Empower Your Practice

Journal for Practice Managers

5+ Tips for Patient Flow Management [to Improve Your Practice]

Medesk
March 7, 2022

patient flow management

As a healthcare provider, you want your patients to be taken care of and feel satisfied from the moment they enter your clinic till the moment they leave.

This is exactly why efficient patient flow is essential in excellent patient care delivery. The opposite can lead to higher costs, decreased quality of services, and poor patient experience.

However, ensuring smooth patient flow means providing consistent and effective service to all patients through all stages of care - and that’s certainly easier said than done.

As such, healthcare providers should make the most out of every method that can help improve the efficiency and speed of care delivery.

And patient flow management is definitely one of them.

This is why we’ve compiled a list of some of the best tips for effective patient flow management.

Read on to learn:

  • What is Patient Flow and Patient Flow Management?
  • Patient Flow Management Challenges
  • 6+ Tips for Effective Patient Flow Management
  • 5+ Essential Patient Flow Management Software Features

And much more!

What is Patient Flow and Patient Flow Management?

Patient flow refers to a healthcare provider’s ability to serve patients promptly and efficiently as they progress through all stages of care.

In turn, patient flow management aims to keep patient overcrowding to the minimum and ensure efficient and sustainable care at all times through careful planning and the use of advanced technologies such as Electronic Health Records (EHR) and Patient Management Software (PMS).

Patient Flow Management Challenges

Poorly managed patient flow can cause serious issues for any healthcare clinic, including overcrowding, inefficient patient care, a stressed staff, damaged reputation, and more.

This is why it is critical for any hospital or healthcare clinic to be aware of the two main challenges of patient flow management in order to overcome them:

#1. Lack of communication

Patient flow management is impossible without effective communication between and among healthcare workers and patients.

All medical team members and staff must communicate effectively with each other to ensure a seamless flow of patients. Good communication ensures that downstream departments are always ready to receive patients from upstream departments and that everyone is ready to provide the best possible care for each patient.

Thankfully, there are various tools out there designed to help you exchange information as quickly and efficiently as possible. One example is telemedicine in healthcare, which allows you to schedule, edit and share appointments with other relevant staff members with a single click.

What’s more, patients can easily book consultations and meet their healthcare practitioners online, which significantly eases patient flow management.

#2. Poor patient engagement

Poor patient engagement with your clinic most probably means that there is something to improve in your healthcare practice’s internal management process or service delivery.

For example, it could mean you should take more advantage of in-depth analytics that track your clinic’s performance and show statistics for various metrics, both of which can help you better understand why you’re experiencing low patient engagement and, in turn, problematic patient flow management.

Additionally, to improve patient engagement, you should try and figure out answers to the following questions:

  • Which clinicians are most popular with your patients?
  • What times are the busiest during the day?
  • Why do cancellations and no-shows happen?

By doing so, you can tackle some common patient flow management issues, boost your practice’s day-to-day operations, and ensure a satisfying healthcare experience.

5+ Tips for Effective Patient Flow Management

Here are some of the best tips we’ve compiled to help you deliver the patient flow experience your patients deserve and overcome challenges along the way:

#1. Build a "Fast-Track" System for Emergencies

Sometimes, patients with non-urgent needs will be admitted to the emergency room and disturb effective patient flow by “stealing” time that doctors could be spending caring for emergency cases.

To avoid this, you can establish a fast-track system. Fast-track systems are built to effectively handle patients with non-urgent needs admitted to Emergency Departments.

For starters, establishing a "fast-track" navigation system for patients who need non-urgent care helps reduce long waiting times and improve patient flow across the emergency department, allowing such patients to receive care more quickly.

For example, if you implement an effective fast-track system, a doctor may treat one patient with minor urgent needs while awaiting the test results of another patient in for emergency care.

Fast-track systems can also benefit patients with chronic conditions, such as those suffering from chronic chest pain or asthma. In the case of a patient with an asthma attack, for example, a nurse could administer them a cure while doctors deal with more urgent cases.

Thus, implementing a fast-track system in the emergency department can reduce the amount of time a patient spends there while simultaneously increasing patient satisfaction.

#2. Form a Patient Flow Team

Numerous research studies have demonstrated the significance of forming interdisciplinary teams to ensure quality improvements for efficient patient flow management.

Your patient flow team will contribute a variety of viewpoints and hands-on experience, discuss the underlying causes of patient flow issues specifically for your healthcare practice, and propose potential solutions.

Identifying the correct people to implement patient flow improvement strategies will be critical to forming a successful patient flow team. Once formed, the team should meet regularly to ensure that patient flow is as seamless as possible.

Members of the team can start off their work by answering questions such as:

  • Is there anything wrong with the existing patient flow process?
  • Are all of the steps in the current flow necessary?
  • Can some of the patient flow management steps be accomplished at the same time?
  • Is there a better way of organizing the steps?
  • Is it possible for someone with less expertise to achieve a specific step?
  • What technology can be used to make the process simpler?

#3. Synchronize Work Among Service Stages

Ineffective synchronization of multiple stages of care can lead to poor patient flow management and poor overall patient care.

For example, miscommunication among health departments within a practice can lead to extended waiting periods. In turn, this can cause patient dissatisfaction and decreased patient care quality.

As such, you'll want to create a management system that ensures departments are effectively communicating with each other and that all testing, treatments, and discharge procedures, as well as scheduling, are coordinated to meet patients’ needs.

Efficient healthcare process synchronization can help doctors and administrative personnel appropriately clock their time, administer drugs methodically and consistently, and provide exact timestamps for insurance companies to assure accurate reimbursements, to mention a few.

#4. Use the Triage Method

The team triage method involves assessing a patient’s level of medical urgency by a care team. This flow technique can reduce the time it takes to care for patients as well as make the most efficient use of doctors' time and expertise.

Healthcare providers should practice the triage method to better decide which case they should prioritize, how to distribute resources, and how to allocate doctors' time. In emergency situations, they should be able to do so in a matter of minutes.

The results speak for themselves.

According to the Emergency Medicine Journal's study, one clinic significantly improved its emergency department efficiency using the triage method. The outcomes included considerably shorter waiting times for patients, better allocation of hospital resources, and increased patient satisfaction.

On the contrary, poor management and disregard for the team triage strategy can lead to extended waiting times, patient dissatisfaction, and a damaged clinic reputation.

#5. Train Employees

To ensure effective patient flow management, it is also critical to train your staff regularly in the many aspects of providing excellent healthcare.

Time management is one example of a skill that both doctors and medical staff need to ensure successful patient flow. This includes structuring daily work efficiently and being aware of the best tools and strategies available to help with patient flow management.

As such, one way to train employees is by investing in high-quality specialist education. Alternatively, if your healthcare practice is using an an EHR software, you can take advantage of EHR benefits such as weekly staff training and masterclasses on making the most out of patient management tools.

#6. Embrace Practice Management Software

Constant monitoring and advanced data-driven analysis can significantly improve patient flow management. However, gathering and analyzing data is certainly not an easy task.

To do this, you can implement practice management software to optimize patient flow management by taking advantage of various tools, useful analytics, and KPIs.

For example, PMS offers patient flow tools such as telemedicine to automate procedures (e.g. consultations, prescriptions, etc.) and collect hard data for analysis. Patients who do not require a physical appointment can be provided care through videoconferencing, freeing up appointment times for those who require physical expertise.

Similarly, PMS provides advanced healthcare KPIs to assess your practice's performance and demonstrate how effectively you meet specific goals, such as reducing patient wait duration or the emergency room waiting time.

Furthermore, they can assist you in determining which areas of your practice require improvement, allowing you to make smarter decisions to ensure your practice's patient flow management is at its peak!

5 Essential Patient Flow Management Software Features

A patient flow management software should facilitate the smooth flow of patients across all departments, starting from reception through discharge.

Here are some essential features to look for in a patient flow management software that can help with effective patient flow management:

  • Enhanced billing and invoicing: A smooth payment and invoicing process is essential for ensuring an effective patient flow. With modern software, you can track and control all billing operations through a single monitoring system. By using an automated invoice process and digital tracking of payments, your patients can have a faster billing experience and not waste time at your reception area.
  • Efficient scheduling: Modern patient flow management software handles scheduling to ensure that all appointments are met, all no-shows are accounted for, and patients receive regular reminders.
  • Analytics and reporting: The more data you have at your disposal, the better business decisions you'll make to improve patient flow management in your healthcare practice. Patient flow management software makes it simple to generate the reports and statistics you need with the use of advanced analytics modes.
  • Telemedicine software: Using telemedicine software, doctors can easily connect and communicate with patients via video conferencing and other interactive features integrated into a single platform.
  • Data security: Data security should be a number one priority for any healthcare clinic, therefore it is essential to implement software with secure and encrypted data protection solutions and advanced backup options.

Conclusion

And that’s a wrap!

By now, you have all the necessary tips for effective patient flow management and smooth patient flow.

Before you go, though, let’s do a recap of what we covered here:

  • A robust patient flow management system should accommodate patients through all stages of care and is a significant pillar of an effective healthcare process.
  • The main challenges of patient flow management include lack of communication and poor patient engagement.
  • Some of the best strategies for enhanced patient flow include forming a strong patient flow team, building a “fast track” system for emergencies, using the triage method to allocate resources, and constantly training employees, among others.
  • Healthcare clinics should leverage the power of technology and implement top-notch practice management software to improve patient flow and ensure high-quality care.
Follow us