Improve your time management and scheduling skills: improving your ability to manage your time and use a range of tools that support that (such as automations, templates, CRM software, app based vehicle logs, app based behaviour data collection tools, etc.), will allow you to further develop your time management skills and productivity rates.

Time is precious for behaviour support practitioners – aside from scheduling appointments, and managing compliance requirements embedded within the PBS process, you also need to tend to your professional and practice skills. Leave any one thing out and it may have negative consequences for your practice.

1. Utilising your tools effectively;
2. Manage your diary in your CRM well, ensuring that your payments are linked to your appointment and travel details;
3. Use ‘Cloud’ platforms so that you are able to access information readily and be more efficient in responding to needs;
4. Use data collection tools that are app based rather than embedded within google or Microsoft applications (these are US based and as such the health information is based off Australia soil (Privacy Act good practice);
5. Ease of access to information allows for real-time responses;
6. Utilise Case Management Software

Access to multi-functional case management software that has integration capabilities and aligns expected reporting requirements can help to streamline claims administrative tasks.

Additionally, having systems and processes that allow for cross collaboration within an electronic platform.  Using Alerts within your system to highlight needs to be done by certain times (i.e. Restrictive practice reminders, consents to be reviewed and resigned annually, process timelines, etc.).

Automate Processes Where You Can

Automate what you can whenever you can! Whilst it takes time to set -up the benefits to your efficiency far outweigh the initial time to set up.  Mundane tasks like billing, routine administrative tasks, scheduling, reminders, etc. can all be reduced through automations.

1. Streamline your client appointments
2. Manage your appointment days and times, allowing for driving between client appointments;
3. Use generic services to manage your time more effectively – use of libraries and other community services, to work through your tasks;
4. develop a hybrid model of services (face to face observations, implementation training and telehealth for other interviews, etc.) This allows for efficiency of client Service Agreements and reducing travel requirements;
5. Make sure you have the right tools to support you to work efficiently (laptops, ear phones or ear buds, iPad/tablets, etc.). Conducting telehealth appointments can be conducted through a range of CRM’s so a different system doesn’t need to be utilised (i.e. Zoom);.
6. Have your website work for you
7. Let your website and CRM do the hard work for you – automation of your referral process to reduce double handling;
8. Have complaints and referral buttons on your website;
9. Use of diary management tools, like Calendly for example, make the scheduling of appts automatically completed;
10. Use ‘Voice To Text’ Software For Case Notes and Note Taking
11. Writing of case notes and letters take up a considerable amount of time, but voice to text software can solve this problem;

Effective time management supports increased productivity, reduce stress and limits burnout, and improves both professional satisfaction. Poor time management means that your client work is poor quality and reduced efficiency,  thereby reducing your professional work satisfaction and enjoyment.

Using a decision matrix 

There are a number of time management strategies, so me of these are:

1. The Eisenhower Box is also called a method, matrix or decision grid. Consider dividing your tasks into these four categories such as urgent and important or less urgent and less important;
   
   Practitioners can use this type of grid system every day for daily tasks, be it in your mind or on a notepad, and for long-term goals when you break things down into smaller elements.Prioritise by importance and urgency

   During your day it is likely that your schedule will need to change based on the urgency and importance of new tasks. You will have to decide what’s more or less important / urgent and what’s not.

   Pushing back and saying no

   If you are a junior practitioner it means you’ll have to manage up and down. Normally, the most junior employees would only manage up but doctors and dentists by way of their knowledge and ability provide direction to fellow staff from day one in addition to taking direction. Saying no or suggesting an alternate approach to a consultant, senior doctor or nurse may seem daunting but can be better for you and patients (probably best not to do this in your first few weeks). However, colleagues will respect you if you push back in a constructive and polite way.

   Prioritise by category

   If you are more suited to placing each of your tasks within a category other than their urgency/importance, then you may benefit from an approach with set categories.

   

   Adding the 80/20 rule

   This is a great technique, also known as ‘Pareto analysis’, you can add this in addition to using a grid/matrix. The 80-20-rule assumes that 80% of the productivity can be achieved by doing 20% of the tasks. In other words:

   • 20% of your tasks should take up 80% of your time;
   • The other 80% of your tasks can be done in the remaining time;