Time Management and Stress Relief for Health Care Professionals

1. Presented by Andrew O’Grady, LCSW-R

2. Today’s Goals • Discuss conference goals • Focus on time management • Making this as useful for everyone • There must be give and take. If someone has a question we can all try to assist.

3. Disclaimer • While all Health Homes have an overriding commonality and regulations they are all different. Each CMA agency, hospital, FQHC or wherever you may work is different. All supervisors are different. So while I will talk common language please note that some of what I say may be irrelevant to your specific job.

4. Your Day • 24 hours in a day • How are we spending it? • Likely an 8 hour work day (atleast it should be) • How do YOU use the 8 hours????

5. Fact and Fiction Stress and Time Management

6. All stress is bad FALSE • Good stress: such as excitement, thrills, safety etc. • Recognizing bad stress: such as burn-out, headaches, being overwhelmed • Stress can keep us sharp (Mike Tyson) • Stress can keep us safe

7. Planning my time takes more time YES UP FRONT BUT FALSE in the long term • Research shows the opposite • It will help you • It will organize you • You will be a happier you

8. A time management problem means that there is not enough time to get done what needs to get done FALSE • A time management problem is not using your time to your advantage. • A time management problem is something you can change. • A time management problem is something you have to change.

9. Being busy does not always mean that time is being used most advantageously TRUE • Work smart, not hard • Why are you so busy • We will complete exercise later that may explain it.

10. Feeling busy must mean I have a time management problem. FALSE • Not if you’re getting done what you need to get done. • You should feel busy if you are busy • Some days will be overwhelmingly busy. Is it a norm?

11. I feel okay, so I must not be stressed FALSE • Look for physical warning signs such as headaches, backaches, twitches • Job security? Are you oblivious?

13. Always Running?

14. Missing Key appointments?

16. Video Clip • https://www.youtube.com/watch?v=urb2720xKv0

17. AreOrganized?

18. What messes your day up?Clients that don’t keep appointments?

20. BUT…..was it you that did not keep the appointment?What A Supervisor thinkswhen you are not organizedYou Don’t CareYou are ForgetfulBad Communicator

21. Your Job has gotten more difficult! This is a FACT!!! It makes sense that you may struggle.

22. Poll of Room How many in this field for less than year? How many for 1-4 years? How many for 5-10 Years? How many for over 10 years?

23. Lets talk change • How many people have had what they do and how they do it change over the last month? • How bout over the past 6 months? • How bout over the past year? • And so on……………….

24. Increased Census Equals • Increased Everything • Crisis situations • Needs • Phone calls • Documentation

25. Increased Census Equals Increased need for Organization!!!!!!

26. Where is it all coming from? PRESSURE That trickles down….......... TO YOU!!!!!!!!!!

27. Where is it all coming from? DOH, OMH, OASAS designs. They roll out and have expectations, In turn the put it on Managed Care Companies and Health Homes  Managed Care companies Pressure Health Homes  Health Homes Pressure Care Management Providers  Care Management Providers pressure the Care Managers!!!!

28. Is it Fair???? • It is not fair • However in this time of change it is unfortunately necessary until we get to place of stability. • It is horribly stressful on management as well!

29. Let’s Wake Up ThoughThe State and HH and MCO’s have been patient. Care Managers need to be Organized • Your work is being monitored by people other than your supervisors (Electronic communication means real time data) • What are they looking for?

30. Quality Review • First Outreach Attempt within 5 Days • Comprehensive Assessment completed in 30 days • Consent Form completed • Care Plan completed within 30 days of Assessment • HH look for measures that show that you are providing active care management

31. Quality Review continued • HCBS Assessments • Extended care plans • Roster changes if Medicaid status changes • EASY TO ASSURE ACCURACY What else??? Complain, it’s OK!!! Make Notes of Everything YOU Do!!!!!!!!!!

32. Quality Review Now the MCO are generating reports. Talk about Big Brother • They know in real time when a person goes to ER • They know in real time when a D/C for an inpatient stay will happen. • They know in real time if a prescription was filled. • This will help us all do our jobs better!!!!!! However Make Notes of Everything YOU Do!!!!!!!!!!

33. Organization is Key • For those who feel they need help in this area… • ASK YOURSELF • Is your desk a mess? • Do you have an accurate list of clients? • Does the list include? • Medicaid recertification date? • PCP Name • Clinician name

34. Negative Outcomes • Late for appointments • Not returning phone calls • Frustration • Personal Toll • No Sleep • Short with family • Working from home to catch up

35. Verbalizing how many clients you have to other clients • Late for appointments • Not keeping appointments • Forgetting key paperwork • Short with co-workers and clients

36. VIDEO CLIP • https://www.youtube.com/watch?v=cDDWvj_q-o8

37. I submit to you that you cannot be as empathic as you should if you are unorganized because Being unorganized = stress.

39. Exercise • Break into groups of???? • Someone in your group has a calendar? • Choose a typical day from the calendar • You have the things that must get done? • Now place a time next to the task that it will take to complete. • Now add the BEFORE AND AFTER TIME • Now letter them in order of most important • Now put the number of work hours you have • And next to it put the total time those tasks took

40. You will have realized • You will realize you should have much more time? • You will realize you are scheduling too much? • You will realize you are not prioritizing what is important? • You will see where there is room for improvement DISCUSSION

41. Identifying Techniques That Work For You • Getting organized: take one hour (or day) to clean out your desk or briefcase etc.

42. Identifying Techniques That Work For You • Order office supplies: binders, briefcase, writing materials, special pens, carrying case with latch on top to hold papers etc.

43. Identifying Techniques That Work For You • Set your watch 5 minutes ahead

44. Identifying Techniques That Work For You • Setting an alarm that goes off 15 (or whatever time you need) prior to an appointment • Use a head set if your work place is too noisy

45. Identifying Techniques That Work For You • Learning the difference between knowing that you need to do something right now or knowing that it can wait.

46. Identifying Techniques That Work For You • Identify your prime time (morning/afternoon) and do your hardest task at that time • Don’t leave the end of your day a disorganized mess

47. Identifying Techniques That Work For You • Ask for help when you need it • Have a place for everything and put everything in it’s place (Garage)

48. Identifying Techniques That Work For You • Use rewards for yourself after completing a task or at the end of the day • Figure out where you are wasting time

49. Identifying Techniques That Work For You • Make a “to do” list at the beginning of every day, review it throughout the day and check off or cross out each thing as you go along-you’ll begin to feel like you are accomplishing things.

50. Organization and Time Management It will make you shine!! You will be: • More empathic • More patient • Happier • More detailed You will be a better Care Manager A better Team player A better Supervisor A better family member and a happier person