Learn how to communicate effectively with physicians and get their feedback without interrupting their workflow. Discover the best methods, tools, and tips to collect and use feedback.

If you’re asking for meaningful feedback that a physician believes may impact patient care, costs, productivity, or another important aspect of their practice, they’ll likely be willing to speak with you directly in-person, in the phone or via text. Don’t be afraid to implement a direct approach to getting in touch with them.

How can you get feedback from physicians without disrupting their workflow?

As a case manager, you need to communicate effectively with physicians to evaluate and improve your services. However, you also want to respect their busy schedules and avoid interrupting their workflow. How can you get feedback from physicians without disrupting their workflow? Here are some tips to help you.

1 Choose the right method

Depending on the type and frequency of feedback you need, you can choose different methods to reach out to physicians. For example, you can use surveys, interviews, focus groups, or observation. Surveys are quick and easy to administer, but they may not provide enough depth and detail. Interviews and focus groups allow you to explore more complex issues, but they require more time and coordination. Observation lets you see how physicians interact with your services, but it may not capture their opinions and suggestions.

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Jennifer Lavender

Retired
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Trust their Staff. They are Physicians that trust their Staff to come to them when the higher Credentials are needed. Work with the People the Physician trusts. That provides Respect for their time - the one Resource they cannot make more of.

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2 Plan ahead

Before you ask for feedback, you need to plan ahead and prepare your questions and goals. You should have a clear purpose and scope for your feedback, and avoid asking too many or too vague questions. You should also consider the best time and place to approach physicians, and how long the feedback process will take. You should inform them in advance about the feedback request, and explain why it is important and how it will benefit them.

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3 Be flexible and respectful

You should respect the physicians' preferences and availability, and be flexible and adaptable to their needs. You should not interrupt them when they are busy or stressed, and you should not pressure them to give feedback if they are not comfortable or interested. You should also thank them for their time and input, and follow up with them if needed. You should acknowledge their feedback and show them how you use it to improve your services.

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Lacey McMullen

Manager Clinical Informatics at Crystal Clinic Orthopaedic Center
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One thing that has helped my efforts in this arena is to “read the room”. Even if you have scheduled time with the physician, they may not be as available as they thought or in the right mindset. Be open to rescheduling and not too attached to your own agenda. Listening and empathizing will always help. Being prepared and able to pivot at a moment’s notice doesn’t go unnoticed either.

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4 Use technology wisely

Technology can help you collect and analyze feedback more efficiently and conveniently. You can use online tools, such as email, web-based surveys, or video conferencing, to reach out to physicians who are not physically present or have limited time. You can also use software, such as spreadsheets, databases, or dashboards, to organize and visualize your feedback data. However, you should also be aware of the potential drawbacks of technology, such as technical issues, security risks, or lack of personal connection.

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Neil Mangus, MHA, FACHE

Senior Director at Orlando Health, Vice Chair at IU Fairbanks School of Public Health Alumni Board, Former ACHE Regent, Strategy & Marketing Leader, Business Development Pro, AI & Tech Enthusiast
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If you’re asking for meaningful feedback that a physician believes may impact patient care, costs, productivity, or another important aspect of their practice, they’ll likely be willing to speak with you directly in-person, in the phone or via text. Don’t be afraid to implement a direct approach to getting in touch with them.

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5 Collaborate with others

You do not have to do everything alone. You can collaborate with other case managers, health care professionals, or administrators to get feedback from physicians. You can share your feedback goals and methods with them, and ask for their support and input. You can also leverage their existing relationships and networks with physicians, and use them as intermediaries or facilitators. You can also learn from their experiences and best practices, and avoid duplicating or conflicting efforts.

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6 Evaluate and improve

Getting feedback from physicians is not a one-time event. You should evaluate and improve your feedback process regularly, and make sure it is effective and efficient. You should monitor and measure your feedback outcomes, such as response rate, satisfaction level, or service quality. You should also solicit feedback on your feedback process, and ask physicians how they feel about it and how it can be improved. You should also implement and communicate your feedback actions, and show physicians how their feedback makes a difference.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you get feedback from physicians without disrupting their workflow?

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1 Choose the right method

2 Plan ahead

3 Be flexible and respectful

4 Use technology wisely

5 Collaborate with others

6 Evaluate and improve

7 Here’s what else to consider

Case Management

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How can you get feedback from physicians without disrupting their workflow?

1

2

3

4

5

6

7

1 Choose the right method

2 Plan ahead

3 Be flexible and respectful

4 Use technology wisely

5 Collaborate with others

6 Evaluate and improve

7 Here’s what else to consider

Case Management

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