The ONE Habit to Adopt RIGHT NOW for File Writing Success

I was talking to a friend last week about our recent busy days and increased case-loads, and about some of the things we do to try and keep on top of it all. We both agreed that keeping up with file-writing is a constant struggle, and, that there’s ONE habit that makes all the difference. Do you want to (almost) always leave on time at the end of the day with all your files done? Then read on…

There are a few things that I’ve identified over the years that help to make file-writing easier, quicker, more efficient and, if it’s possible, more enjoyable (or at least, less of a burden). 

These include mindset shifts like letting go of limiting beliefs, eg: “we still hand-write files, if my clinic would get on board with computerized medical records I’d be way faster.” Not true! I’ll talk about limiting beliefs in an upcoming post. 

There are also small logistical hacks to increase efficiency, such as templates so you don’t have to re-write all the things every time, and, carrying extra pens in your pocket—seems minor, but you all know of the pen vacuum into which all clinic pens disappear throughout the day.

It all helps, but the number one habit you can start right now, wherever you’re at, is this: Make finishing your file part of the patient’s appointment. Shift your mindset to adopt the belief that completing a patient’s medical record is as essential as filling their prescriptions, talking to a client or, entering their invoice, before you move on to the next appointment. Because it is!

Like all the best habits, this one is simple, but that doesn’t mean it’s easy. 

What do you do when you have people lined-up to ask you questions about other cases and your next appointment is already waiting? It’s so tempting to set your file in a bin and plan to write it up later in order to prioritize other things. I understand completely! For years, I would find myself getting a little (or a lot) behind and place fy files in a stack to be dealt with later. This is SO INEFFICIENT! It actually ends up costing you time. 

Instead, I would urge you to take 3-5 minutes (it’ll probably be five when you start this and three or less once you get into the swing of things) to write-up your patient file before moving on to anything else. If you’ve got staff members lined-up to ask you questions about other cases, just politely ask for 3 minutes to finish what you’re doing. If your next patient is waiting, another 3 minutes is NOT going to make the difference. Moreover, being able to complete your previous patients’ file both physically and mentally will allow you to entirely focus on what you’re doing, resulting in quicker and more thorough appointments going forward. 

I would encourage you to start this right now, wherever you’re at. Even if you’re halfway through your shift as you read this, or you’ve got a stack of files from yesterday or the day before waiting for you, for every appointment from now on, aim to finish the file during the appointment. 

If you’re reading this and thinking you can’t start because you’re already got a backlog of files a mile high, I understand. I really, totally understand. I’ve been there. I lived there for years, and I hope by reading this you can learn from my experiences so you won’t have to. 

So, here’s what you do with the pre-existing backlog. You take that stack of files, you count it up and you designate 7 minutes per file and you figure out how long, total, you need to get them all done. Next, you find some time (my favourite is to go in early before anyone is there, but for you it might be at the end of the day, or, by sacrificing a lunch break) and you power through those files. You find your inner grit, you accept the fact that you’re going in early or staying late or skipping lunch to catch-up on files for the last time and you just get them done. You do NOT try and write them up throughout your day during or after your other appointments. In order for this new habit to work, you must embrace the belief that your appointment times are for seeing the scheduled patient, talking to their owner, getting meds and treatment organized and, finishing that patient’s file!

When adopting any new habit, there will be obstacles and set-backs. You won’t be perfect at this right off the bat, but if you can prioritize this one simple change for a few weeks, it will get easier. And, before you know it, you’re cruising through your day and trying to remember when you last had a massive stack of files on your desk. 

The difference in the way I feel when walking out the door at the end of the day with all my files done, versus walking away from a big stack that I know will be waiting for me in the morning is huge and, unfortunately carries over into my time outside of work. I feel so much lighter, happier, and, honestly, better at my job when my patient files are complete. 

It’s not an easy habit to adopt, but it’s so worth it! Your patient care and client communication will be better, it’ll be easier for other team-members to pick up your cases and, most importantly, you will leave on-time feeling lighter and more accomplished. So, start now! Make writing that file part of the appointment! If you want an accountability partner, or if you come up against obstacles that you don’t know how to tackle, e-mail me at jessica@inspiredvm.ca. I’m here, I’m rooting for you and I’d love to hear from you! You’ve got this.

Jessica