Simple steps can maximize efficient use of office space

Question: My surgery practice is very busy, and I'm feeling that my office space is too crowded to support my practice. However, I like my location and there is no more space available in the building. How can I maximize my office space to make it a more efficient and productive work environment without spending a lot of money?

Answer: The problem you have is one you would like to solve quickly. But doing so without a mind toward the long-term goals of your practice will result in a "Band-Aid" approach that will only put off problems, rather than solve them.

There are a few simple things you can do to solve some of the most immediate problems.

One of the easiest, at least in terms of cost and immediate impact on your practice, is removing clutter. Messy and cluttered counters and shelves not only hinder efficiency, but also might contribute to creating a more stressful environment.

Use of well-placed bins, containers and paper trays in work areas makes it easier for staff and physicians to find what they need, when they need it. Forms and other items that are not used on a regular basis for processing patients through the office should be stored out of the way, and stored in an orderly manner.

You also could repaint the walls with colors that have a more calming effect on patients and staff. Color experts will tell you certain blues are associated with calm, while certain greens are considered to be warm and indicative of good relationships. That doesn't help create space, but it might make the limited room seem a little less constraining. Similar effects could be created with floor coverings.

If it has been a while since you replaced office furniture, you will find today's pieces tend to be sleeker and more ergonomically designed. For example, you might replace desks with counter tops built into the walls, tops that include space for computer keyboard trays.

There are so many technologies available to offices to help streamline operations and take up less space. For example, you could replace your printer, copier and fax machine with one piece of equipment that handles all three tasks.

Scanners are getting smaller and more use-specific. If the front desk only scans insurance cards, use a small card scanner instead of a full-size desktop scanner. Another consideration is the size of the computer monitors. Flat-screen monitors require less space than standard monitors, and the cost for flat screens is going down.

The use of a scanning/document management system can reduce the space associated with storing business and patient records. Instead of maintaining daily paper batches of fee slips, patient information forms, EOBs and checks, these could all be scanned into an electronic folder that resides on the practice's computer server. This would free up space to make better use of storage, or perhaps help provide more space for revenue-generating activities.

These fixes could help, but if you have plans for further growth, or an office that is still jammed, you might consider doing a whole office redesign. The process consists of four main tasks: data collection, analysis, planning and implementation/follow-up. It is important for staff and physicians to be involved in all four phases.

Data collection can be as simple as "walking" through the patient flow process, and observing and documenting the steps and associated paper flow. You can collect data in this way for every other process or function in the office.

Analyzing work flow is a critical part of data collection. Often, an office was originally designed to address a work flow that is different from the one currently being used. This is because needs have changed over time.

The privacy and security concerns of HIPAA and an increased emphasis on improving the billing procedures (to collect co-pays at the time of service, set up financing or payment plans, and other changes) require physicians and staff to use their office space in different ways than before.

While there may be structural barriers to addressing those needs, a thoughtful approach to redesigning work flow may help with making decisions about necessary changes to the office layout.

Once the data have been collected, the next task it to analyze the findings, and determine what changes need to be made and can be made within your budgetary constraints.

Once you make that determination, then you start planning out the specific changes that are needed. Do you need to redesign the front desk area? Knock down walls to create more space? If you are leasing a space, what changes are you allowed to make, and which changes can you negotiate with your landlord?

After your plan is set, then implement it. If all steps are done in a thoughtful and disciplined manner, the results should address your objectives of having a more efficient and productive office.