Streamlined Clinic Reception Operations: A Practitioner's Guide [PPP #108]

In this episode of the Profitable Practice Podcast, I share how I streamlined our clinic reception operations to the point that there is a seamless transition between myself and my admin staff. I share our 4 essential front desk processes and my leadership approach that keeps things on track as efficiently as possible.

 

A streamlined clinic reception operations experience eliminates headaches, mistakes, and wasted time for you, your staff, and your patients. 

In discussing all the ways you can step out of your comfort zone and grow your practice last month, a student brought to my attention that they didn't feel they had the "bandwidth" to take on anything new. During our free 30 min strategy call, she confided she spends 12+ hours per day working in her practice and it's burning her out. The first thing we discovered was her front desk processes were taking up waaaay too much of her time. So, I shared with her my streamlined clinic reception operations processes and then we brainstormed is how we could make it work for her clinic. This would allow her to find some time (and life-balance). Together we took a good look at her reception/admin operations and hashed out a plan of action. 

My 4 Key Communications Processes and Leadership Style For A Streamlined Clinic Reception Desk

Imagine having a front desk that can transition seamlessly back and forth between you, your practitioners, your administrative assistant, and/or your receptionist on a moment's notice. This has been such a game-changer for my practice because emergencies happen and everyone needs the odd day off and a vacation. You have to be able to manage your front desk, but you don't have to be the one behind the counter all the time either. When a patient is standing in front of you needing something, it will feel so great when you can just pass it to your admin assistant and know that he/she will be completely taken care of.

The 4 processes I discuss here are easy to implement, no matter whether you are an associate or a clinic owner. Heads up - I also share a bonus processes that will make things run even smoother once you have the first 4 in place! Tune in to learn how to streamline your clinic reception operations today.

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In this episode:

• [2:15] Why you must hire a receptionist before you are "ready".
• [6:18] The first 3 months with your new receptionist.
• [ 8:17-12:40] My top 3 administrative processes that make reception operations run seamlessly.
• [12:40 – 15:37] The leadership approach that makes this work.
• [15:38 – 20:20] Bonus Process #1: The best way to handle problems, suggestions and ideas.
• [20:20 – 22:02] Bonus Process #2: How to eliminate communication breakdown when patients are checking out.

After you’ve listened to the episode, I want to hear from you!

Is your front desk a pain in your neck? Which process will you implement today? Or... maybe you've created a different system that you love? Either way, we'd love to read what you have to say on this topic.

The best part of this podcasting thing is getting to discuss the topics with YOU after the show. When I learn something new, I love scrolling and reading all the ideas and questions people share. You never know when a comment you leave online will be the thing that helps another along. So, please leave a comment below and let us know you're here!

And, of course, thank you so much for listening in to the Profitable Practice Podcast this week. Your commitment to learning and improving your business savvy matters – not just to your bottom line, but to the patients who are just around the corner, waiting for you to show up for them. Make sure they can book in easily!

 

P.S. This episode is a result of a conversation I had in one of my free 30 min practice strategy sessions. If it has inspired you, imagine what we could do together in a session just for you! Let me help you MAXIMize your practice: Sign up here.

  Episode Resources:

• Stepping Out Of Your Comfort Zone Series:
  • My eye-opening experience of what it actually means to be outside of your comfort zone - Episode 104
  • 3 Questions to ask yourself to KNOW if you are stepping outside your comfort zone - Episode 105
  • 3 Sales Killing Launch Mistakes I Made with My Last Launch - Episode 106

  • 4 Good Business Reasons To Stay In Your Comfort Zone + Win $100 & Be Featured On The Profitable Practice Podcast - Episode 107

• Book Your Practice Strategy Call Here!

 

  Ready to get your WHOLE CLINIC humming along on a solid foundation?

The MAXIMize Your Clinic online course will guide you through every step of the way and help you get your wellness practice running profitably. I’ll show you how to take the right steps to take in the right order. You can have your systems, processes, programs and launches all created and implemented in as little as 3-months!

CLICK HERE TO LEARN MORE