Introduction
Maintaining the steady flow of things at a mental health practice has its unique challenges, but is a passionate pursuit linked to the many aspects of patient care. As a medical doctor, I’ve experienced firsthand how administrative tasks consume a significant portion of the day at my practice and in the mental health field, it has been reported that nearly 40% of a provider’s time can be lost to paperwork [1].
Concerning right? Because mental health providers should be spending the majority of their valuable time on patient care and not on managing patient records, scheduling appointments or billing.
Not only do administrative burdens increase wait times for clients, but they also can lead to occupational stress, dissatisfaction and burnout among care providers. Both the quality and accessibility of mental health care is affected and so there is a need to reduce administrative burdens and address capacity constraints.
More About ‘Admin’
Administrative tasks that are commonplace in healthcare include progress note taking, patient record management, appointment scheduling and billing. Although you must complete these tasks, they could become overwhelming and lead to…
…Administrative burdens, which are the cumulative effect of these tasks on healthcare providers. Like the name says, they burden providers with excessive paperwork and detract from the primary goal of patient care. According to the American College of Physicians (ACP), these office hassles can differ from payer to payer and may change frequently, adding complexity and frustration for healthcare providers [2].
And guess what? Admin burdens also affect patients! A 2021 study by the Health Services Research journal showed how 73% of patients had to do at least one administrative task in the past year. Among those patients 1 in 3 had delayed or even foregone care because of these tasks [3],
The Impact on Wellness Care
As we may know, most licensing bodies and laws mandate that notes must be written during appointments, and progress notes can take up a large amount of time during sessions. In a study of nearly 500 therapists, the average time respondents spent on each note was approximately 8 minutes. Combining this with the average number of wellness clients seen per week — 16-20 — means that if a therapist sees 18 clients in one week and spends 8 minutes per note, they are spending approximately 2.5 hours each week, or 10 hours a month, just writing progress notes! Now imagine that the same therapist has more than 18 clients weekly, spends more time on each note, or handles an admission, crisis, complex case, extended session, couples or family sessions, groups, or consultations with other professionals, the time spent on monthly note-taking will increase significantly.
The direct effect on care includes:
- Job dissatisfaction and burnout: Excessive paperwork leads to burnout and higher turnover among mental health professionals.
- Less availability for appointments: Making time for note writing reduces time slots for client appointments.
- Less time with clients: Long note writing times may lead to shorter sessions, limiting the help you can provide.
- Higher rate of no-shows and disengagement: Focusing on detailed notes during sessions can distract you and make clients feel disengaged.
Addressing these capacity constraints as a direct effect of increased administrative tasks will ensure reduced burden in order to improve patient outcomes.
Solutions
To try and alleviate the negative impact of administrative burdens, various tools and methods can be implemented:
- Use AI!: Not only can Artificial Intelligence churn out a fancy poem, they can also automate everyday tasks like appointment scheduling, billing, and patient follow-ups. Even patient inquiries and reminders can be done by AI chatbots, for example, which would free up staff time and reduce burden.For example, SnehAI, an AI-driven chatbot in India, efficiently handled 8.2 million messages in five months, providing vital health information and reducing administrative workload.
- Practice Management Software: Advanced software automates and streamlines tasks, which saves time and reduces errors.
- Implement Telehealth Services: Telehealth platforms allow remote consultations, reducing the need for in-person visits and associated administrative tasks.
- Utilise Electronic Health Records (EHR): EHR systems centralise patient information, making it easier to manage records, share information with other providers, and reduce duplication of efforts.
Conclusion
Embracing technology in mental health practices can significantly reduce administrative burdens. Implementing AI solutions, practice management software, telehealth services, and EHR systems improves efficiency, job satisfaction, and patient care quality. These advancements are crucial for creating a more effective and sustainable mental health care system.
Learn More: Find out how Cogni supports providers at Cogni’s website
References:
1.Sullivan G, Jinnett KJ, Mukherjee S, Henderson KL. How mental health providers spend their time: a survey of 10 Veterans Health Administration mental health services. J Ment Health Policy Econ. 2003 Jun;6(2):89-97. PMID: 14578541.
2.Erickson, S.M., Rockwern, B., Koltov, M. and McLean, R.M. (2017). Putting Patients First by Reducing Administrative Tasks in Health Care: A Position Paper of the American College of Physicians. Annals of Internal Medicine, 166(9), p.659. doi:https://doi.org/10.7326/m16-2697.
3.Kyle, M.A. and Frakt, A.B. (2021). Patient administrative burden in the US health care system. Health Services Research, 56(5). doi:https://doi.org/10.1111/1475-6773.13861.