Tag Archives: Peter L DeHaan

Pursuing Work-Life Balance in the Medical Call Center

Take Key Steps to Reduce Burnout and Increase Retention

By Peter Lyle DeHaan, Ph.D.

Author Peter Lyle DeHaan

We hear a lot about work-life balance. This is extra challenging in the healthcare industry, as well as with call center work. The combination of these two areas in the medical call center, results in a need to strive to achieve a work-life balance. Doing so will help reduce employee burnout and increase retention of both management and frontline staff.

Consider these areas.

Nurses and Frontline Staff

Strive to provide a separation between work and nonwork activities for all non-management staff. Employees in the office, taking calls are working. Nonwork time is when they’re not in the office taking calls. Don’t intrude on their nonwork time. This means not calling, texting, or emailing. Even if the interaction seems minimal, it sucks the employee back into a workplace mindset and detracts them from the nonwork activity they’re immersed in. Great bosses don’t do this.

Management and Administration 

It’s harder for people in management to not take their work home, be it mentally or physically. Yet when they do, it intrudes on their nonwork reality and threatens to unbalance their life. 

Managers, give supervisors and employees clear guidelines about when they should and shouldn’t contact you when you’re not in the office. Though you don’t want to shut yourself off from urgent communication, you also don’t want to open yourself to around-the-clock interruption. 

Two key steps to aid in this are empowering on-site supervisors and establishing on-call staff. When implemented properly, these two functions can help shield management from work-related interruptions when they’re not working.

Shift Supervision

Most call centers have shift supervisors. Train and empower supervisors to make decisions on your behalf when you’re not in the office. That is, when you’re not working and are attending to the rest of your life.

You may worry about the possibility of shift supervisors making an error in judgment. It will happen, but don’t view this as a mistake. Instead, consider it as a learning opportunity to equip them to perform their job with greater effectiveness.

On-Call Personnel

Some call centers have management and administration rotate on-call responsibilities. In this way, the on-call person deals with all emergency and urgent situations that arise in the call center outside of regular business hours. In doing so they shield all other management and administration from enduring work-related interruptions to their life. 

Ideally, the on-site supervisors should be so well trained and fully empowered that they’ll never need to reach the on-call person with a question or problem. This is how it should be, but for those exceptions, it’s great to have a designated contact person to assist the shift supervisor.

Conclusion

True work-life balance may be an illusion that we’ll never reach, but that doesn’t mean we shouldn’t try. Follow these steps to bring you and your staff closer to this important equilibrium. When you do, you’ll increase their job satisfaction, minimize the risk of burnout, and increase their tenure at your medical call center. And you’ll realize these same benefits for yourself.

Peter Lyle DeHaan is the publisher and editor of Medical Call Center News and AnswerStat.

Healthcare Call Center Work Can Be Hard

Don’t Focus on the Angry Masses but Grab onto a Good Call Whenever Possible

By Peter Lyle DeHaan, Ph.D.

Author Peter Lyle DeHaan

Working in a call center is challenging. Although it’s been a long time since I answered calls in one, I’m still aware of how hard it is. That’s because I’m now on the other end of the phone, such as for dealing with healthcare related issues.

In truth, I try to minimize my interaction with healthcare personnel, in large part because of the hassle that occurs once the appointment ends. I spend much more time trying to get the bill paid then I spent talking to the healthcare professional in the first place.

Attempting to get my provider to work with my payor is challenging at best, and a futile endeavor at worse. Neither party will talk to each other, which means me talking to them separately. This requires me phoning their respective call centers. Then I ping-pong back and forth, working hard to reach a resolution but making little progress. Too often I get a slightly different response each time I call. 

Currently, I have two outstanding medical invoices, which I’ve been working on for several months. It would be far simpler to ignore the negotiated fees and pay the billed amount in full, but because I must have insurance, I might as well try to use it. Right?

A recent call to my provider quickly escalated into a confrontation, with them threatening to turn me over to collections and me begging them to allow me to pay the negotiated fee as payment in full. They would have none of it. I may have raised my voice. I may have said some things I’m not proud of.

I hung up with equal parts remorse and frustration.

Three days later I called back for another round. I had new information. I knew I’d reach a different rep because they’re a large organization, and I’ve never talked to the same person twice.

Guess who answered the phone? Yep, the same person I failed to treat with respect on my prior call. I groaned to myself. I sucked in a lungful of courage and opened my mouth. “Hi! I talked with you a few days ago and wasn’t very nice. I’m sorry.”

She didn’t know what to say. Truly, she was speechless. After a silence long enough to make me wonder if I should apologize some more, she meekly said “Um . . . thank you.”

Although we had a civil conversation this time, I got no closer to getting my bill paid. I guess it’s time for another round of calls.

Call center work is hard, especially when callers don’t want to hear the information agents have to tell them. Difficult calls are common, so healthcare call center reps must take a small win whenever they can. If they hold onto it, it might help them weather the plethora of angry callers that are bound to follow.

Peter Lyle DeHaan is the publisher and editor of Medical Call Center News and AnswerStat.

The Weak Link of Medical Call Centers

Advances in Agent Performance Can’t Overcome Deficiencies in Backend Systems

By Peter Lyle DeHaan, Ph.D.

Author Peter Lyle DeHaan-call center

Whenever I place a phone call to a business, I carefully observe what happens. After spending most of my adult life in some aspect of the call center industry, I can’t help it.

Based on my observations, I’m happy to say that I’m encouraged by the quality of the agents I interact with. They are more personal and professional than agents who used to answer the phone even a few years ago. They have a positive, can-do attitude. Most of the time, I enjoy talking with them.

Unfortunately, quality agents don’t automatically make for satisfying phone calls. The technology that’s supposed to help them do their job better continues to hamper their work. Based on my experience, this is most pronounced in the healthcare industry. Other industries appear to be dealing with this frontend/backend disconnect with varying degrees of success, yet healthcare—for all its technology—still struggles to produce satisfying outcomes for their patient callers.

I wish I could say this article is the result of one bad experience. Unfortunately that’s not the case. This is a result of several bad experiences. It’s a saga of multiple calls without resolution. At this point I’m prepared to never experience a satisfactory outcome. In case you’re wondering, it’s a billing snafu.

Part of it hinges on faxes sent multiple times but never received—or at least never connected with my account. In the day of digital communications and electronic health records, why are we still using faxes anyway?

In case you’re interested, faxing started in the mid-1840s, only a decade or so after the telegraph. Yet we’re still using fax technology today. (Thankfully we’re not using the telegraph. Can you imagine looking to hire agents who know Morse Code?)

Anyway, how can agents do their job with excellence when they’re using technology that’s over 170 years old? While other technological hurdles agents face aren’t as old, these obstacles still present a cumbersome challenge and thwart attempts at customer service.

Today’s call center technology can integrate incoming channels, but in the healthcare industry it’s still challenging to integrate the various information silos with any degree of success.

Let’s applaud our call center agents for the job they do, despite technological roadblocks. Then let’s work at fixing backend system integrations so agents can do the job they want to do and serve patient callers the way they expect—and to do it on one phone call. It’s first call resolution (FCR), and it’s time for the healthcare industry to embrace it.

Imagine what your healthcare call center traffic would look like if you could achieve first call resolution on every call. It would change everything.

Peter Lyle DeHaan is the publisher and editor of Medical Call Center News and AnswerStat.

Is It Time to Start a Medical Answering Service?

Begin Your Investigation with a Little Research

By Peter Lyle DeHaan, Ph.D.

Author Peter Lyle DeHaan

When I worked as a call center consultant (before moving full-time into publishing and writing) I advised hospital communication centers, healthcare call centers, and medical answering services. One hospital asked me to investigate the feasibility of them starting a medical answering service. Their doctors begged them to do so, and there was only one local provider that no one seemed to like.

I talked with some of the advocates of a hospital-based answering service and did a bit of investigation into the local provider. The initiative looked promising, and I ran the numbers. The hospital decided to move forward. But before they scheduled me to help them start their answering service, my contact abruptly retired and a change in management decided to pause the project. Next quarter they assured me, which became next year. They never did have me return.

I don’t know if they started their answering service or not, but I do know that what I would’ve charged them thousands of dollars for is now condensed in my new book How to Start a Telephone Answering Service, which came out in January.

If your hospital or healthcare organization is considering starting a medical answering service, you can hire an industry consultant to guide you or you can save a lot of money and buy my book.

And even if hiring a consultant is the way you want to go, start with my book as a primer. It’s available in paperback and Kindle and carries a 4.8-star rating.

Learn more at www.startanansweringservice.com.

Peter Lyle DeHaan is the publisher and editor of Medical Call Center News and AnswerStat.

What Message Does your Call Center Send?

Is Saying “Your Call Is Important to Us” Rhetoric or Reality?

By Peter Lyle DeHaan, Ph.D.

Author Peter Lyle DeHaan

Whenever I call a company, I pay close attention to what happens. You probably do too. I look for specific details that thrill me. I also look for areas that need improvement. And I especially note my overall reaction to the call. Did they delight me, treat me with respect, and leave me with a satisfied feeling? Or did I feel frustrated over their indifferent attitude, poor response, and haste to move on to the next call?

If I’m delighted, I look forward to my next call. If I’m frustrated, I don’t want to call again and will do anything to avoid it. Today’s results foretell future interaction.

call center

Every call center says, “your call is important to us,” but sometimes they don’t act like it. As agents breathlessly rush from one call to the next, they send the opposite message, that my call is an eruption to them and causes irritation.

In the healthcare industry, call centers rise in importance as a key means to serve patients and enhance their overall level of care. While the call center can’t replace in-person interaction with a trained healthcare professional, a good call center can certainly supplement it and serve as an invaluable resource to advance the overall level of care.

This, of course, depends on the call center agent delighting the caller, of giving focused, unhurried attention. They must fully and professionally address the reason for the call. However, a medical call center that leaves patients feeling frustrated, hampers the overall provision of quality care and lessens the chance of the patient calling back the next time they have a need.

In your medical call center make sure the phrase, “Your call is important to us,” is more than a slogan or a hollow promise. Make sure you show each caller just how important they are by how you treat them and how you serve them. That’s the message your call center wants to send on every call. That’s the way to make your operation be an indispensable part of the overall provision of healthcare in your community.

Peter Lyle DeHaan is the publisher and editor of Medical Call Center News and AnswerStat.

Do You React to Today or Plan for Tomorrow?

How We Handle Each Day Prepares Us for the Next One

By Peter Lyle DeHaan, Ph.D.

Author Peter Lyle DeHaan

In the medical answering service and call center industry, there’s always more than enough to do to fill each day. Between staffing issues, client or caller crises, and technical problems there’s not enough hours to attend to them all. Given this pressure from the present, how can we ever prepare for the future?

Here are some thoughts about how to handle the workload at your medical call center.

Put Out Fires

The default mode of operation at most answering services and call centers is putting out fires. A problem arises, and we react. Sometimes more than one issue shows up at the same time. Then we triage them and handle the most pressing one first, hoping we can get to the next one before it’s too late. We do this from day to day, week to week, and month to month. It’s all too easy for this management approach to continue year after year. There must be a better way.

plan
Be Strategic

Wouldn’t it be better to control the day instead of letting the day control us? To do this, we need to plan. We must be strategic. This means we schedule our day, our week, and our month. We know what we will do each hour, and we don’t let anything distract us from it.

Seek Balance

Of course, having a rigid plan is idealistic. Though this strategic approach deals with what’s most important, it ignores the unexpected urgent things that are bound to come up. If all we do is prepare for tomorrow, who will take care of today? That’s where balance comes in. We need to balance putting out fires to being strategic, with reacting to being proactive.

To do this, make part of each day strategic and then allow the rest for reacting to the urgent matters that will crop up. This works best by blocking out an hour or two each day where interruptions are not allowed. I prefer first thing in the morning. Spend this time working on projects that will make your call center better. Focus on doing things today that will reduce the fires to put out tomorrow.

This is hard to do it first, but each time we’re successful it brings us one step closer to running our call center better and to do it with less stress. Are you ready to begin?

Peter Lyle DeHaan is the publisher and editor of Medical Call Center News and AnswerStat.