Create Welcoming & Productive Spaces for Patients and Healthcare Administrators
Enhance Your Healthcare Administrative Office: Solutions That Reflect Your Practice
A healthcare administrative office plays a critical role in any hospital, clinic, or medical practice. It is a direct reflection of the organization and often an extension of the patient experience. In this buying guide, we'll explore the different ways you can use furniture, organization, and technology solutions to build a healthcare administrative office that fosters productivity, promotes efficiency, and shows your staff of administrators and medical professionals that they are valued.
The design and ambiance of your office both play a significant role in shaping patient and employee experiences. Choose furniture that conveys professionalism, instills confidence, and creates a welcoming atmosphere. This way, you elevate the overall perception of your practice and make every day a great workday for your employees.
What to Include in Your Healthcare Administrative Office
When furnishing your healthcare administrative office, it's important to prioritize comfort, functionality, and safety. In an environment with a higher likelihood of being exposed to sickness, it's critical to have the right supplies to prevent the spread of germs and bacteria.
Comfortable seating options and ergonomic workstations promote a productive and comfortable work environment for employees, while storage solutions and organization tools help maintain a tidy and efficient space.
Healthcare Administrative Office Furniture
When choosing office furniture for your healthcare administrative office, prioritize comfort, ergonomics, and overall function to enable efficiency. Let's take a closer look at the best furniture options for creating a high-functioning office environment.
Desk Solutions
As the focal point of your administrative office, reception desks play a crucial role in creating a professional and organized space for patients, visitors, and staff. Choose a reception desk that fits in with the overall aesthetic and design of your healthcare office.
Beyond the reception desk, office desks are essential workspaces for employees, offering ample surface area, efficient storage solutions, and ergonomic features that promote productivity and comfort for your healthcare administrative team.
When it comes to maximizing ergonomic solutions for your employees, standing desks and standing desk converters are great options.
Seating Solutions
The right office chair is essential for creating a comfortable and productive work environment. Given that administrators spend extended periods seated each day, it's important to choose ergonomic desk chairs with adjustable features to reduce the risk of discomfort or injury.
Provide extra seating such as guest chairs for doctors, nurses, and other staff who may come through the admin office frequently.
Lighting & Decor
Desk lamps add additional lighting that your administrators can adjust based on their preferences. Document and certificate frames are a nice addition to office spaces, as well as decor such as wall art and artificial plants and flowers.
Healthcare Administrative Office Organization
By providing your team with the tools they need to stay organized, you can foster a well-structured environment that supports effective communication and seamless document management.
Storage and Filing Solutions
Versatile storage options like bookcases and file cabinets are great additions to any healthcare administrative office. Bookcases offer flexibility for storing a variety of items including books, binders, and display materials while file cabinets keep important documents organized.
Locking file cabinets offer enhanced security, making it easy to store and access confidential information and safeguard sensitive data. Mobile file cabinets are a flexible storage option that can move and adjust to the changing needs of your administrative office. In addition to file cabinets, filing folders provide a systematic approach to organizing and securing important records.
Desk Organization and Bulletin Boards
Desk, file, and mail organization tools are a great way to optimize efficiency, boost workflow, and create a well-structured environment that supports the daily operations of your administrative team.
From drawer organizers and file sorters to letter trays and storage bins, these customizable solutions provide convenient storage and easy retrieval of essential supplies. With designated compartments and labelling options, multi-use mail sorters and letter trays help streamline workflows and reduce clutter. This simple storage solution keeps important mail, resources, and fliers neatly organized for easy access.
Bulletin Boards are also helpful for showcasing announcements and upcoming events. Whether it's sharing policy updates or event notices, bulletin boards provide a visible and accessible space to keep everyone informed and engaged.
White boards are an easy-to-use tool for outlining schedules and updates that change frequently — choose a glass whiteboard which is easy-to-clean and will never stain or scratch.
Healthcare Administrative Office Technology
Tech Solutions for Your Administrative Office
Even though the administrative office primarily serves employees, it also plays a significant role in patient interactions and overall experience. Patients visit the admin area to check-in, schedule appointments, and inquire about their medical records. As a result, it's essential to prioritize a patient-facing approach in the administrative office's design and tech solutions.
Risk-Free Recycling
Don't compromise on data protection when disposing of outdated tech; opt for a trusted provider like Staples to handle your electronic waste responsibly. Secure tech recycling not only safeguards your hospital or offices' reputation and ensures compliance with data protection regulations, but it also contributes to a sustainable future. With years of expertise in handling electronic waste, Staples is a key tech recycler, with robust protocols to securely wipe data or physically destroy it, leaving you with peace of mind.
For sensitive physical documents, professional shredding services are the best solution. These services offer secure and confidential document destruction, ensuring that sensitive information remains protected from potential data breaches and unauthorized access. With professional shredding, you can dispose of financial records, patient data, and other confidential documents safely and efficiently. It helps you comply with data protection regulations and minimizes the risk of identity theft or information leaks.
Don't leave the security of sensitive documents to chance; entrust them to reputable shredding services to ensure the highest level of data security and peace of mind.
Operational Tech
Leveraging updated technology optimizes hospital operational decision making, leading to improved quality of care.1
A well-equipped administrative office ensures that your staff can access everything they need promptly, enabling them to efficiently assist patients, manage appointments, and provide timely updates on their healthcare needs.
Prioritize the equipment your administrative team needs to provide high quality patient care, and effective healthcare management. PCs, with a corresponding docking station, and monitor are necessary when it comes to productivity, and allow staff to easily access patient information, efficiently schedule appointments, and facilitate seamless check-ins. Tablets offer ease of use for patients when filling in medical history electronically, doing so digitally also helps save this information across platforms, streamlining the registration process for employees. Additionally, tablets grant staff the ability to remain responsive while on the go.
Lastly, office phones and their corresponding headsets ensure that conversations with patients and other staff remains confidential. Headsets with noise canceling or encrypting technology take maintaining patient privacy one step further.
Ergonomic computer mice, wrist rests, and ergonomic keyboards can also contribute to the well-being of your staff, mitigating the risk of repetitive strain injuries and promoting sustained productivity over time.
Essential Tech
In a healthcare office, tools such as a high-quality scanner & printer/copier are indispensable when it comes to efficient document management and quick duplication of medical reports for patients to take with them. In addition to these, fax machines make it easy to send patient records to another healthcare office the patient may visit and keep physical records as up-to-date as your electronic records.
Securely dispose of sensitive information and maintain confidentiality standards by using a shredder to discard documents after use.
The cleanliness and organization of a hospital plays a large role in patient perception, and with it patient satisfaction, as well as saves the hospital money long term.2
Moreover, the inclusion of label makers and laminators make labeling medication, files, and equipment consistent, reducing the likelihood of errors, thus promoting patient safety. Surge protectors and tech cleaning supplies in your administrative office add to the safe and organized environment, keeping technology clean, and adds to the longevity of your equipment, while also fostering a sense of professionalism and attention to detail among your administrative team.
These essential tech accessories help streamline document management, maintain equipment, and protect sensitive information, all while empowering your staff to efficiently provide top-notch administrative support.
Employee Workstations
Invest in secure tech solutions for employee workstations to ensure the safe handling of sensitive patient information, protect privacy, and comply with regulations. Enhance data security and confidentiality with secure communication tools that comply with patient confidentiality regulations and policies.
Security
By prioritizing secure tech solutions, you can instill trust in your patients, and ensure that their confidential data always remains secure. Pairing PCs and monitors with privacy screens helps protect sensitive patient data, maintaining your patient's confidence and adhering to important privacy regulations.
Furthermore, high-quality computer mice, keyboards, and surge protectors make it easier for employees to work efficiently and comfortably in the administrative office. By providing ergonomic accessories and reliable tech, you can create a productive and employee-friendly workspace that supports their well-being and overall performance.
Communication
59% of respondents indicated that face to face communication was integral to increasing patient engagement.3
Given how important face to face communication is, keep the focus on your patient personal with the use of webcams to stay connected via virtual meetings when in-person interactions are not possible. Doing so facilitates seamless communication with colleagues and patients alike. This makes certain that your healthcare team can offer the highest level of care, even in remote situations.
Office phones promote quick and direct communication between employees and patients, making efficient coordination and the delivery of high-quality care possible. With office phones, your team can stay connected and responsive, so that patients receive the attention and assistance they need in a timely manner.
By investing in tech solutions for both your waiting room and admin/employee office, you can create a seamless and efficient environment that leaves a positive impact on patients and enhances employee productivity and satisfaction. The incorporation of modern technology not only improves your practice's operations but also sets your healthcare facility apart in a competitive landscape, signaling your commitment to providing exceptional patient experiences.
Healthcare Administrative Office Sanitation
Maintaining a clean and safe environment is crucial in healthcare settings. Stock your administrative office with essential sanitation supplies, including hand sanitizer, face masks, and air purifiers to contribute to a healthy space.
Personal Protective Equipment and Air Purification
When it comes to keeping your healthcare administrative office safe and healthy, providing key personal protective equipment is essential. It's best to choose alcohol-based hand sanitizers with at least 60% alcohol content to effectively disinfect and maintain proper hand hygiene. Wall-mounted hand sanitizer dispensers are easy to use and refill and provide convenient access for everyone in the office.
When selecting face masks, it's important to consider disposable options that offer proper coverage and filtration. KN95 masks provide a high level of filtration and protection, making them a reliable choice for safeguarding against airborne particles and contaminants. Look for masks that are available in a range of sizes to accommodate all staff members. Installing face mask dispensers in high-traffic areas ensures easy access and promotes consistent mask usage throughout the office when needed.
To improve air quality, select air purifiers with HEPA filters that can effectively remove contaminants from the air. Additional features like UV-C sterilization or activated carbon filters provide enhanced purification. Keep in mind that the appropriate number of air purifiers depends on the size of your office space and its ventilation needs.
Cleaning Solutions
When selecting cleaning solutions, prioritize products that can be used on various surfaces in your office for thorough sanitation without the risk of damaging materials. Disinfectant wipes are a reliable choice for effectively eliminating a wide range of germs and viruses from high-contact surface areas like computer keyboards and office phones.
Sources
1How digital transformation can improve hospitals' operational decisions -
https://hbr.org/2022/01/how-digital-transformation-can-improve-hospitals-operational-decisions
2Keeping hospitals clean and safe without breaking the bank; summary of the Healthcare Cleaning Forum 2018 -
https://aricjournal.biomedcentral.com/articles/10.1186/s13756-018-0420-3
3More face-to-face interaction is key to patient engagement -
https://patientengagementhit.com/news/more-face-to-face-interaction-is-key-to-patient-engagement