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The Ultimate Guide to Delegating in Your Health Practice

The Ultimate Guide to Delegating in Your Health Practice

Delegating tasks in your health practice can be a game-changer. It allows you to focus on what you do best: building your practice and leaving a legacy. If you have ever stayed up late responding to clinical emails, stayed long after your clinical day was done to sort through admin tasks, these tips are for you.

The problem that we often see here at Ginger Desk, is that most health practitioners struggle with the delegation process. They often either feel guilty about assigning tasks, they think they can do it better, or they’re unsure of which tasks to even start to delegate in order to get the best return on investment.

First of all, why delegate?

Delegating tasks that you don’t love or you’re just not very good at can change your life. Seriously. Not only can getting help improve your productivity, efficiency, and profit in your health practice, but having the emotional weight of these tasks lifted, once the tasks are off your plate, can be immense. By delegating to an assistant, you can free up more of your time to focus on providing quality healthcare to your patients and to build your vision toward leaving your legacy. Taking time to generate more revenue and to just plain dream of what’s to come, is where your time is best spent.

What tasks can you delegate in a practice?

The key to effective delegation is identifying the right tasks for each member of your team. We need to be honest here, there is likely not one single person for all the jobs that you should be delegating as a practitioner. This unicorn doesn’t exist. So, you’re going to need to build a team to fully get the support you need. 

On the highest level, we love to see practitioners who are able to properly scale their businesses. In our experience, we have seen that the practitioners who are most successful in scaling, often have a whole team of helpers behind the scenes.

There are 3 roles that they are quick to fill. These are: 

1) Tech VA for marketing website updates

2) Bookkeeper and Accountant

3) Medical Administrative VA to handle all administrative tasks such as scheduling appointments, managing patient records, and handling all patient communications.

Once you have these three in place, you’re on your way to practice success! And best of all, all of these assistants typically bill by the project and task, so even if your practice is new, you can get them in place early, so they’re well organized once you and your practice get smoking busy.

How do you delegate effectively?

To delegate effectively, start by setting clear expectations for the task and role at hand. Be specific about what needs to be done, when it needs to be completed, and any guidelines or standards that need to be followed. In short, let your team know what you want done and how you will measure their success. 

First, write down a list of all the things you do in a day and then highlight which ones you’d like to delegate. At first, these tasks might be laundry and cooking. Great. Keep going! This list can grow as you and your practice do. Next to each task, write down what it looks like to see the task done to completion.

Your list might look like this:

  • Laundry – washed, dried, folded, put away. 
  • Emails – tagged, responded to with script, filed in folder. 
  • Patient Documents – labelled according to Office Manual, filed in patient’s chart, tasked to me to check
  • And so on…

Further, you cannot communicate your expectations too much or too often. If you think you have been somewhat clear, get clearer.  Regular check-ins or as we like to call them at Ginger Desk, ‘Alignment Calls’, are also critical.  It’s incredible how meeting face to face (even by video!) once to twice weekly can improve efficiency and productivity in a health practice. These regular check-ins can help ensure that everything is going according to plan and that tasks and instructions are well communicated. They also provide an opportunity for you or your team member to give feedback, to set goals for the upcoming week, or generally create and build your connection. 

Delegating in your health practice may seem daunting at first but once implemented correctly and often, it will allow you as a practitioner more time for patient care, profit, and enjoying your life. Happy delegating!

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