Does your practice feel a little chaotic sometimes? You’re not alone. Each week in Calm the Chaos, I’ll share actionable strategies, real-world stories, and simple tech solutions to help you take control and create a better experience for your patients and team.

Let’s get started with a story that shows how one small change made a big difference for a practice we worked with in California.

STORY TIME:

How a Sports Medicine Practice Fixed Missed Calls

BEFORE THE FIX:

A busy sports medicine practice was struggling to keep up with the volume of incoming phone calls. Athletes and patients needed quick answers, but staff were overwhelmed with scheduling requests and inquiries. Missed calls were becoming the norm, leaving frustrated patients and missed opportunities.

THE SOLUTION

We implemented web chat on their website, giving patients an easy way to reach out for appointment requests or questions. This allowed staff to focus on in-office tasks while still capturing every potential lead.

THE RESULTS

• Their missed call rate dropped from 41% to 6.9% in just 90 days.
• They scheduled an additional 101 more new patient visits per month.
• Patient satisfaction scores improved significantly.

Want to see how web chat can work in your practice?

Schedule a FREE walkthrough with me to explore how My Practice Bridge’s web chat can help you streamline communication, capture more leads, and boost patient satisfaction.

ACTIONABLE TIPS FOR THE WEEK

Set Up a Knowledge Base

One of the easiest ways to improve efficiency is by creating a knowledge base for your team.

Here’s how to start:

• Identify FAQs: Think about the most common questions your staff or patients ask (e.g., insurance plans, fees, procedures).
• Document Consistent Answers: Create clear, concise responses to those questions.
• Store It Online: Use tools like Google Sheets, Notion, or even Trello for easy access and updates.

A well-organized knowledge base helps your team provide faster, more consistent answers—saving time and reducing stress.

TANIA'S TECH TIPS:

Loom

This week’s featured tool is Loom—a free video recording tool that lets you create quick training videos for your team.

How It Works:

1. Record your screen and voice to walk your team through tasks like using your EHR system or handling patient communications.
2. Share the link instantly—no bulky file attachments needed!

Where to Check It Out:

👉Explore Loom Here 

Pro Tip: Use Loom to document onboarding processes or demonstrate how to use your knowledge base. It’s an easy way to ensure consistent training without taking up your time.

Small Changes, Big Results

Does managing your practice feel overwhelming at times? The key is finding small, strategic solutions that reduce chaos and create clarity for your team.

That’s exactly what my course, Everyone’s a VIP: Mastering Patient Communications for Excellence, is designed to do. It’s packed with tools and strategies to help your practice provide consistent, high-quality patient communication—and I can’t wait to share it with you.

Make Every Patient a VIP

Want to be the first to know when my course launches? Join the waitlist for Everyone’s a VIP: Mastering Patient Communications for Excellence!

By joining the waitlist, you’ll get:

• Early access to the course.
• A special bonus only for waitlist members.
• Tips to start improving patient communication even before the course launches!

Don’t miss your chance to get ahead of the chaos.

CLICK HERE TO JOIN THE WAITLIST

Every small improvement you make in your practice is a step towards achieving excellence. Remember, your dedication to your patients and your team can spark meaningful change.

You’ve Got This!