Efficient management of any type of business requires a good system at the front office, and healthcare facilities are no different. Keeping track of who is coming in, who is going out, and when it all happens is essential to patient safety and security. Here are five ways you can make your front office more efficient.
Improved Screening Process
Procedures for getting people into a medical office changed dramatically with COVID-19. Screening temperatures became a critical step in checking patients in, and the time needed for a good reading slowed the process significantly. A better way to reduce exposure while also getting accurate readings is to use a temperature scanning kiosk for quick, efficient readings.
Use Digital Tools
Technology can save us many steps that were once manually entered into a computer or even written by hand. With digital sign-in tablets, barcode readers for inpatient bracelets, and other technologies, the movement of people into your office is more accurate and includes instant assimilation of data.
Implement Instant Messaging
Much of the time spent by front office staff involves going elsewhere in the building to get information from someone. At the least, it requires intercom contact. Installing an instant messaging tool like Microsoft Teams bypasses a lot of foot traffic and notepad consumption while still accurately saving messages.
Duplicate the Essentials
Some office managers feel that the only criterion for calculating the need for something is its usage. That is, if you’re only shredding a couple of pages per hour, you only need one shredder. For efficiency’s sake, though, it may be beneficial to add a slightly underutilized machine just to cut out unnecessary travel for front office personnel who must go elsewhere in the building to use the “central” unit. Add secondary items like a smaller printer, an extra shredder, or other vital items to keep personnel near the front desk.
Review Access Systems
Another area where workers waste a lot of time is in getting access to secure areas. Safes, file cabinets, and locked rooms require trips to the key cabinet or a jingling mess for workers to carry their own keys. See where you might be able to convert to digital access to cut back on the time wasted in getting or carrying keys.
Perhaps the best tip for improving efficiency is to be alert at all times for opportunities to improve processes. What worked two years ago may be slow and wasteful today. Look around (and listen to workers) for the things that are slowing your front office, then identify ways to correct them.
