The Hive Practice Autopilot Program
The Easiest Way To Roll Out Best Practice Processes Within A Reliable and Proven Workflow Management App
Podio is now really helping us with some key challenges in managing all the communication and task allocation in our practice. The workflows are amazing, as they can be tailored exactly to what works best in our practice. With the orthotic work flow, in particular, any one of the team knows exactly where an orthotic is at every stage of the process. We’re also using it to keep track of 3rd Party Approvals we’re waiting on and for Footwear orders.
From keeping track of incoming phone calls so we can measure our conversion rate to managing projects such as the practice newsletter, Podio keeps everyone in the loop. Daily, weekly and monthly tasks are better managed too. As practice owners and managers who are not always on site, Podio pulls it all together so we can see what’s going on at any time.
Yes, We Know That You Know Systems Are Important …
The fact is we all know how important systems are to any organisation, and yet proper process documentation is one of the greatest weaknesses in most health practices. Well documented systems are one of the most valuable assets you can have in your business.
In your practice, the job of your practice SYSTEMS is to enable you to have …
- The right person
- Doing the right thing
- The right way
- With the right tools
- At the right time
While this sounds simple (and it is), the reality is that it’s not easy if you don’t have everything set up properly to start with. We created The Hive Practice Autopilot program to ensure you’ve got best practice systems in your practice.
An Un-systemised Business = The Single Biggest Cause of Frustration For Practice Owners
You’re not alone … almost all private practice professionals experience FRUSTRATION with:
- technology
- speed of implementation of projects
- the team not doing what they are supposed to
- having to “put out fires” caused by other people
The good news is that a huge proportion of the problems experienced in private practice are not the direct fault of your employee.
They are simply the result of a poor system, or no system.
94% of the problems or defects in an organization are caused by ‘the system.’
Is A Lack Of Process Tools and Documentation Holding Your Practice Back Too?
Many private practice owners struggle to grow their business past a certain point and in most instances, it’s because they haven’t found a way to achieve leveraged repeatable excellence.
What’s the most effective way to achieve that?
- Create PROCESS DOCUMENTATION for all the activities of your business, and
- Manage, host and share that information via best practice business tools
We developed The Hive Practice Autopilot program to ensure that you have the framework to remove the reliance on you to get things done.
Wouldn’t you rather someone else did the “systems heavy lifting” for you and your team to
- create your operations manual, and
- set up a system for task automation, team communication and tracking of everything happening in your practice …?
The Hive Practice Autopilot Program – 6 Stages To Systems Success
How The Program Is Delivered …
With every aspect of Podio, we are able to consolidate and streamline processes, tasks, and communication. We are easily able to set repeating tasks for admin staff members, practitioners and even management. Not only setting repeating tasks, but also easily allocating one off tasks, tasks for projects, or even setting up tasks for yourself.
It is easy to track how the team are trending with tasks, and even easier to be able to change or edit frequency and details with each and every task. The admin team absolutely love it! And – it is so easy to use !!
The Podiatrist team are not only able to keep track of up and coming orthotics to make (as well as our lab technician), but we can also report on orthotic trends with every Podiatrist.
The Hive Autopilot has definitely been a game changer for us.
The Hive Practice Autopilot – More Questions Answered
I’m not ready yet. Can I start in 3 / 6 / 12 months?
Sure – you need to plan big projects first, and you need to make sure your FOCUS is on the most important projects for you right now … however,
Is Any Time Ever Exactly Right To Start An Important Project …
If you’re waiting for your practice to be operating perfectly before starting this … then the reality is you’re never going to get around to it.
The Hive Practice Autopilot program is in fact the easiest way to roll out systems in your practice because we do all the heavy lifting for you.
So have a quick check-in with yourself to ask whether it’s a reason or an excuse that you’re using to put this off yet again.
What if I’ve already got my processes in Google Drive / OneDrive / Dropbox?
This is an awesome starting point … much better than a dusty folder on the shelf, and supremely better than nothing.
We’ll help you optimally organise your files, and bring the actual processes from those docs into our Podio processes app.
When should you use task and project management software in your practice?
Are you regularly losing track of what needs to get done? Do job deadlines get missed?
These are big red flags that indicate you need a better system for managing your workflow.
Here are some of the benefits of using Podio – our preferred solution …
- Visualise workflows
- Add tasks and ideas on the go … from the desktop or smart device – before you forget (plus get reminded automatically when it becomes due)
- Accountability – add due dates and assign responsibility and everyone on the team can see it
- Easily search to find instructions and tasks
- Communication across the whole team, as well as direct chat
- Draw attention to both the bigger picture and the details
Why “Podio” instead of Asana, or Trello or Monday.com or (insert long list of awesome project management tools)
These tools all excel at working out who does what by when.
Podio adds another layer to this, which allows you to add in the “how” on top. That is, it can do “System Documentation Management” as well … PLUS, you can completely customise your workflows in a much more sophisticated way.
Sure, you can hack ASANA and Trello to do this to some extent, but they’re not really designed to fulfil the role of an operations manual.
We love these other tools too, but if you’re using one of them, you’ll need to use another tool (like an intranet or a custom SOP app) to document your step by step processes for how to complete tasks, as well as your policies.
How much does Podio cost?
The plan we are going to suggest for you is currently $24 USD per month (which includes a lot of automation functionality which is not available in the free plan)
We’ll work out the timing for upgrading your free Podio account in your initial 1-1 Strategic Systems Planning Session
Why not just do it myself?
Here’s the checklist you should use to assess whether to go DIY …
- We have a very clear functionality chart the practice processes are already mapped to a functional role, as well as to a specific team member.
- We have a systems champion in our team, and everyone has been trained in how to create and record a clear process. (We have a system for creating systems!)
- We have at least one “technology champion” on the team
- We’ve only been “talking” about doing this for 3 months or less – (if it’s been on the to-do list for 3 years, chances are it will still be on that list in another 3)
Make sure you consider the real cost of DIY as well …
It’s likely that the wage bill alone for internally creating the equivalent systems we’ll develop together in your practice over the course of The Hive Practice Autopilot Program would exceed $30,000 … and that’s not even including “lost opportunity” cost.
My practice is in another country outside Australia / New Zealand / UK
Welcome – glad you stopped by The Hive website.
The beauty of cloud based systems is that you can log in from anywhere in the world.
Additionally, since we run multiple live Q&A sessions each month, you’ll be sure find a time that is suitable for you, and all 1-1 sessions will be scheduled according to your own calendar availability.
I’m not a physiotherapist or podiatrist … will this be suitable for all healthcare businesses?
At The Hive, we work with Health professionals from a variety of disciplines.
If you have a business model in which income is derived from practitioners seeing patients, then Practice Autopilot will be suited to your business.