Time Management Tips for Physicians

Time management is crucial for MDs, whose days are filled with scheduled patient visits, administrative tasks, emergency situations, and possibly research and teaching commitments.  Balancing these responsibilities with personal and family life can be challenging, but with the right strategies, it is possible to achieve a fulfilling work-life balance.  Here are some time management tips your colleagues are using:

1. Prioritize tasks using the Eisenhower Matrix

   American President Eisenhower quoted J. Roscoe Miller who said, “The urgent are not important, and the important are never urgent.”.  The terms ‘urgent’ and ‘important’ are sometimes used synonymously but should be considered different.  Urgent tasks are time-sensitive; important tasks are more complex and strategic.  The Eisenhower Matrix is a simple tool that prioritizes jobs based on both:

   1. Urgent and important: handle these immediately (patient emergencies)

   2. Important but not urgent: schedule these tasks (continuing medical education, long-term financial planning)

   3. Urgent but not important: delegate if possible (routine paperwork)

   4. Neither urgent nor important: eliminate these (unnecessary meetings that could have been an email)

      
      

2. Use technology to your advantage

   Leverage tech to streamline your to-do list:

   1. Electronic Medical Records (EMRs): Efficient use of EMRs can save time and documentation.  Make sure to learn how to use templates and shortcuts to reduce typing/dictating.  Experiment with newer AI technology for generating letters.  Your EMR may be able to do automated follow-ups for test results.

   2. Virtual/Telemedicine: Seeing patients via video or phone (especially for routine follow-ups like normal test results) can reduce time spent in-person.

   3. Scheduling software:  Use digital tools to set reminders for better time allocation.

      
      

3. Implement time blocking

   As the name implies, time blocking involves dedicating specific chunks of time to particular tasks.  This method reduces task-switching and can increase overall productivity, especially for those of us who are easily distracted.  Have some buffer times in your schedule to accommodate unexpected emergencies or delays.  For example:

   1. Morning:  Hospital rounds and patient consults in clinic.

   2. Afternoon: Documentation, admin tasks like form filling.

   3. Later afternoon/evening: Professional development and dealing with emails. 

      
      

4. Delegate and collaborate

   Whenever feasible, delegate that which can be delegated:

   1. Clinical tasks: Routine tasks may be able to be done by nurses, technicians, physician assistants, or medical students/learners.  Providing patients with clear written instructions and educational materials can reduce the need for some follow-up. 

   2. Administrative work: Use medical scribes or admin assistants for paperwork, appointment scheduling, and other non-clinical tasks.

   3. Collaboration: Consult with colleagues about patients and second opinions to reduce time spent on challenging cases.

      
      

5. Optimize patient flow

   Getting patients in and out of your office efficiently can improve your day and patient satisfaction.  Try:

   1. Pre-visit planning: Review patient charts ahead of time to streamline consultations.

   2. Standardized procedures: Using standardized approaches backed up by medical literature and clinical experience for common conditions can reduce ‘decision fatigue’.

   3. Efficient use of support staff: Make sure that the allied health care professionals you work with are well-trained to assist with patient intake, documentation, and follow-ups, and understand the need to keeps things moving.

      
      

6. Continuous improvement

   Regularly assess and refine your time management strategies:

   1. Review weekly: At the end of the week, look at what worked and what didn’t.  Adjust your schedule and strategies accordingly.

   2. Seek feedback: Get feedback from colleagues and staff on workflow improvements; they may offer insights you haven’t thought of to save time and improve patient care.

Effective time management is an ongoing process that requires a proactive approach.  By prioritizing tasks, leveraging technology, time blocking, delegating, and optimizing patient flow, physicians can manage their time more effectively, leading to better patient care and personal well-being.

Author: Dr. Krishna Sharma, Director of Physician Engagement, Specialty Medical Partners

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