Since June 2024, I've had the privilege of working closely with the team at Ivanhoe Family Doctors and Doctors of Ivanhoe as a consultant, assisting in the transformation of their clinic's operational efficiency. It has been a journey of innovation, problem-solving, and collaboration, and I’m excited to share some of the key steps we’ve taken toward making the practice more operationally successful and improving the overall experience for both staff and patients.
Hiring a Top-Notch Practice Manager: Maria Gigliotti
One of the first pivotal steps in this transformation was bringing on an outstanding Practice Manager, Maria Gigliotti. Maria’s leadership, experience, and expertise have been invaluable in driving many of the changes that have occurred since she joined the team. Her strategic approach to practice management, coupled with her hands-on style, has helped streamline operations, improve team dynamics, and create a more supportive environment for both staff and patients.
Transitioning to a Fully Digitized Clinic
One of our most significant goals has been to make Doctors of Ivanhoe a fully computerized clinic. For many medical practices, traditional paper-based systems are a major source of inefficiency and error. In our effort to improve patient care, reduce administrative burdens, and enhance communication, we began the journey of completely removing paper from the clinic. This transition has involved a great deal of planning, training, and support to ensure a smooth shift to digital systems.
We’ve implemented several technological tools designed to automate processes, improve data accuracy, and enhance communication.
To support our efforts, we’ve introduced several programs that help simplify tasks and reduce the administrative workload on our team:
Cubiko: A powerful tool that gives our doctors and staff the ability to manage practice performance data in real-time. It’s helping us make informed decisions, streamline workflow, and identify areas for improvement in patient care and practice operations.
Tanda: Managing staff rosters, leave requests, and payroll can be a headache for any practice, but Tanda has simplified and automated many of these processes. By providing real-time visibility and reducing manual intervention, we’re able to focus more on patient care and less on administrative tasks.
HotDoc: This patient engagement platform has been a game changer in terms of patient communication, appointment bookings, and reminders. HotDoc’s ability to send automated reminders, manage online bookings, and facilitate patient feedback has significantly improved the efficiency and satisfaction of our interactions with patients.
Along with these programs, we’ve also integrated other tools designed to reduce administrative burden, enhance workflow, and improve the overall patient experience.
Collaborating with George Sitoris and Health Industry Employment Services
A key factor in our success has been the invaluable support from George Sotiris and his team at Health Industry Employment Services (HIES). Their expertise in handling all HR matters has been instrumental in guidiing the team through the complexities of human resources management. From recruitment reference checks to employee relations, HIES has helped us navigate the challenges that come with managing a diverse and dynamic team. Their hands-on approach to implementing best practices, ensuring compliance with employment laws, and offering tailored HR solutions has allowed us to focus on the bigger picture of improving clinic operations. With George and his team's guidance, we’ve been able to build a strong, cohesive team that is committed to the clinic’s success and growth. Their ongoing support continues to play a crucial role in our journey toward operational excellence and organisational stability.
The Road Ahead: Growth, Financial Stability, and Continued Improvement
While we’ve made significant strides in improving the operational efficiency of Doctors of Ivanhoe, our journey is far from complete. We are continuing to refine our processes, test new technologies, and work closely with our incredible team to optimize every aspect of the practice.
Looking ahead, we’re focused on achieving:
Financial Stability: By improving operational efficiency and reducing administrative overhead, we anticipate a stronger bottom line, allowing us to reinvest in the clinic and deliver better care to our patients.
Sustained Growth: We aim to continue expanding our patient base and enhancing the services we offer. We are committed to supporting the health of our community and adapting to the ever-changing landscape of healthcare delivery.
An Enhanced Patient Experience: As we continue to streamline processes, our ultimate goal remains to enhance the experience of our patients. By reducing wait times, improving communication, and providing seamless access to care, we are building a patient-centered practice that thrives on convenience, quality, and trust.
In Conclusion: A Commitment to Excellence
The journey of transforming Ivanhoe Family Doctors and Doctors of Ivanhoe is one that has been both challenging and rewarding. With the continued dedication of the team of Private Practice Medical Consulting and Doctors of Ivanhoe staff, including the exceptional leadership of Maria Gigliotti, and the support of cutting-edge tools and programs like Cubiko, Tanda, and HotDoc, we’re on track to create an even more successful, efficient, and patient-focused practice.
While we’re excited about the progress we’ve made, we’re equally excited about what lies ahead. We remain committed to supporting the growth and development of both the team and the clinic, as we continue our mission to provide the best possible care to our community.
Stay tuned as we continue this journey toward a more innovative, efficient, and successful future at Ivanhoe Family Doctors and Doctors of Ivanhoe. The best is yet to come!
