Physiatry Practice Management Resources

Crystal S. Reeves, CPC

How many times have you had to train staff members to perform an ordinary, but infrequent, assignment? For example, how often have you had to refer to the “instruction card” to refresh yourself on how to perform a task, such as resetting your VCR or performing the backup on your computer?

When it comes to performing certain responsibilities, you can save time and help prevent errors by creating job aids. A job aid is a quick reference guide that outlines the steps necessary to complete a task that is not performed frequently or is very complex.

The job aid may be in the form of a step-by-step guide, a worksheet, a checklist or a flowchart. In developing a job aid, consider the following:

1) Include only the steps necessary to perform the function.

2) Keep the information simple.

3) Use language that the user will understand. Use verbs and action words at the beginning of the sentences.

4) Use drawings or graphics, when appropriate, to clarify information.

5) Be sure the aid is accessible and convenient to use.

Bear in mind that when measuring the effectiveness of job aids, results do not always have to be measured in dollars. Increased patient satisfaction and error reduction can become a basis for improving overall practice performance.