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 talk about how hyper-organization can turn overwhelming tasks into calm, structured systems.

STORY TIME:

How a Pediatric Practice Transformed Chaos into Calm with Trello

BEFORE THE FIX:

AA busy pediatric office was drowning in disorganization. Critical information for providers was scattered—in file cabinets, emails, and even on sticky notes. Whenever a credentialing update was needed, the manager would scramble to locate missing details, often missing deadlines and adding stress.

THE SOLUTION

We introduced Trello and showed the team how to:

• Centralize all important information.
• Organize documents and tasks into easy-to-access boards and cards.
• Maintain a master file for providers and the practice, so everything was at their fingertips.

THE RESULTS

• Deadlines were consistently met.
• Stress levels dropped significantly.
• The practice felt in control, knowing everything they needed was securely stored and easy to find.

Chaos turned into calm—and it all started with getting hyper-organized.

ACTIONABLE TIPS FOR THE WEEK

Think About Helping Your Future Self

• Don’t Leave a Trail of Chaos:
  • Imagine your future self—or someone stepping into your role—needing to locate critical information fast.
  • Avoid scattered systems. Create a centralized place for storing vital details that anyone on your team can find quickly.
• Build Systems, Not Silos:
  • Treat your practice operations like patient charts—document everything clearly.
  • If you didn’t document it, it didn’t happen—leave breadcrumbs and nuggets of knowledge for your team.
• Organize for Emergencies, Not Just Convenience:
  • Ask yourself: If something happens to me, how will my team access the information they need?
  • Tools like Trello make it easy to tag team members, set deadlines, and label tasks, so nothing slips through the cracks.

By building systems today, you’re creating calm and confidence for tomorrow.

TANIA'S TECH TIPS:

Tool Highlight: Trello

This week’s featured tool is Trello, the perfect system for managing credentialing tasks for new providers and keeping ongoing updates organized.

How It Works:

1. Collaborate in Real Time
   
   • Tag team members to assign tasks and track progress together.
2. Maintain a Master File for Quick Access
   
   • Create boards for each provider or task.
   • Add cards for payers and deadlines, using labels like “In Progress” or “Complete” to track status.
3. Automate Reminders and Due Dates
   • Store critical information—licenses, NPI numbers, contracts, and more—in one secure place.
   • Attach documents and checklists directly to cards so they’re always accessible.

Pro Tip: Transparency is key. The more organized your system, the less time your team will spend searching for answers.

Schedule a Call With Me:

Schedule a call with me so I can show you exactly how this works in Trello!

WHAT I'M READING

The One Thing by Gary Keller

This week, I’m diving into The One Thing by Gary Keller. The book is all about focusing on what matters most—eliminating distractions and narrowing your focus to the one thing that will make the biggest impact.

Excerpt from the Book:

"Success is built sequentially. It’s one thing at a time." – Gary Keller

Takeaway:

Hyper-organization isn’t about fixing everything at once—it’s about tackling one area at a time to build momentum and clarity.

Small Changes, Big Results

Feeling overwhelmed with billing and collections? Join me for my upcoming webinar on January 23, 2025 — 7 Communication Mistakes Medical Practices Make (And How to Fix Them).

I’ll cover strategies like:

• Using Trello to track credentialing and payer tasks.
• Streamlining repetitive workflows with templates and reminders.
• Creating consistent systems to eliminate chaos and save time.

BONUS: Live attendees will receive a FREE copy of my book, Medical Practice Makeover, as my gift for joining.

REGISTER FOR THE WEBINAR HERE

You’ve Got This!