The 3 Ways DevOps Can Be Applied to Practice Management

The DevOps model has revolutionized software development. Can it do the same for practice management? Yes. And here’s how.

Entrepreneurial Physician

Key Takeaways

Applying DevOps principles of flow, feedback, and continuous learning can transform medical practices into efficient, patient-centered systems.
Automation, AI tools, and effective feedback loops streamline workflows, improve staff productivity, and enhance patient care.
Continuous improvement through goal-setting, data-driven adjustments, and team upskilling ensures practices remain adaptable and competitive.

Running a psychiatry practice today involves juggling countless moving parts—from managing patient flow to optimizing billing systems. It’s easy for inefficiencies to creep in, slowing down your operations and impacting patient care.

That’s where The DevOps Handbook by Gene Kim—a guide based on the concepts of the Theory of Constraints for building software development systems now understood as the discipline of DevOps—comes into play. It provides us with a very useful visualization to divide the stages of performance improvement, labeled “The Three Ways.”

Originally designed to improve software development, these principles—flow, feedback, and continuous learning—can help you create a smoother, more efficient psychiatry practice. They’re not just about saving time. They’re about making your practice better for patients and staff alike.

Let’s dive into how to apply the three ways of DevOps for practice management. You’ll learn how to remove constraints, establish effective feedback loops, and create a culture of constant improvement. By the end, you’ll see your practice not just as a workplace, but as a finely tuned system where every part works in harmony.

1. Establish Flow: Removing Constraints and Friction

Where Is the Bottleneck in Your Practice?

Think of your practice like a machine. Every part needs to work smoothly, or the whole system slows down. Start by mapping your workflows from end to end. This means following the patient journey from the moment they schedule an appointment to the final billing process. Break it into steps and ask yourself: where does the process stall? Are patients waiting too long for appointments? Is your staff overwhelmed with manual data entry? Identifying these bottlenecks is the first step to fixing them.

Let’s take scheduling as an example. If your team spends too much time juggling phone calls, consider offering online appointment booking. Patients want convenience, and your staff will appreciate having more time for other tasks. Another common bottleneck is incomplete clinical documentation. When notes pile up, care quality can slip. Using automated notetaking tools integrated with your EHR can help keep everything on track and reduce delays.

Eliminate Low-Value Tasks Through Automation

Low-value tasks are the silent productivity killers in any practice. These are repetitive jobs that don’t require human judgment, but still eat up hours of your staff’s time. Automating tasks like appointment reminders, patient check-ins, and insurance eligibility checks can free your team to focus on what they do best: patient care.

Take appointment reminders, for instance. Instead of relying on manual phone calls, use automated text or email reminders. Patients appreciate the convenience, and you’ll see fewer no-shows. Similarly, insurance eligibility checks can be streamlined with software that verifies coverage before the patient even steps into your office. It’s efficient, and it reduces billing headaches later on.

Leverage AI for Clinical Data Flow

AI isn’t just for big tech companies. It’s transforming psychiatry practices too. One of the most valuable applications is improving clinical data flow. Tools powered by AI can transcribe psychiatrist-patient conversations and directly update your EHR. This means less time spent typing and more time focusing on patients.

Another example is AI-assisted translation tools. While these shouldn’t replace clinical judgment, they can help transfer documentation to other formats for use cases beyond the immediate episode of care. Implementing these tools might seem like a big step, but the payoff in time saved and accuracy gained is worth it.

How to Measure and Maintain Flow in a Psychiatry Practice

Efficiency isn’t a one-and-done deal. Once you’ve improved your workflows, you need to track your progress. Key performance indicators (KPIs) like patient throughput, wait times, and claim rejection rates can give you a clear picture of how well your practice is running. Use data dashboards to monitor these metrics in real time.

But don’t get carried away. Over-optimization can backfire, especially in practice management. Patients are people, not numbers. Automating too much or focusing solely on speed can hurt the quality of care and patient satisfaction. Striking the right balance is essential. For example, while faster billing is great, it’s more important that bills are accurate and easy for patients to understand. Remember, the goal is to create a smoother experience for everyone, not just to move faster.

The key to finding the right balance? Assess, test, listen, repeat. If your staff is too stretched thin to do it all on their own, look into practice management companies that have expertise in establishing efficient workflows and operating them for the long-term.

2. Establish Feedback Loops: Listening to Data and People

What Are Your Feedback Mechanisms Telling You?

Feedback is the backbone of improvement. To truly understand what’s working and what isn’t, you need to listen to both patients and staff with efficient feedback loops. For patients, this could mean using post-visit surveys or monitoring online reviews. Ask specific questions like, “Was the check-in process easy?” or “Did you feel your concerns were addressed?” The answers can help you spot trends and areas for improvement.

Your staff’s input is just as valuable. Encourage open communication through regular team meetings. For example, your front desk team might notice recurring issues with appointment scheduling software that you’d never catch from a managerial perspective. These insights are gold for fine-tuning your operations.

The Role of Data in Feedback Loops

Data doesn’t lie. Effective ways to monitor key metrics—like average patient wait times, appointment no-show rates, and billing error rates—can give you a real-time view of how your practice is performing. For instance, if you see that wait times spike every Monday morning, you can adjust staffing levels to match demand.

Predictive analytics can take this a step further. By analyzing past data, these tools can help you anticipate patient flow and allocate resources more effectively. Imagine knowing that your patient volume will double two weeks from now. With that foresight, you can schedule additional staff or extend office hours to handle the surge seamlessly.

3. Continuously Learn and Improve: Always Striving for Better

How Can Practices Adapt and Thrive During Times of Change?

Your field is constantly evolving, and your practice needs to evolve with it. Continuous learning isn’t optional—it’s essential. Start by breaking down big goals into smaller, actionable steps. For example, if you want to reduce no-show rates by 20%, begin with simple interventions like sending automated reminders 24 hours before appointments. Track the results, then refine your approach as needed.

Looking outside of your industry can also spark fresh ideas. Activities like daily stand-up meetings, borrowed from agile project management, can streamline team communication and problem-solving. Even simple changes—like using a whiteboard to visualize daily priorities—can make a big difference.

Upskilling Teams for Long-Term Success

Your staff is your greatest asset. Investing in their growth not only improves job satisfaction but also boosts your practice’s efficiency. Offer regular training on emerging technologies, like AI-powered EHR tools or new billing software. Hands-on workshops and online courses can help your team stay ahead of the curve.

Encourage a culture of curiosity by rewarding innovative ideas. If a team member suggests a new process that improves patient check-in times, recognize their contribution. These small gestures can foster a workplace culture where everyone feels invested in continuous improvement.

A Path Forward for Your Practice

Applying DevOps principles to your psychiatry practice can feel daunting at first, but the rewards are worth it. By focusing on flow, feedback, and learning, you’ll create a system that’s efficient, adaptable, and patient-centered. Start small, track your progress, and build on your successes. With these principles guiding your practice—paired with choosing the best partner from available practice management companies—you’ll be better equipped to handle challenges and seize opportunities as they come.

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Dr. Lawrence Gordon, MD

is a practicing Otolaryngologist and the founder of ENT Specialty Care located in Goshen, NY. He is also the CEO and Founder of WRS Health, an all-in-one platform designed by physicians, providing clinician-centered workflow solutions to continually improve and grow your practice.