Pace MediSystems

16/12/2025

Why So Many Practice Managers Burn Out, and How to Fix It

Feeling overwhelmed as a Practice Manager?

You’re not imagining it. When everything feels urgent, burnout sets in fast.

But the real cause of the overwhelm usually isn’t how much work there is.
It’s spending too much time on the wrong work.

That’s why the 80/20 Rule matters.
2020% of your tasks drive 80% of your results, if you know which ones they are.

Here’s how to apply it in your practice:

1️⃣ Start with high-impact tasks
Focus on what directly affects revenue, patient experience, or operational stability:
✔ Keeping bookings flowing
✔ Reducing admin errors
✔ Strengthening the patient journey
✔ Making sure key systems run smoothly (billing, phones, data)

2️⃣ Categorise before you act
Sort tasks into high, medium, and low value.
Then protect your time for what matters most.

3️⃣ Systemise repeatable work
If something happens daily or weekly, it should have a process.
This cuts down on rework and frees up mental space.

4️⃣ Stop multitasking
Every time you switch tasks, your brain needs about 20 minutes to refocus.
Batch similar tasks together. Switching just burns time.

A real example from this week:
A new Practice Manager was trying to manage phones, clinics, onboarding, patient transfers, and system issues all at once.

Once we applied the 80/20 Rule, her true priorities became clear:
✔ Patient journeys
✔ Revenue-related admin
✔ Systems that reduce rework
Everything else moved lower on the list, and the pressure dropped right away.

You don’t need to do more. Just focus on what actually moves the business forward.
What’s one low-value task you could delegate or systemise this week?

10/12/2025

Most of us move from year to year without pausing to consider how our own habits shape that experience.

We focus on goals, outcomes and responsibilities, but rarely on the small personal patterns that quietly drain us. And because of that, the new year often starts at the same pace as the last one ended… fast, reactive and crowded.

But a lighter year doesn’t come from doing more.

It comes from choosing one simple, sustainable shift that protects your energy and brings more clarity into your day.

If you’re unsure where to begin, try one of these:

• Your mornings: What’s one thing you could stop or start that sets a calmer tone?
• Your boundaries: Where could a small “no” make more space for what matters?
• Your mental space: What daily pause, even 60 seconds, could help reset your focus?

Last year, I changed one small part of my morning routine. I now start each day with a walk with my dog. No phone, no emails and no rush. Just movement, fresh air and a moment to arrive in the day.

That small shift gave me more clarity and grounded energy than any productivity hack ever has.

Sometimes the smallest shift creates the largest sense of freedom.

If there were one personal shift you could carry into 2026, what would you choose?

04/12/2025

For years, I wore "busy" like an achievement.

Back when I worked as a practice manager, I thought being the busiest person in the room meant I was doing it right.

My schedule was packed, my to-do list endless, and my free time?

Non-existent.

I thought it made me look hardworking, dedicated—even indispensable.

But here’s what I’ve learned: being busy doesn’t mean being effective.

In reality, “busy” often hides deeper problems:

🔸A lack of solid systems
🔸Poor boundaries and time management
🔸A focus on quantity over quality

Here’s the hard truth I had to face:

Being too busy made me less productive, more reactive, and constantly on the edge of burnout.

When I finally stepped back, I realized this:

The most successful people and practices aren’t busy; they’re intentional.

They focus on:
✴️Streamlining and delegating low-value tasks
✴️Prioritising what truly makes an impact
✴️Protecting their time for deep, meaningful work

So next time you catch yourself saying, “I’m so busy!” ask:

Are you busy, or are you effective?

Does your busy-ness serve your goals, or does it just feel “safe”?

Being overwhelmed isn’t a badge of honour—it’s a wake-up call.

What’s one thing you’ve done to reduce busyness and focus on what matters most?

Let’s inspire each other in the comments.

28/11/2025

FEELING OVERWHELMED AT YOUR PRACTICE?

You’re definitely not alone!

But implementing effective systems can be a game changer for reducing stress.

Here’s how:

1️. Less Chaos
Clear systems dramatically reduce confusion. With structured processes in place, everyone knows their role, leading to a more organised and calmer environment.

2️. Empowered Teams
When staff are well-trained and confident, anxiety drops. Empowered teams operate smoothly, knowing exactly what to do without second-guessing themselves.

3️. Quick Access to Information
Centralised information makes decision-making seamless. No more endless searching—everyone can easily find what they need, saving time and reducing stress.

4️. Routines Bring Comfort
Establishing regular practices fosters predictability. When both patients and staff know what to expect, it creates a more serene atmosphere.

5️. Feedback Fuels Growth
Regular check-ins promote continuous improvement. Teams that engage in open dialogue feel more connected, reducing stress levels and enhancing cooperation.

Remember, building systems isn’t just about boosting efficiency; it's about cultivating a stress-free environment for everyone involved.

Let’s connect to explore how we can implement these systems in your practice!

27/11/2025

EVER FEEL LIFE YOUR PRACTICE IS RUNNING YOU INSTEAD OF THE OTHER WAY AROUND?

I've been there. As a former practice manager, I know that feeling all too well.

Here are three quick fixes that can bring immediate relief:

1️. The 15-Minute Morning Huddle. Start each day with a brief team meeting.
🔸Review the day's schedule
🔸Address potential challenges
🔸Align everyone's priorities

2️. The "Touch it Once" Rule. Stop letting tasks pile up.
🔸Handle emails when you first read them
🔸Complete documentation right after appointments
🔸Process paperwork as it comes in

3️. The End-of-Day Checklist. Create a simple closing routine.
🔸Review what worked today
🔸Prepare for tomorrow
🔸Document any system improvements needed

These aren't complex solutions.

They don't require fancy software.

But they work. Every time.

The key? Consistency in applying them.

Start with just one of these fixes tomorrow.

Watch how quickly things begin to improve.

Which of these would make the biggest difference in your practice?

Share your thoughts below!

24/11/2025

What Medical School Doesn't Teach You About Running a Practice

They taught you how to save lives.

But running a practice? That's a different kind of surgery altogether.

Here's what medical school never mentioned:

The Business Reality:
Great clinical skills don't automatically translate to practice success → Your time is worth more than you bill → Cash flow matters more than revenue → Staff costs can eat your profits alive.

The People Factor:
Managing staff is harder than managing patients → Leadership skills matter as much as medical knowledge → Your team's morale affects patient outcomes → Delegation is a survival skill, not a luxury.

The Systems Gap:
Without processes, chaos reigns → Efficiency determines profitability → Documentation saves more than patient records → Technology choices can make or break your practice.

The Personal Cost:
Your practice can consume your life if you let it → Boundaries are as important as expertise → Work-life balance needs to be prescribed → Burnout is a real business risk.

The Patient Perspective:
Clinical excellence isn't enough for satisfaction → Wait times matter more than you think → First impressions happen at reception, not in consultation → Patient experience drives referrals.

What I wish every doctor knew:

Running a successful practice isn't about working harder.

It's about working smarter.

With the right systems in place, you can: → Focus on patient care → Build a sustainable business → Actually enjoy your practice → Have a life outside work.

Doctors: What do you wish you'd learned about practice management?

02/09/2025

One of the things I value about being a Certified SYSTEMologist® is the focus on action over hype. SYSTEMology quickly moved to explore the real-world use of ChatGPT, running hands-on sessions that help SYSTEMologist and our clients apply AI in ways that improve how our businesses run.

Over the past 10 days, I joined three sessions:

1. Custom ChatGPT Masterclass
2. AI for Busy People
3. Bonus Q&A on Custom GPTs

We covered how to design GPTs tailored to specific workflows, how to compare tools like ChatGPT, Google Gemini, and Microsoft Copilot, and how to integrate AI into core systems instead of treating it as a side project.

What stood out to me was how far beyond big tech AI adoption has reached. On a SYSTEMology field trip to the Philippines early last year, we visited BPO centres already exploring AI agents as part of their efforts to improve operations. Even then, it was clear that AI was starting to play a serious role in business process design around the world.

Right now, I’m using ChatGPT in my consulting work with medical practices, helping them reduce admin load and free up staff for patient care. While OpenAI’s tools offered a simple entry point, the growing presence of AI in Microsoft and Google platforms now provides more secure, compliant options for data-sensitive environments like healthcare.

This is where things are headed: AI-driven systemisation. “Systems create clarity”. AI adds speed and consistency. Together, they help practices scale and improve outcomes but AI only works well with structure. Documented systems act as the blueprint. Without them, AI is guessing. With them, it delivers reliable results.

How is your practice approaching AI integration?

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06/08/2025

Want to know the one thing I've noticed in every thriving medical practice?

The 3 habits every successful clinic team share:-

- It's not fancy software.
- It's not expensive equipment.
- It's not even, perfect processes.
- It's consistency.

The most successful clinic teams make consistency their superpower.

Here's what this looks like in action:

1. MORNING HUDDLES

They start each day the same way.

- Quick team check-ins.
- Clear priorities set.
- Everyone aligned.

2️. STANDARD PROCEDURES

They follow documented processes.

- Every single time.
- No cutting corners.
- No "I'll do it differently today."

3️. COMMUNICATION ROUTINES

They maintain regular updates.

- Keep information flowing.
- Share important notes.
- Follow up consistently.

The best part?

This habit costs nothing to implement.

It requires no special training.

Yet it transforms everything.

When consistency becomes your team's habit:

- Fewer mistakes happen
- Staff stress decreases
- Patient satisfaction improves
- Practice runs smoothly

What's one area in your practice where you could be more consistent?

Share below - let's learn from each other!

04/08/2025

Have You Ever Felt Overwhelmed Trying To Manage Your Practice?

You're not alone—a thriving medical practice is built on a strong foundation.

After years in this field, I’ve pinpointed -

🌟 The 5 Core Pillars of an Efficient Medical Practice 🌟

That can elevate your practice's efficiency and patient care.

Let’s take a closer look! 🔍

1️⃣ Streamlined Administration: The backbone of your practice. Automation of scheduling and documentation can drastically reduce hours spent on mundane tasks, allowing you to focus on helping patients. When admin flows smoothly, so does patient care.

2️⃣ Comprehensive Staff Training: Your team is your greatest asset. Investing in their growth is investing in your practice’s future. When everyone is trained and empowered, it ignites a sense of ownership that translates into exceptional patient experiences. 🌱

3️⃣ Patient-Centric Communication: How you interact with patients speaks volumes. Keeping lines of communication open fosters trust and shows you care. Regular updates and clear instructions help them feel involved in their own healthcare journey. An engaged patient is a loyal patient!

4️⃣ Centralised Management Systems: It’s time to work smarter. Implementing comprehensive systems ensures everyone is on the same page. When your tools are integrated and accessible, errors decrease, and efficiency skyrockets.

5️⃣ Regular Performance Reviews: Reflection is a powerful tool for growth. Regular check-ins help identify bottlenecks and celebrate wins. This practice aligns the team with your vision and ensures everyone is committed to high-quality patient care.

✨ Let's remember—building an efficient practice isn't about doing more, it’s about doing it right. By focusing on these five pillars, we can cultivate an environment that supports both providers and patients.

If you're looking for ways to strengthen your practice's foundation, let’s connect! Together, we can work towards greater efficiency and improved patient care.

15/07/2025

Why Overworking Yourself Won't Help Your Practice (or You)

Let me share something I learned the hard way as a practice manager.

Working longer hours doesn't equal better results. In fact, it often makes things worse.

Here's what really happens when you overwork:

1️⃣ Your Decision-Making Suffers. Your brain gets foggy. Simple tasks take longer, and mistakes start creeping in. Quality drops when exhaustion kicks in.

2️⃣ Your Systems Break Down. You start taking shortcuts and documentation gets messy. Important follow-ups get missed, and chaos slowly creeps into your well-planned processes.

3️⃣ Your Team Feels It. They sense your stress and overwhelm. Morale drops, productivity suffers, and the whole practice feels the weight of it.

4️⃣ Your Health Takes a Hit. Sleep quality decreases while stress levels rise. Your energy tanks, and recovery time gets longer with each passing day.

The truth? A well-rested practice manager makes better decisions and creates better systems.

You can't pour from an empty cup. Your practice needs you at your best, not your most exhausted.

Remember: Working smarter always beats working longer.

💭 What's one thing you could do this week to work smarter, no longer?

14/07/2025

Common Reasons You Might Feel Overwhelmed

As a practice manager, I often felt buried under endless tasks. It was hard to keep up and maintain a work-life balance.

Does this sound familiar?

Common Reasons You Might Feel Overwhelmed:

▶ Unorganised Systems
Without clear systems, everything feels chaotic.

▶ Too Many Manual Tasks
Repeating the same tasks drains your energy and time.

▶ Lack of Team Support
When your team isn’t fully equipped, it slows everything down.

▶ Poor Time Management
Juggling too many responsibilities can lead to burnout.

▶ Inconsistent Communication
Misunderstandings create extra stress.

Simple Fixes to Get Back on Track:

🔹 Streamline Your Systems: Organise your processes so everything is easy to find and manage.

🔹 Automate Tasks: Use software to handle repetitive work, freeing up your time for what matters most.

🔹 Empower Your Team: Provide training and tools to help your team work more efficiently.

🔹 Prioritise Tasks: Focus on what’s most important and set clear boundaries to protect your time.

🔹 Improve Communication: Use clear channels and regular check-ins to keep everyone aligned.

Feeling overwhelmed doesn’t have to be your reality. Start with one change at a time and watch your practice become more balanced and efficient.

What’s one change you can make today to reduce being overwhelmed in your practice? I’d love to hear your thoughts!

19/06/2025

Ever feel like your practice runs you instead of the other way around?
In this quick video, I explain why most medical practices get stuck — and how documenting systems is the first step to freedom.
If you’d like help implementing this in your practice, send me a message 💬

In this video, I share why systemisation is more than just a buzzword—it’s a practical solution to some of the biggest challenges facing specialist medical p...