Melissa Jones & Barbara C. Phillips

Between running my practice, and working to bring business ownership information to NPs, I find that getting organized and staying organized is essential to my survival.

With that in mind, I asked Melissa Jones, self proclaimed "UBER" organized administrative assistant (and independent business owner), to help write up some tips for the NPBO readers and members. Of course, I had to add my comments as well (which you'll find in burgandy.

It's a known fact that disorganization can be a significant contributor to stress. It's amplified when you own a business and you go home knowing that your office is in disarray. While I know that organization means different things to different people, with that in consideration, here are 5 basic tips to help keep you and your office under control.

Wait! You may be asking, what does this have to do with running a practice? I know…I sort of had the same reaction to this organization stuff…but it can save you time and keep you from missing deadlines with insurance companies, L&I reports, credentialing and licensing, etc. So read the following basic principals of organization and see how it can pertain to your business or practice situation.

1. Keep a To-Do List for the week. I know that it sounds a bit silly, and you're probably saying "I never keep to a to-do list". That's ok. Keeping a To-Do list and reviewing it weekly will allow you to focus on the projects that absolutely need to be completed and those that you'd like to complete when you have time. (Make sure you prioritize your list!) I do this to see what outstanding reports I have to get done, correspondence that I must answer, etc.



2. Keep your calendar up to date. Even if this requires you to carry a small pad of paper and a pen to jot down appointments and reminders, accept the fact that your memory will fail now and again. Those of you using Microsoft Outlook, set up reminders and alarms to alert you of deadlines that are coming up. bcp: I use the MS outlook calendar for most everything I can. Best yet…I synch it to my PDA. It helps me keep up with appointments, interviews, projects, birthdays and yes…even my bills.



3. Keep the paper clutter under control. Every office has papers and essential items that need to be within reach. Try using a corkboard to hold notes. Keep your filing system coded so that you can find the files you use the most quickly and easily. bcp: Okay, in the office, it's not appropriate to post someone's pathology report or HIV results on the corkboard. Instead for patient related information, I have a file folder on my desk that keeps track of the people I am trying to contact to discuss something. I have another folder for labs that go with certain reports. I try to keep most other paper either in the file cabinet, or sign if off and pass it back to staff to do their magic.
   
   Since our office uses an EMR system, one thing we do with the massive amounts of paper reports and records that come in is, I keep them in an according file near the receptionist. When the patient comes in for follow up, it gets pulled and I review it with the patient. I then sign if off and it gets scanned into their record and then destroyed.



4. Purge or store outdated material. If there are manuals or files that are outdated, find a place for them. If they are documents that you need to keep - store them in a file box that is labeled clearly for easy access.
   
   I admit…I rarely have time to do this. I feel lucky some days to keep up with outdated samples or other biologicals.



5. Have a "one-touch" rule. If you touch a file, paper, etc. make a decision about what to do with it. I realize that it may be difficult at first, but trust it's worth it.
   
   I'll admit it…I'm still finding this one difficult. I think that one reason is the constant interruptions we face on a daily basis in the clinical arena. One that days when I am successful with "one touch", I know it would make a huge different in my practice.

So there you have it. Organizations skills from the "uber" organized with comments from a harried NP. Feel free to add your comments to the forum at NPBO.