Pace MediSystems

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...

02/06/2025

10 Myths About Systemisation That Need Debunking

After years of helping medical practices implement systems, I've heard every excuse in the book.

Let's bust these myths once and for all.

1️⃣ "Systems Kill Creativity"
Wrong. Systems handle routine tasks so you can focus on creative solutions.

2️⃣ "It Takes Too Much Time"
Actually, you're losing more time without systems. Invest once, benefit forever.

3️⃣ "We're Too Small for Systems"
The best time to implement systems? When you're small. Growth becomes easier.

4️⃣ "My Practice is Different"
Every practice is unique, but core processes are universal. Systems can be customised.

5️⃣ "It's Too Expensive"
The real cost? Operating without systems. Think about the mistakes, delays, and inefficiencies.

6️⃣ "My Team Won't Follow Them"
When systems make work easier, teams embrace them. It's about proper implementation.

7️⃣ "Everything Works Fine Already"
'Fine' is the enemy of excellence. Systems turn 'fine' into 'fantastic'.

8️⃣ "I Need to Create All the Systems"
False. Your team should help create systems. They know the work best.

9️⃣ "Systems Are Too Rigid"
Good systems are flexible and evolve with your practice. They're living documents.

🔟 "It's All About Software"
Software supports systems, but clear processes come first. Start with a written outline if needed.

In all honesty:

✔ Systems free you from chaos.
✔ They multiply your effectiveness.
✔ They create consistency.

💭 Which myth has been holding you back?

Let me know in the comments below!

20/02/2025

Hi there! I’m excited to connect with you! 👋

With over 20 years in the medical field—spanning General Practice, skin cancer clinics, and plastic surgery practices—I’ve seen firsthand the daily challenges that practices face.

🔍 A Common Pain Point: Inefficient Systems
One issue that comes up time and time again? A lack of clear, efficient, and well-documented systems.

This often leads to:
❌ Inconsistent patient experiences
❌ Bottlenecks and inefficiencies in daily operations
❌ Poorly structured training for new and existing staff
❌ A decline in overall customer service

💡 My Mission: Work Smarter, Not Harder
I’m passionate about helping medical practices streamline and systematise their operations—so they run more smoothly, efficiently, and profitably.

By focusing on effective systems, "We unlock the full potential of both the practice and its staff."

Imagine a practice where:
✅ Processes are clear, simple, and scalable
✅ Your team is well-trained and confident in their roles
✅ Productivity increases, reducing stress for everyone
✅ Patient care is consistently exceptional

🚀 Let’s Make It Happen
The good news? These challenges are solvable—with the right strategies in place!

I’ll be sharing practical tips, insights, and proven approaches to help you transform your practice, so stay tuned!

Are you ready to take your practice to the next level? Let’s work together to create a thriving, systemised, and stress-free future in healthcare!

✨ Follow along for regular updates! ✨