I am a ‘Ducks In A Row’ kind of person. Where did we get that term and what does it mean? wiseGEEK.com says that “to get one’s ducks in a row essentially means to ensure all of the small details or elements are accounted for and in their proper positions before embarking on a new project.” That is me! Attention to detail all of the way! But in the span of two years (it has been two years since opening Pacific Retina Care), I have found that piles are collecting exponentially. This overwhelming chaos makes it hard for me to even think.
In our office, you will find a sign at every telephone with verbiage on how I expect one to answer the phone (while smiling). “Pacific Retina Care- Doctor Tafoya’s office. This is [insert name here]. How may I help you?” Near the phone you will find a list of all of our numbers (Federal tax ID, Hawaii State tax ID, Medicare ID, HMSA ID, NPI for Pacific Retina Care, NPI for doctor, and so on). You will find a list of commonly called telephone numbers. You will also find charts of the CPT codes most commonly used, along with our fees; How to Complete a PCP Referral Request; and a chart of common insurance plans (including contact information and what procedures require prior authorization). And that is just what I have done near each telephone! So you can imagine that when my entire office is one large pile of mess, I am at an utter loss.
I carefully measured my space and purchased affordable furnishings at our local Office Max. They will arrive in 4-8 weeks. In the meantime, I am sorting through piles and piles and PILES, trying to organize them into some sort coherent mass (or mess). So far, I see a few trends. I have one pile of patient education material. Doctor and I need to decide if we will continue to purchase brochures on every retinal disease known or purchase soft copies to print as needed. I have a pile of articles that I have collected for our staffers to read. I have a large pile of marketing ideas. I have a pile of step-by-step instructions on every aspect of my job so that Doctor can take over in my absence. Then there is a pile of management techniques and tips. When my desk finally arrives, I plan to put each of these piles into the lateral file cabinet. And finally I will be organized once more and can kick back with my feet up, like the photograph of this editor that I remember reading way back when I had time to read.