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When Charles Hughes, DO, a solo dermatologist in Colorado Springs, began to consider moving to a new space, he realized a more attractive setting that would encourage smoother patient flow would create a better experience for him and his patients. He called on Paul Angotti, president of medical practice consulting firm Management Design, LLC, to help him plan.
"Medical practices are not like McDonald's," says Angotti when asked about space planning and design for dermatology practices. "They can’t all be designed the same way."
First, Angotti has the physician look at each room in the practice and consider some key questions:
Next, Angotti looks at how best to facilitate the movements of physician, support staff, and patients within the space. Each is evaluated to determine how the rooms should be arranged so that movement from one task or patient to the next flows smoothly. This component is particularly critical to delivering the best quality visit to the patient, as it affects how long patients' waits will be and how efficiently you can reply to phone calls or dictate notes, for example.
Some medical office design experts recommend a small space adjacent to the exam rooms so physicians can complete such tasks after every third visit or so, rather than using an office down the hall and away from the main activity of the practice.
This brings Angotti to the next crucial evaluation — what are the plans for the future of the practice? If the practice intends to add more dermatologists or nonphysician providers or to introduce new technology, these issues should be addressed during the planning phase. For instance, electronic medical records and workstations in the exam rooms will mean converting that paper-file storage area into a more useful space.
Ken Hertz, of the Medical Group Management Association (MGMA), agrees that it’s critical to "look at where the practice is today and where you want to be in five years, and develop your space plan around that growth process."
In addition to Angotti's checklist for rooms and flow, Hertz suggests getting input from all the staff and drawing lots of pictures of what you think you want, keeping in mind needs specific to your type of practice. In dermatology, lighting is an important factor that may be taken for granted, points out Hughes. It is one specialty in which it may be preferable to have the patient exam rooms on the outside walls to access natural lighting.
Maneuverability is another issue to consider. "Often dermatologists need slightly larger exam and procedure rooms. They are more likely to need to move around a patient to see them from all angles," says Hughes.
Dermatology practices may also tend to see a higher volume of patients than other specialties, requiring a larger waiting room and more attention to the all-important patient flow issues.
Once you have completed your space-planning assessment, you need help. "Planning like this is a team effort," according to Hertz. "A dermatologist — or any physician — can't do this alone. There are just too many factors involved."
When choosing a space planner, there is no reason not to choose a national firm, and you may find one that has more experience than anyone in your area. But Angotti and Hertz agree it can be beneficial to work with someone close by. You and your planner will work together to choose an architect and an interior designer, who should be local and have a valuable understanding of the unique issues that can affect your practice.
For example, there are federal, state, and local regulations that dictate everything from the width of the doors to the types of lavatories you install — ensuring compliance with the Americans with Disabilities Act (ADA). Local building codes should also be carefully adhered to.
As patients come to expect higher levels of comfort and quality during their visit to the dermatologist, interior design trends for medical offices are changing to reflect that.
Kathy Speas is an interior designer who works with Paul Angotti. "There is definitely a movement toward a more comfortable, home-like environment, especially in the waiting rooms," she says. This also applies to consultation and patient education rooms.
Speas, like Angotti, uses a checklist for practices to review before starting the work of designing the office interior, including:
She recommends looking at home interiors that you like and visiting other practices, as well as getting input and ideas from everyone in the practice before handing off the job to the professionals.
Again, the practice's current and future use of technology is important here, and Hertz strongly encourages practices to have an IT person involved in the planning process.
Whether you are starting up a new practice, moving an existing practice into a new space or renovating your current space, it may be tempting to purchase a standard plan from a consultant or architect. After all, you want to spend your time treating your dermatology patients. But this approach can cause more difficulties in the long run; every practice has its own unique needs and must consider local, state, and federal regulations.
"Physicians are not space planning experts and should not try to do this themselves," says Hertz. "You have to be able to hand over this process to experts and have a team mentality about it. If you do this, you will get what you want and will have fewer problems."
Here are some guidelines for space needs in a medical office. Keep your practice's specific needs — for patient education or additional procedure areas — in mind to ensure the best experience for the patient.
It's true that first impressions count. So have you taken a good look at your waiting room lately? It should be comfortable, up-to-date, and welcoming (even though, ideally, your patients won’t spend too much time there!) Have current reading material and warm lighting, not stark, fluorescent overhead lights. Offer well-designed, individual chairs rather than soft, sofa-style seating, which tends to be a bit too cozy.
Are your exam rooms designed for the highest-quality visit possible? Think consistency. Medical space design experts recommend setting each room up identically, with storage, seating, examination tools — everything you need — in the same configuration. That way, you won't spend time looking through drawers for bandages or fumbling for the patient's file.
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Disclaimer: The material above has been prepared by Physicians Practice. It has not been reviewed by the DermQuest Editorial Board for its accuracy or reliability. Reference to any products, service, or other information does not constitute or imply endorsement, sponsorship, or recommendation by members of the Editorial Board.