Professional Courtesy, LLC

Karen Hickman specializes in Etiquette and Protocol Consulting and is based out of Fort Wayne, IN | TEL: 260-486-7758

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Medical Manners…the Power of Nice

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Female medicine doctor reassuring her patient. Hands close-up. Healthcare and medical concept.

Medical Manners…the Power of Nice

Patients forming an opinion of your practice are doing so in a matter of seconds. And some of the latest research on first impressions, suggest that it may even be within the blink of an eye. Regardless of the length of time, first impressions are powerful and very difficult to reverse. So, if a patient has formed a bad opinion of you and your staff, during the first point of contact, you have your work cut out for you in changing that negative opinion.

Patients usually assume that you and your staff know how to do your jobs, but they also need to know you care about them, while doing your job. Your patient’s perception of their care is your reality. If you don’t have a good sense of what your practice is communicating it may be time to stand back and view things from the patient’s point of view.

Since many practices today are large and run by CEO’s and practice managers there is a temptation to turn everything over to them in the running of your office. However, checking out in that regard can create some problems and leave the physician without a good understanding of what’s going on. It’s the physician’s name on the door, not the managers. Creating a positive corporate environment starts at the top and that means with the physician.

If you want your practice to make a good impression on your patients try some the following tips:

Develop a well defined mission statement and make it a priority in delivering care. Be sure that a patient-centric philosophy carries through in everything you and your staff members do. In order to develop that philosophy you need to ask the patients what matters to them. After all, no one would have a job, including the physician, if it weren’t for the patients.

Train new and existing staff in the courtesies you want them to observe. Never assume that staff members know what that means. Small kindnesses make powerful impressions, but so do small rudenesses. That small rudeness from a staff member may be enough to cause a patient to leave your practice. Studies show patients will even forgive a bad outcome, if they feel you care about them and are listening. So, patient perceived physician empathy, communication and relationships count for a lot.

Respect and trust your staff. Approaching your staff with intimidation and negativity creates a toxic environment and one that your patients will surely pick up on. Be attentive to how often staff members leave your employment. If you have a revolving door of people coming and going frequently, you have a problem. Replacing staff members regularly is also, very costly. In a study done by the Society of Human Resource Management they reported that it can cost a company up to six to nine months of an employees salary to replace them.

Many staff members today, complain that they don’t think their physicians even know everyone’s name who works for them…a sad commentary. If you bumped into some of your staff in the grocery store could you greet them by name? Interact with your staff and be sure to thank them regularly for what they do for you. And the thank you needs to come from the physicians…don’t staff that out. The staff can be some of your best P.R. agents.

Have a well defined dress code. Your patients are paying attention to how people look in your office. Everyone in the same uniform can make a great impression and create a sense of solidarity within the staff. Insist on good grooming from top to bottom. Tidy hair, clean shoes and pressed scrubs are a must. And gum chewing? As tempted as some might be, it is a solitary activity and should not be done in public.

Avoid the “cattle call” when calling patients back to an exam room. Encourage staff members to walk out into the waiting area to call patients back instead of standing at the door shouting their name. When patients check in, consider making a notation on a sticky note that can be put on the chart to identify the patients waiting. In doing that the person rooming patients can walk right up to them to take them back. (For instance, noting the color of an article of clothing.)

Do keep patients apprised of waiting time and apologize if you’ve kept them waiting. That apology let’s them know you value and respect their time too. Patients should be checked on every 15 minutes while waiting in the exam rooms and kept informed of the physician’s timing.

Be professional in greeting your patients. Address them formally until invited to do otherwise. Age and rank have their privileges. Also, avoid using patronizing terms such as,”honey” or “dear” when addressing patients…it’s insulting.

Smile and introduce yourself to your patients and make sure staff members do the same, even if you wear name badges. And using please and thank you often and you’re welcome or my pleasure, instead of “no problem” is always in style.

Maintain a pleasant atmosphere in your office, but avoid a party atmosphere. Patients coming in for serious issues need to feel that you are taking them seriously and are ready to do what is needed to address those issues.

Never let your patients hear you or staff complain about work, co-workers or other patients. Be aware of how loud you talk and what can be overheard from out in the hall or other areas where patients may be within ear shot.

Reach out and touch your patients with a warm greeting and handshake before you start your exam and log into your computer. Your patients should never leave your office without someone physically greeting them.

Try making a little small talk at the beginning of the patient’s visit. This helps establish a relationship with your patients and can help relax them if they are nervous.

Displaying a sense of confidence with your patients is important, but be careful that your confidence doesn’t come off as arrogance. Arrogance is off putting and does not endear people to you.

Sit down when speaking with your patients and make good eye contact. If eye contact is a problem while you are working on the computer, look at your patient when asking a question and look at the computer when entering the data. It’s an important balancing act.

Watch your body language while with your patients. If you have one hand on the door knob and one foot out the door before your patients finish talking, you are sending the message that you don’t have time for them. Always, close your conversation by asking if they have any other questions or by letting them know that the nurse will be in to finish up, before you walk out of the room. We call that, “taking your leave.”

Send a thank you note to new patients for choosing your practice and to referring physicians. Those seemingly small courtesies, have a big impact and distinguish you and your practice. Remember, patients and referring physicians have a lot of choices today in such a competitive market.

If you are in a practice with long standing patients and a patient dies, have a system in place to acknowledge the death with a note to the family members. It can come from the physician or one of your staff members. Keep in mind, as a physician, you are often part of some of the most important and intimate events in a person’s life. Some of those events are happy, like when a baby is born, but some of the events are sad, like when a patient dies. Not acknowledging a death can leave the impression that you and your staff don’t care. And it has even caused patients to leave practices.

As you step back and evaluate the pulse of your practice be mindful of some of the small things that can make big differences in how your patients perceive the care you and your staff deliver.

Remember what Maya Angelou said…

“I’ve learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel.”

Calling Friends in Hospital Etiquette

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Calling Friends in Hospital Etiquette

 

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Calling friends in hospital.

There is a natural inclination for many people to pick up the phone and call friends and loved ones in the hospital. They usually want to express their concern or gather information about the individuals status. However, those phone calls can be intrusive and disrupting to the person’s rest and recuperation.

Here are some things to consider before picking up the telephone to call someone who is in the hospital:

Check with a family member who knows the status of the patient to ask if they are up to speaking on the telephone. If someone is very ill or has had surgery they are often too uncomfortable or too groggy from medications to speak. And a ringing telephone can wake them from needed sleep.

Consider having a family member place a call at a convenient time, to you when that family member is in the room with the patient. That way you can speak to the patient on their terms.

Don’t call the nurse’s station for information unless you are listed on the patient’s chart as someone allowed to receive information. Collecting information otherwise is a violation of the patient privacy guidelines. And besides, nurses have enough to do without fielding questions from their patient’s friends.

Do keep calls brief and upbeat when speaking to someone who is the hospital. This isn’t the time to unload your personal problems or talk about distressing topics.

If you can’t speak with someone on the phone, do remember them with cards.

There is a natural inclination for many people to pick up the phone and call friends and loved ones in the hospital. They usually want to express their concern or gather information about the individuals status. However, those phone calls can be intrusive and disrupting to the person’s rest and recuperation.

Here are some things to consider before picking up the telephone to call someone who is in the hospital:

Check with a family member who knows the status of the patient to ask if they are up to speaking on the telephone. If someone is very ill or has had surgery they are often too uncomfortable or too groggy from medications to speak. And a ringing telephone can wake them from needed sleep.

Consider having a family member place a call at a convenient time, to you when that family member is in the room with the patient. That way you can speak to the patient on their terms.

Don’t call the nurse’s station for information unless you are listed on the patient’s chart as someone allowed to receive information. Collecting information otherwise is a violation of the patient privacy guidelines. And besides, nurses have enough to do without fielding questions from their patient’s friends.

Do keep calls brief and upbeat when speaking to someone who is the hospital. This isn’t the time to unload your personal problems or talk about distressing topics.

If you can’t speak with someone on the phone, do remember them with cards.

There is a natural inclination for many people to pick up the phone and call friends and loved ones in the hospital. They usually want to express their concern or gather information about the individuals status. However, those phone calls can be intrusive and disrupting to the person’s rest and recuperation.

Here are some things to consider before picking up the telephone to call someone who is in the hospital:

Check with a family member who knows the status of the patient to ask if they are up to speaking on the telephone. If someone is very ill or has had surgery they are often too uncomfortable or too groggy from medications to speak. And a ringing telephone can wake them from needed sleep.

Consider having a family member place a call at a convenient time, to you when that family member is in the room with the patient. That way you can speak to the patient on their terms.

Don’t call the nurse’s station for information unless you are listed on the patient’s chart as someone allowed to receive information. Collecting information otherwise is a violation of the patient privacy guidelines. And besides, nurses have enough to do without fielding questions from their patient’s friends.

Do keep calls brief and upbeat when speaking to someone who is the hospital. This isn’t the time to unload your personal problems or talk about distressing topics.

If you can’t speak with someone on the phone, do remember them with cards.

Medical Manners: Respecting Patient’s Waiting Time

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People Waiting For Doctor In Hospital Lobby

Patients who have to wait for long periods of time are usually not very happy with their physician’s office and it can set a bad tone for the overall visit. Couple that wait with no one keeping them apprised of how much longer it will be before the doctor gets to them, and you have a formula for a bad experience. Patients need to know you are respecting their waiting

However, there are some ways to lessen the stress and show that you are considerate of your patient’s time.

When patients arrive, let them know up front, how far behind the physician is. Just knowing what to expect can mitigate some of the bad feelings. Some offices even post the wait time on a board so patients can easily keep track of their doctor’s progress.

Leave the patient in the waiting area as long as possible. If you room them too far ahead of when they will be seen, there is a greater chance of forgetting about them. Sitting in an exam room in a paper gown and not hearing a word from anyone about the status of the physician shows disrespect of a patient’s time. If they stay in the waiting area the front office staff can keep them apprised of the wait time easily. And it is usually a more comfortable area with reading material and even TV, if they are inclined to watch. If you do take them to the room make sure that someone is checking on them at regular intervals keeping them apprised of the physician’s status.

For extended wait times, be sure to offer to reschedule with a sincere apology offering a time day that is less likely to have a long wait.

If your patients regularly wait for long periods of time it may be time to evaluate your scheduling protocols.

Take a Seat in Your Waiting Room

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Busy Medical Receptionist
If you work in a medical office and have never sat out in your waiting room during office hours, I highly recommend it. You might be surprised by what you hear coming out of your front office. Or try sitting quietly in one of your patient rooms and note what you hear discussed in the hall outside the door.

At a time when patient privacy is such a big issue, I am often surprised at what I hear coming out of the front office or waiting in the exam room of some medical practices.

There are certain things patients and their families should never hear while visiting your office.

They should never hear your staff complain about co workers or other patients. If you can’t work on anything else in your practice, work on courtesy among staff members. Patients do notice if there is a lot of grumbling going on or passing the buck or laying blame. It leaves a very bad impression on patients and suggests that your work environment is not a very happy place.

Monitor voice tone and volume when talking on the telephone, scheduling patients or taking info at the front desk. Patients should not be privy to sensitive information regarding other patients. Regular reminders to staff may be necessary.

Be careful what is discussed in the halls outside patient rooms or even what is said in the rooms, if your walls are not very thick. Consider talk zones where you know other patients will not be hearing what you are discussing with your staff regarding other patients.

Remember, a patient’s perception of your practice may be different from what you think of how deliver care.

Patient Information Essentials Before the Procedure

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Doctor discussing with patients

So, you injured your knee, you’ve had the appropriate diagnostic work done and you see the physician. He says, “come back when you are ready for surgery.” end of conversation. The physician leaves the room and you are just now formulating your questions.

Many times, physicians and staff assume a patient knows what will be involved in a certain surgery or procedure. That is not the case. Saying you need to have surgery to repair an injury only starts the conversation.

So, when suggesting a surgery for a patient make sure you are giving them good information while they are considering whether they will go ahead with a surgery.

For instance:

Have patient info sheets made up for the most common surgeries and procedures your practice handles. That material should answer questions like:

Will they be an in patient or out patient?
Will they go to the hospital or a surgery center?
Will they have a general or local anesthetic?
What is the expected recovery time?
Will physical therapy be needed, if so, how long?
Will you be able to stay alone at home?
How long will I be out of commission?
What are the limitations on activity and sports?
What kind of pain will they encounter?
How should they limit activity until a procedure is done?

These are just some of the usual questions that need to be answered before a patient can make an “informed” decision about whether they want to go ahead with a surgery. Don’t short change them on time or info.

Consider having a designated nurse or nurses available to handle all of the questions, if the physician does not have the time during the office visit. The patient will certainly have a better impression of a practice, but it will save a lot of back tracking and phone calls after the patient goes home.

Never assume a patient knows what to expect.

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Founded in 1999, the mission of Professional Courtesy and Karen Hickman is to present programs of the finest quality with the highest degree of professionalism.

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