Five Minute Huddles

5 minute Huddles Success in an office practice depends onhow a team works under pressure –communication is a key factor Care team huddles can include Provider,Nursing staff including RN, and Receptionstaff. Provider and nursing support should meetat least once per day. Entire team should meet at least weekly.

MA/Provider Huddles MA to review schedule in the morning– Identify “roadblocks”– Complex patients– Patients being “fit in” but need more time– Look at appointment type not just # of appts MA to review task list in the morning– Prioritize tasks– Identify questions that you need answers fromProvider– Work urgent tasks– Work oldest tasks

Provider/MA HuddlesMD needs to identify pressing issues to talk about to MA– What does the days workload look like– Do you need to get out on time at lunch or end of day– When can double book patients be addedPlan your day– Plan huddles throughout the day– Stick to huddle time – even if running behind– Identify “complex” patients and plan how to manage your timewith those patients– Are you on call tonight so might have to leave early or be inlate tomorrowComb schedule with help of print out from Manager

5 minute Team Huddle Provider, nursing staff, RN resource,Reception – should meet at least 1x perweek Provider ask reception if there are anyissues – how is access, what problems arethey hearing from pts, communicate anyrequests or issues from previousday/week Reduces tension and stress resulting inteam effort.

Key points for huddling Team huddling encouragescommunication, gets the key points acrossand in return staff is able to assist thepatients in a timely and effective manner. Morning huddle: Take a moment to reviewschedule and point out any possibleproblem areas – 4 pap’s s in a row, patientcan only be seen in low bed exam room Routine huddle: Who, What, When,Where, Why – need facts not lengthy chat

Key points for huddling (cont) Can I be a better communicator? Am I getting my point across? Am I getting what I need to assist thepatient? Report the facts without judging thepatient Report off to co-workers when leavingarea – Rooms full, 1 ready to room, Room7 needs repeat b/p before leaving.

Suggested Huddle Agenda Check for patients that require more time& assistance – language barrier, age,disability. Line up help. Check for back to back lengthy appts Check for openings or chronic no-shows–can staff double book or fill slot Does anyone need to leave early or isprovider expecting phone call or havemeeting? Are lab, test, notes from other providersor hospital stay in chart?

Huddles help eliminate: Confusion about provider availability forscheduling Lack of awareness of broken equipment orunavailable labs Lack of preparation for patients that require extratime and assistance Staff shortages Chaos due to last minute schedule changeswhether cancellations/no show, traffic jams,network down, hospital admits Lack of awareness of how each person fits in thepuzzle to make the office function smoothly.