What if you could turn just a few minutes of downtime into an opportunity to boost productivity and power up your health practice?
Even if you don’t have much time to spare, you can still make progress– because each task in this article can be done in about 10 minutes or less.
So, let’s dive into the quick to-do’s that’ll make a big difference in your practice. We’ve split them into four main themes: admin, team-building, marketing and security.
1. Administrative
Administrative tasks can pile up when left unchecked. Deal with admin duties in small, consistent chunks to lighten this load.
Task #1: Fill Schedule Gaps With People on Your Waitlist
Are there cancellations or other openings on your schedule? Reach out to waitlisted clients (and use practice management software to make it even quicker).
It’s a win-win scenario for your and your new clients, as they get an earlier appointment and your practice stays bustling.
Task #2: Follow Up With People Who’ve Missed Appointments
A quick call or message to clients who’ve missed appointments can help you retain business and, if framed well, can showcase your practice’s efficiency.
Task #3: Run Inactive Clients Report
As a busy health professional, good practice management software will keep you ahead of the game.
Use your software solution to quickly generate a report on inactive clients to understand trends in your business.
This can serve as a precursor to creating strategies for re-engagement; those clients might be waiting for a nudge to return!
Task #4: Check Email and Voicemail
Take a few minutes to check your email and voicemail, ensuring no query or concern is overlooked.
Task #5: Send SMS or Email Follow-Ups for Outstanding Invoices
A gentle reminder via SMS message or email can expedite payments and maintain a steady cash flow for your practice.
The right invoicing system should make this a quick and painless task.
Task #6: Review Your No-Show Policy
Review your current no-show policy carefully, and assess if it needs an update.
Ensure that your policies are clear so clients don’t receive an unexpected bill.
Task #7: Print Out Customer Service Tips
Keep yourself and your staff motivated and informed by printing out and displaying handy customer service tips as reminders of professional client management strategies.
Task #8: Review Appointment Reminder Messages
A professional and timely appointment reminder can enhance your practice’s image and reduce no-shows. Have you checked yours recently? They may be due for an update.
Task # 9 Call a Supplier and Try to Negotiate a Better Price
Client retention is as important to your suppliers as it is to you.
A quick call to your suppliers to negotiate better prices or terms could boost your budget.
Task #10: Update Email Signatures
Do your team’s email signatures accurately list relevant contact details, certifications, and titles? Are they visually appealing? Do they display on every email?
Check your email signatures to ensure they’re current and professional, reflecting any new credentials, contact information or necessary links.
Task #11: Scan Some Paper Files
Go digital to declutter your space and streamline record-keeping to make your practice more efficient.
Task #12: Clean Your Desk
A tidy desk can do wonders for your focus and productivity!
It does more than that, though – it gives a good impression to anyone who sees it. As a client-facing professional, the perception your workspace creates is powerful.
Task #13: Book Out Your Next Holidays
This is a proactive approach to self-care.
Add breaks to your calendar in advance, and start working on your plans for those breaks.
Task #14: Read Current Industry News, or Visit an Industry-Related Social Media Group
Stay updated with the latest healthcare industry trends and insights by taking 10 minutes to browse a relevant news site or social media group.
The discussions in industry-specific social media groups often highlight important conversations that are taking place in your field.
Task #15: Review and Update Practice Contacts in Your Practice Operations Manual
Ensure that important contacts are always at your fingertips by keeping your practice operations manual current.
Task #16: Review Your Subscriptions
Check and evaluate any subscriptions you’re paying for – are you using all of them?
Cancel the ones that are no longer serving a purpose.
Task #17: Review & Possibly Change the Music in Your Practice
Switch up the background music in your practice to keep the environment fresh and welcoming for your clients (your admin team will thank you as well!).
Task # 18: Walk Around Your Practice With Fresh Eyes and Consider What Could Be Improved
Take a walk through your practice and try to view it through the eyes of a new client.
Critically assess its aesthetics; sometimes, a fresh coat of paint or updated signage is needed to uplift the space.
Task #19: Check the Parking Lot or Entrance Where Clients Arrive
The entrance to your practice and parking area form clients’ first impressions of your practice.
Ensure they’re clean, tidy, and inviting.
2. Team
Small gestures can build the cohesiveness and morale of your team, and many only take a few moments.
Task #20: Connect or Check In With Your Team
Take a moment to check in with your colleagues and see how they’re doing. A simple “How are you today?” can go a long way in fostering a supportive work environment.
Task #21: Treat Your Team
Who doesn’t love surprises? Brighten up your health practice by treating everyone to something special, like fresh flowers or a round of coffee.
These small acts can instantly boost morale and create a welcoming atmosphere for clients and staff.
Task #22: Start Planning a Team Event by Picking a Date
A cohesive team identity is essential for a thriving health practice.
Take the initiative and start planning a fun event for your team. Choose a date that works for everyone and brainstorm some exciting ideas.
Task #23: Email Your Team and Ask If They’re Happy With the Current Rostering/Schedule
Effective scheduling is key to a well-functioning health practice.
Consider emailing your team and asking for feedback on the current rostering and scheduling. If anyone has preferences or would like to request changes, accommodating them within reason can ensure a smoother workflow and a happier, more balanced team.
Task #24: Schedule Annual Reviews
Keep your health practice thriving by providing regular feedback and support to your team members.
Take a few minutes to schedule annual reviews to discuss individual performance, achievements, and goals for growth and development.
Task #25: Review Practitioner Performance
Use KPIs to track practitioner performance.
You can build an accurate picture of your team’s performance by tracking metrics like revenue, practitioner utilisation, appointments booked, no-shows, cancellations, new clients and more.
Task #26: Order Something That Smells Nice for the Office
A pleasant scent can help create a soothing and inviting atmosphere in your health practice. It can make the practice more attractive and calming for clients, and more pleasant for your staff.
Scented candles, essential oils, or air fresheners can uplift moods and elevate ambience.
3. Marketing
Monitor and maintain your marketing efforts with the help of the right software, so staying up-to-date only takes a few minutes…
Task #27: Send Your Top 3 Referrers a Thank You
Take a moment to look up your top three referrers from the previous month and send them a heartfelt thank you message.
To save time, start with a template that expresses your gratitude and adjust it to add a personal touch. This is a good way to keep professional alliances strong and nurture referral relationships.
Task #28: Draft a Letter to Previous Referrers Who’ve Not Referred Clients to You for a While
Draft a letter to referrers you haven’t heard from in a while. To save time, use a template as a starting point.
Express your appreciation for their past referrals and let them know you’re available to support their clients whenever needed.
Task #29: Check Your Practice’s Social Media Accounts for Messages
Social media is a powerful tool for engaging with potential clients and the community.
Take a few minutes to check your practice’s social media accounts for any messages or comments.
Respond promptly to questions, concerns, or compliments to show your commitment to excellent customer service.
Task #30: Make an Update to a Page on Your Website
Your practice’s website needs to be up to date to provide accurate information to current and prospective clients.
Take a moment to review important details on your website, such as business hours, pricing and team member bios.
Make any necessary updates or delegate amendments to a staff member or service provider.
Task #31: Call a Client and Ask for Feedback
Client feedback is a valuable source of insight for improving your health practice.
Take the initiative to call a client and kindly request their feedback (as appropriate for your practice). Ask about their experience, what they appreciated, and if there are any areas where you can improve your offering.
Task #32: Run a Marketing Report
Analysis is the key to a successful marketing approach, so run a marketing report regularly to evaluate the performance of your marketing efforts.
4. Security
In the healthcare industry, confidence in your security protocols – both physical and digital – is imperative.
Here are some quick ways to improve security measures in your practice.
Task #33: Make Sure Browsers and Hardware Have the Latest Updates
Ensure that your browsers and hardware are up to date. This includes a check that the latest software updates are installed on all your practice’s devices.
These updates often include important security patches and performance enhancements that can safeguard your systems and provide a smooth user experience.
Task #34: Test Your Alarm System
Test your alarm system to ensure it’s functioning properly. Activate the alarm and verify that all sensors, cameras and other security devices work as intended. This simple yet essential task helps ensure the safety and well-being of your staff, clients and assets.
Task # 35: Review Everyone’s Security Permissions in Your Practice Management System
Take a moment to review and update security permissions in your practice management system.
Check that each team member has appropriate access levels and privileges based on their role and responsibilities. By regularly monitoring and adjusting security permissions, you can maintain the privacy and confidentiality of client records.
Task #36: Send a Phishing Test to Your Team
Cybersecurity threats are ever-present, and educating your team on avoiding phishing attempts is crucial.
Conduct a phishing test by sending a simulated phishing email to your team members. These tests help raise awareness about potential email scams and teach employees how to identify and handle suspicious messages.
Task #37: Set a Screensaver With Password Protection
Set up and enable a screensaver with password protection for all devices in your health practice.
This simple step adds an extra layer of security and helps prevent unapproved access to client records or other confidential data.
Whether it’s handling administrative tasks, nurturing your team, boosting your marketing efforts or enhancing security measures, you can spend small yet significant timeslots in your day building a thriving practice.
Using practice management software like Power Diary can streamline these processes even further by providing communication tools, clinical note templates, reports and access-controlled systems.
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