Want to improve engagement at your next medical office staff meeting? Best intentions don’t always result in successful outcomes. You can become a better team leader with good preparation and a little ingenuity. Read on for tips that will help you turn a sub-par meeting into a forum that meets objectives. The formula is simple: start with "why", create your outline, and stay focused.

Why Are Staff Meetings Essential For a Medical Office?

Authors have earned millions with best-selling books focused on this three-letter word, “WHY”. The best office, the best team, the best plan starts with why. It cannot be overemphasized. Why are you holding a staff meeting? What is the purpose? What do you hope to gain? Here are some “why’s” to consider:

Staff meetings help streamline operations by:

• reducing interruptions during the workday to answer questions.
• eliminating task repetitions because someone did not know about a recent change.
• lessening the interchange necessary to make a decision.

Staff meetings increase productivity by:

• clarifying who is going to do what duties when.
• answering specific questions staff members have about their duties.
• reducing incidences of “crisis” management.

Staff meetings generate better decisions by:

• providing a structured forum for both clinical and non-clinical staff.
• promoting two-way communication to discuss issues and solve problems.

How Can You Conduct a Successful Staff Meeting?

Once you’ve established your whys, you can put more structure and shape to your meetings with some of these tips and best practices:

• Use a written agenda and stick to it.
• Set a consistent date and frequency that makes the most sense.
• Ask the physician(s) to attend.
• Make the meetings mandatory.
• Encourage everyone to speak but don’t let complaints hijack the meeting.
• Set aside time to talk about “fun” issues like birthdays, vacations, weddings, etc.
• Set specific meetings for larger discussions. (See ideas for discussion topics below.) 

Promote Engagement

Plan time in your agenda to discuss a specific issue or topic that your office may be grappling with such as no-show appointments, compliance procedures, or the increase in rejected claims. Involving staff in problem-solving helps improves engagement, and culture overall.  Here are a few general areas for consideration:

• Coding and medical claims management
• Patient relations
• Patient identity theft
• Changes in CLIA, OSHA, and Medicare guidelines
• Preparation for changes in health care guidelines
• Front office improvements

Meetings don’t have to be dull and unproductive. Create a structure that works for your clinic and you’ll be on your way to more exciting and productive meetings.

Learn more about leading your team at pmiMD.com. Practice Management Institute is a leading provider of training and certification for medical office professionals. Learn more about the Certified Medical Office Manager curriculum here.