By Michael Tackitt, Medical Operations Consultant and Director of Operations at Brownfield Regional Medical Center
In today’s evolving healthcare environment, particularly in Rural Health Clinics (RHCs), operational efficiency is more than a goal — it’s a necessity. As a medical operations consultant, I, Michael Tackitt, have worked extensively with clinic leaders to streamline workflows, reduce patient wait times, and ensure compliance without compromising care quality.
This post outlines key lessons and strategies from my work in the field to help RHCs navigate the complex intersection of patient needs, regulatory compliance, and staff workflow.
Why Reducing Patient Wait Times is a Top Priority
Patient experience is tightly linked to how long people wait for care. Recent data shows that:
- 23% of patients will leave before seeing a physician if wait times are excessive
- 20% may switch providers altogether
- 22% will tell others not to visit the clinic
- Nearly 10% will leave negative reviews
These numbers have real implications for patient retention and clinic reputation. Reducing wait times is one of the most powerful ways to improve both.
Optimize Patient Flow: Think Like a River, Not a Dam
The best operational models allow for uninterrupted, logical movement — like a river. When patient flow becomes a series of bottlenecks, satisfaction and outcomes suffer. Using spaghetti diagrams to map your workflow is an excellent first step in identifying the “dams” holding you back.
Common obstacles I’ve encountered in RHC operations include:
- Registration and insurance verification delays
- Poor rooming strategies and space inefficiencies
- Unprepared charts for complex visits
- Physicians overloaded with administrative tasks
- Clinical staff responsible for referrals and authorizations
Practical Fixes for Immediate Impact
These challenges can be addressed with focused operational strategies:
- Streamline Registration: Implement pre-registration and real-time insurance verification tools. Don’t schedule beyond your real-time capacity.
- Improve Rooming Logistics: Align staff availability with room capacity and eliminate redundant steps.
- Prepare for Complex Visits: Use chart prep time wisely — it saves time during the visit.
- Support Your Providers: Delegate administrative tasks and equip physicians with efficient tools and documentation workflows.
- Reassign Administrative Burdens: Remove non-clinical duties like referrals and prior authorizations from clinical teams whenever possible.
Borrow From Industry: The Henry Ford Model for Healthcare
I often tell teams to borrow from automotive manufacturing, where efficiency is everything. A few operational principles apply surprisingly well in clinics:
- Place frequently used items within easy reach
- Design physical spaces for a one-direction flow
- Standardize repeatable processes
- Encourage accountability at every step
- Embrace continuous improvement (Kaizen) for sustainable gains
Final Thoughts from Michael Tackitt
Operational success in healthcare doesn’t come from overhauling everything overnight. It’s about identifying friction points, applying practical tools, and refining systems one step at a time.
If you’re a clinic leader, healthcare administrator, or operations professional, I hope these strategies help you build a more efficient and patient-friendly environment.
To learn more or connect directly, feel free to reach out. I’m Michael Tackitt, and I specialize in helping rural healthcare teams turn chaos into clarity through proven operational strategies.
