice.

Use our online form to contact practice management staff for questions or concerns.