Medical Practice Manager Workflow Map

In this article, we’ve created a starter Medical Practice Manager Workflow Map that you can use to start planning out your product/service delivery and we’ve outlined a few examples of experiments that you can run in your Medical Practice Manager role.

Ready to get started? Download the Workflow Map template or get in touch to discuss how a workflow coach could help you fast-track your business improvement.

Systems & Processes for Medical Practice Manager

The path towards better systems and processes in your Medical Practice Manager role starts with mapping out your most important business processes. Being able to see your business processes laid out visually helps you to collaborate with your team on how to improve and grow. By repeating this collaboration process, you’ll develop a culture of continuous improvement that leads to a growing business and streamlined systems and processes that increase customer & staff experience.

To help you start mapping out your processes, we’ve developed a sample flow for a Medical Practice Manager Workflow Map that you can use with your team to start clarifying your processes and then run Business Experiments so you can build a better business.

Workflow Map For A Medical Practice Manager

1. Patient Registration: The first stage involves the registration process where patients provide their personal information, medical history, and insurance details.

2. Appointment Scheduling: This stage involves coordinating and scheduling appointments for patients based on their availability and the availability of healthcare providers.

3. Patient Check-In: Upon arrival at the medical practice, patients go through the check-in process, which includes verifying their personal information, insurance coverage, and any updates to their medical history.

4. Medical Consultation: This stage involves the actual consultation between the patient and the healthcare provider. The provider assesses the patient’s condition, discusses symptoms, performs necessary examinations, and provides a diagnosis.

5. Treatment Plan: After the consultation, the healthcare provider develops a treatment plan tailored to the patient’s needs. This may include medication, therapy, referrals to specialists, or further diagnostic tests.

6. Medical Procedures: If required, this stage involves performing medical procedures such as surgeries, vaccinations, diagnostic tests, or any other necessary interventions.

7. Follow-up Appointments: Some medical conditions require ongoing monitoring and follow-up appointments. This stage involves scheduling and conducting these appointments to track the patient’s progress and adjust the treatment plan if necessary.

8. Billing and Insurance Claims: After providing the services, the medical practice manager ensures accurate billing and submits insurance claims on behalf of the patient to facilitate reimbursement and payment.

9. Patient Education: Throughout the service/product delivery, patient education plays a crucial role. This stage involves providing patients with information about their condition, treatment options, preventive measures, and lifestyle modifications.

10. Patient Discharge: The final stage involves discharging the patient from the medical practice, providing any necessary post-treatment instructions, scheduling future appointments if needed, and ensuring a smooth transition out of the healthcare facility

Business Growth & Improvement Experiments

1. Name: Implement an Electronic Health Record (EHR) System
Description: Introduce an EHR system to digitize patient records, streamline administrative tasks, and improve communication between healthcare providers. This experiment involves selecting a suitable EHR system, training staff on its usage, and integrating it into the existing workflow.
Expected Outcome: Increased efficiency in managing patient records, reduced paperwork, improved accuracy in documentation, and enhanced collaboration among healthcare professionals.

2. Name: Introduce Telemedicine Services
Description: Explore the feasibility of offering telemedicine services to patients, allowing them to consult with healthcare providers remotely through video calls or online platforms. This experiment involves setting up the necessary infrastructure, training staff on telemedicine protocols, and promoting the service to patients.
Expected Outcome: Expanded access to healthcare services, reduced wait times for appointments, increased patient satisfaction, and potential revenue growth through additional consultations.

3. Name: Implement Patient Feedback Surveys
Description: Develop and implement a system to collect feedback from patients regarding their experience with the medical practice. This experiment involves creating and distributing surveys, analyzing the responses, and identifying areas for improvement based on patient feedback.
Expected Outcome: Improved patient satisfaction, identification of areas for improvement, enhanced patient-provider communication, and increased patient loyalty.

4. Name: Streamline Appointment Scheduling Process
Description: Evaluate the current appointment scheduling process and identify opportunities to streamline it. This experiment may involve implementing an online booking system, optimizing appointment durations, and improving communication with patients regarding appointment reminders and rescheduling options.
Expected Outcome: Reduced wait times for appointments, improved patient experience, increased appointment adherence, and enhanced staff productivity.

5. Name: Develop a Referral Program
Description: Create a referral program to incentivize existing patients to refer new patients to the medical practice. This experiment involves designing a referral program, promoting it to current patients, and tracking the success of referrals.
Expected Outcome: Increased patient acquisition, expanded patient base, improved patient loyalty, and potential revenue growth through new patient referrals.

6. Name: Conduct Staff Training on Customer Service Skills
Description: Organize training sessions for staff members to enhance their customer service skills and improve patient interactions. This experiment may involve hiring external trainers or utilizing internal resources to provide training on effective communication, empathy, and conflict resolution.
Expected Outcome: Improved patient satisfaction, enhanced patient-provider relationships, increased staff morale, and positive word-of-mouth referrals.

7. Name: Implement Performance Metrics and Key Performance Indicators (KPIs)
Description: Establish a system to track and measure key performance metrics and KPIs relevant to the medical practice’s goals and objectives. This experiment involves identifying the appropriate metrics, implementing data collection methods, and regularly analyzing the results to drive performance improvements.
Expected Outcome: Enhanced visibility into the practice’s performance, identification of areas for improvement, informed decision-making, and increased accountability among staff members.

8. Name: Explore Collaborative Partnerships with Other Healthcare Providers
Description: Identify potential collaborative partnerships with other healthcare providers, such as specialists or diagnostic centers, to offer comprehensive care to patients. This experiment involves researching and reaching out to potential partners, negotiating agreements, and establishing protocols for seamless patient referrals.
Expected Outcome: Expanded service offerings, improved patient care coordination, increased patient satisfaction, and potential revenue growth through collaborative referrals

What Next?

The above map and experiments are just a basic outline that you can use to get started on your path towards business improvement. If you’d like custom experiments with the highest ROI, would like to work on multiple workflows in your business (for clients/customers, HR/staff and others) or need someone to help you implement business improvement strategies & software, get in touch to find out whether working with a workflow coach could help fast-track your progress.