Time management for family physicians

Time Management for Family PhysiciansTabaranza, Brigitte Ulrike M.D.

Family Physicians Time

…is the most precious resource, for it cannot be bought, saved, or stored. Unlike money, lost time cannot be

recovered.How people make use

to those 24 hours is essential in attaining a

productive and balanced life…

TIME MANAGEMENT

• Refers to managing time effectively, so that the right time is allocated to the right activity.

• It allows individuals to assign specific time slots to activities as per their importance.

• Also refers to making the best use of time, as time is always limited (management Study Guide, 2013).

Why is Time Management Important?• Family Medicine specialists in countries with

universal health care are available 24/7 and see patients with undifferentiated problems, thus are prone to being stressed or suffering from burnout.

Two Principles Which can be the Basis for Improved Time Management…

• Pareto Principle: • stating that 80% of effective results come from

20% of our efforts and energy.

• Parkinson Principle:• States that there is a human tendency to spend

more effort and time on insignificant tasks that are “perceived” as important than on truly important .

These 2 principles emphasize the need for physicians to be certain of goals and important things in their lives.

Why is Time Management Important?• Applying time management

principles helps improve the quality of life of an individual because it necessitates setting priorities and making choices, thus giving a feeling of control and having the ability to achieve reasonable goals.

• Necessary for physicians to achieve a balance in their professional and personal lives

Do Physicians Need Time Management?

• Physicians are trained to solve problems by themselves.

• Physicians unconsciously believe it is a sign of weakness to ask for help

• Physicians tend to possess certain traits, which are reinforced in Medical training, that make them more susceptible to suffer from burnout

BURNOUT

• Is a popular term used to characterized the loss of physical, emotional, and mental energy.

• Not being connected to those that life meaning and purpose.

• The first things to go:• Compassion• Empathy• Patience• Ability to listen

• The manifestations vary according to sufferers (Musick, 1997).

Some Manifestations of Burnout:

• Become angry, blowing up or growling at anyone who crosses their path, including other physicians.

Some Manifestations of Burnout:

• Resort to blaming any annoyance, large or small, on external factors.

Some Manifestations of Burnout:

• By under- or over-eating or abusing alcohol or other mood altering substances.

Some Manifestations of Burnout:

• Some become quiet, introvert, and isolated, which can become a serious depression.

Some Manifestations of Burnout:

• May experience range of physical symptoms, including chronic illness, high blood pressure, and frequent headaches.

Some Manifestations of Burnout:

• Includes emotional problems such as demoralization, depersonalization, detachment and defeatism.

Some Manifestations of Burnout:

• Some physicians have thought of changing careers or quitting because they think that it is the working environment that causes their stress.

Some Manifestations of Burnout:

• When doctors experience the signs of burnout, feel they are losing control of their lives, and their families complain that they seldom see them, it is time to evaluate how the former are spending their time.

Some Manifestations of Burnout:

• Every physician should be aware of the signs and symptoms of stress and burnout to avoid emotional exhaustion; otherwise withdrawal arises.

Time Management Do you currently manage your time?

or does time manage you?

Learn how to take control of time!

Importance of time

How to Engage in Time Management?

• Doctors can make a LOG DIARYof their activities by the hour for one week.

How to Engage in Time Management?

• Then they must analyze what they recorded and categorize these as:

• Family personal relationship• Work/Clinical• Work/Administrative• Work/Teaching• Hobby• Physical Exercise

How to Engage in Time Management?

• Make personal goals and plan how to attain the activities analyzed, giving more time to the essential and important goals.

The point is for them to have a good balance between their personal and professional life.

What Approaches Can be Applied by Family Physicians to Properly Manage Their Time?

Ten Time-Management

Tips for Family Physicians

I. Get Help

• Setting Goals• Simple• Measurable• Action-based• Realistic• Time-Limited

II. Use a Master Schedule

Be flexible but also realistic• All tasks are not equal in importance.• Learn to schedule necessary tasks first!

III. Analyze Appointment Patterns

• Analyze trends in your schedule, such as slow and busy times of the day, week and year.

III. Analyze Appointment Patterns

• Coordinate your schedule to reflect those trends.

IV. Do Things in Block

• Grouping related tasks • Maximize efficiency by booking blocks

of time.

V. Minimize Interruptions

• Interruptions are time wasters, like:• Phone calls or SMS messages• Looking for things you need at work• Talking to anyone except fellow physicians,

nurses, or out-of-town family members of sick patients.

Some Ways to Prevent Interruptions: (Dr. Steven Parillo,2006)

• Do not look up when someone approaches• Use the voice mail or have someone else

answer your phone.• Close the door to your office.• Schedule meetings with people who often

interrupts conversations for you to answer their questions and explain why interruptions are a problem.

• Put up a sign with a message such as “working on a project until __am/pm”.

VI. Multitask

• Have each office equipped to do everything so time will not be wasted by searching for equipment or running around the office.

VII. Consider Dictating

• Dictating charts are fast and cheap.• Some charts are Decipherable.

VIII. Paperwork

• Do paperwork daily and touch paper only once, either to file, shred, pass to someone else, or direct an appropriate action.

VIII. Paperwork

• Prioritization is essential (Dr. Parillo, 2006)

• Priorities should be set by labeling tasks as A, B, or C items.

Important Things and must be accomplished before the end of the day.

Important but can be set asideuntil the next day, if possible.

Not really important but accomplishedof these items could be nice.

Not important and not urgent.It’s a choice to do it or not

Prioritizing of Goals

• It is necessary to PRIORITIZE:– Which goal has the

highest importance– Which one is

important– Which goal is optional

• Use Time Management Grid is helpful.

Time management Grid

Urgent Not Urgent

Important

Quadrant I: DO NOW•Emergencies, or crisis.•Demands from superiors or customers.•Planned tasks or project work now due.•Meetings and appointments.

Quadrant II: PLAN TO DO

•Planning, preparation, scheduling•Relationship building.•Prevention.•developing change, direction, strategy.

Not Important

Quadrant III: REJECT & EXPLAIN

•Interruptions.•Distractions.•Some meetings•Popular activities

Quadrant IV: RESEIST & BLOCK

•Pleasant activities.•Overly long breaks.•chat, gossip, social communications.•Trivia

IX. Use Advise Sheets

• Spoken advise are often forgotten but pre-printed materials, with most appropriate sections circled will be more effective and can be read over and over.

X. Book Yourself Private Time

• Time away from the office is important.• Do not take paperwork with you at home.• Extra time could be spent alone or with your family• Book time off work for a holiday.

Ten Time-Management Tips for Family Physicians

1) Get Help2) Use a Master Schedule3) Analyze Appointment Patterns4) Do Things in Block5) Minimize Interruptions6) Multitask7) Consider Dictating8) Paperwork9) Use Advise Sheets10) Book Yourself Private Time