When was the last time you had the luxury of stepping away from your practice – whether for a day or a week – to enjoy time off or a getaway with your family?

When was the last time you felt confident that every prospective and current client had received an immediate response to their inquiries and appointments? 

If you’re like most practitioners, your answer is probably, “Hah… never. That’s not even possible.”

But it is possible!

If you’re wondering how to run a medical office efficiently – automation is the key.

Signs You Need to Automate Your Practice

You might already know my story, but it’s indisputable proof that automation holds the power to help your business thrive.

Early in my career, I thought that my practice could only grow if I maintained direct control and oversight of marketing, management, and communication. I harnessed every bit of energy I had and spent countless nights and weekends preparing and implementing activities designed to trigger growth.

My efforts worked! I built strategic relationships that drove more than 300 leads through the doors every single month. I was proud of my entrepreneurship, but it came at a cost. By working harder, not smarter, I quickly burnt out. My system required such intense and ongoing levels of energy from me personally that running it was no longer sustainable. 

If that’s how you feel right now, you need to automate. How many of these warnings signs of burnout sound familiar to you?

• You’re always exhausted
• You feel chronically burdened by follow-up tasks, calls, and emails
• You’re taking notes before, during, and after work

The bottom line? You love serving people, but you feel like you’re at the end of your rope. Here’s the good news: these aren’t signs that you’re failing or pursuing the wrong profession, they’re signs that you need to automate your operations. Keep reading to learn how to begin your path to automation and how to run a medical office efficiently.

How to Begin the Path to Automation 

Automation is the answer to the question of how to run an efficient medical office.

It connects all technological puzzle pieces together to create a self-managing system. When done properly, automation allows you to step away for a day, week, or month without missing a beat. It’s the key to an efficient medical office that provides residual income, freedom, and spare time in a virtual practice. 

As the most important element of virtual technology, automation often feels most daunting to achieve. Here’s the secret to mastering automation:

• First, document your processes step-by-step
• Master the process manually
• Find a trusted professional to guide you through the automated process

This is exactly what I do for doctors each and every day; it’s my passion to help your practice thrive using the powers of automation. Mastering the art of automation helped me transform from an overwhelmed, overloaded one-man-show to a seven-figure business scaling to new heights every year. If I can do it, then you can too. 

3 Ways to Automate Your Practice and Free Up Time

Once you unlock the secrets of automation for your brick-and-mortar or virtual practice, you can finally embrace the extra time and freedom you’ve always craved. Here are three ways to run a medical office efficiently:

Patient Scheduling

Many of the most time-consuming, tedious, and frustrating tasks like scheduling and rescheduling are also non-negotiable to your business success. 

But the good news is that automation replaces frustration and wasted hours with many ways to run a medical office efficiently. The right scheduling software allows scheduling to take care of itself so that you and your staff can focus on more urgent matters. 

I recommend selecting a scheduling software that allows each patient’s appointment invitation to sync with their own email and calendar so that patients can schedule and reschedule independently. If appointments need to be moved to a different day or time, it’s based on your schedule and it can all be done and automated without burdening you or your staff. 

Patient Reminders

If you currently send patient appointment reminders manually, an automated system will revolutionize your workplace efficiency. 

It’s still possible to use phone numbers for personal calls and text messages to improve your show rates, but you don’t need to worry about that as you dip your toes into the wonderful world of automation. Allow your automation sequence to work for you and handle critical responsibilities. 

Marketing Automation

I know it’s tempting to guerrilla marketing yourself at every opportunity. I did it myself for years until I ran out of steam, so I understand the instinct to leverage yourself at every marketing opportunity. 

But if there’s one message I want to send about automation, it’s that automation strategies make it possible to achieve 1,000 times the results with a tenth of the effort you’ve exerted in the past. That’s how to run a medical office efficiently.

I’ve seen this concept proven over and over again with my own practice. I can now work two days a week, spend some work-free time with my family, and come home to a webinar with 5,000 guests predicted to generate a few million dollars. If you had told me that 10 years ago, I’d have laughed you out of my medical office… but here I am!

It’s possible for you to do this as well! Consider these potential areas of automation and how much time you’d earn back by implementing just one, two, or three. 

• Patient Check-Ins
• Onboarding
• Paperwork
• Bill Paying
• Patient Reviews
• Referrals
• Patient Education
• Email Campaigns

Thanks to the power of automation, you can finally stop reinventing the wheel, start running your medical office more efficiently and accelerate straight into ongoing growth.

This is one of the core focuses of HEA’s Virtual Practice Accelerator. VPA members learn the step-by-step formula to automate the essential operations of their practice and eliminate paperwork. 

It’s all done with technology… without you! Reclaim your time so that you can live your best life and run your medical office efficiently. 

It’s just the beginning of the road for my business endeavors, and I want it to be just the beginning for you as well.