How to Lead as a Woman Physician Series
Productivity, Time & Energy Management- Part III Charting and Inbox Management
Today, we will focus on the tasks that
Hello Friends!
fall into Box III – Urgent but Not
Well, if you’re anything like me -- and the other 350,000 women physicians in the U.S. -- charting and your EMR and email inbox are likely among your top Energy Zappers!
Charting, Email and EMR Inbox messages! Each of these tasks are time sensitive (important), but ultimately in the big picture of our careers and jobs, not important.
Today’s How to Lead article will build on Productivity, Time & Energy Management Parts I and II, where we first explored Energy Awareness and the 80/20 Rule in Part I, and then the Covey 4 Box Time Management Matrix in Part II.
Important – where I personally put
Those of you who know me well know how deeply passionate I am about helping others to Conquer Your Charting and Not Let it Conquer You! Charting and administrative tasks are the #1 driver of burnout and complaint of physicians today.
Tammie Chang, MD, LLC
How to Lead as a Woman Physician Series I strongly believe that how we were taught to document as medical students and trainees did NOT prepare us for charting in the real world as attendings. Our medical system has changed dramatically in the last two decades, and the EMR is nearly universal and here to stay. If we don’t adapt, we will burnout.
that Box III tasks (email, calls, reports, unplanned meetings) are not important, but can completely fill your time if you allow them to. Specifically block out limited amounts of time for these activities each day. a. For me, I take 30 minutes at the start of the day, 30
This is why I am so passionate about helping you all to Conquer Your Charting, Your EMR and Your Inbox! I want you to have a long, fulfilling, and enjoyable career in medicine. And one where you are thriving, and leading others the way I know you are capable of!
minutes mid-day, and 30 minutes at end of the day to respond to email. I keep my email closed on my desktop except during these specified times, and all notifications are turned OFF 2. Delegate. If you are in the position to delegate tasks, delegate Box III
Let’s revisit some of the concepts we discussed in Part II, that are relevant to minimizing the time and energy we expend with Box III Tasks (i.e. charting, our EMR inbox and email)!
1. Time box. Consciously remember
tasks as much as possible. 3. Set boundaries and say no. You all know I’m all about this one! Say “no” to tasks or meetings that fall into Box III – Not important and Urgent.
Tammie Chang, MD, LLC
How to Lead as a Woman Physician Series 4. Done is good enough. For items
3. Complete your note, bill, and close
that fall into Box III – Not Important
the chart immediately after seeing
and Urgent, done is good enough.
each patient. Don’t see the next
Don’t allow perfectionism to become
patient until you complete this. You
your biggest enemy.
will be infinitely more efficient as this is when the details of the patient
Here are some rules to consider with
encounter are the freshest, AND you
charting, your EMR and when seeing
will have to keep it brief (<5 minutes
patients:
per note) so that you stay on time and don’t leave other patients waiting.
1. C = MD/DO. Average is good enough. Aim for B- or C level
4. Keep your EMR inbox, telephone
notes. I know you are an A+
messages, refill requests all CLOSED
student -- your C work is another
in your EMR except during designated
person’s A+ work! And if C =
times. Consider taking 30 min at the
MD/DO is too uncomfortable for
start of your shift, 30 min in the
you, consider reframing what an
middle, and 30 min at the end. You will
A+ note should be = a note that is
be infinitely more efficient this way
brief, concise, quick and easy for
and will not be tempted to be
anyone to pick up the chart, and
distracted by messages when you are
know what is going on with the
seeing patients (remember as found
patient in less than 5 seconds.
in the UC Irvine study it takes 23
Less truly is more.
minutes to redirect once we’ve been interrupted, and we lose 10 IQ points
2.Aim for <5 minutes per note. (Again,
when we try to multitask!). Your #1
C work is good enough)
goal is to see patients, chart, bill and close all charts between each patient, so that you have no charts left at the end of your day or shift.
Tammie Chang, MD, LLC
How to Lead as a Woman Physician Series 5. Put your phone and other
3. Utilize the One Touch Rule = only
distractions (text messages, social
touch an email once. If you click on it,
media) away while you are seeing
handle it right away – respond, trash,
patients.
or flag it for follow up.
Here are some rules to consider when
4. Be judicious with “reply all.” When
approaching your Email Inbox in
responding to email, consider – does
particular:
this really need to a reply all? This is less about your own inbox but being a
1.Again, Time Box. Again, most
steward of others’ inboxes. If a “thank
important, only check/respond to
you” or “great got it!” email response
email during specific times of the day.
is needed, only send it to the person
Keep your email closed, notifications
who needs to see this response. Your
off, and your email on your phone out
colleagues will thank you for this!
of sight, unless it is during these specific time blocks. When your time
5.Done is good enough!
block is up, leave what’s left until tomorrow. Unless there truly is an
What of the above would you like to
emergency (i.e. a Box I Task).
try? (I hope you will try all of them!)
2. Make use of your email system’s
You’ve got this!!
“Rules” – i.e., if you get certain emails each week or each day that you
You can earn up to 1.0 AMA PRA
typically never read or usually delete,
Category 1 CMEs credits for reflecting
automatically have them filtered to
on this article here:
your trash or a separate folder. This
https://earnc.me/eCRVRj
way they don’t clog up your inbox.
Tammie Chang, MD, LLC