The main objectives of team meetings and huddles are to regularly communicate to ensure that the practice runs efficiently, that issues are raised and addressed in a timely way, and to provide staff accountability.
To ensure successful team meetings and huddles, practices should:
- Activate the answering service during team meetings and huddles to assist with calls.
- Block off an appropriate amount of time so that patients are not arriving during meetings/huddles if all staff will be involved.
- Have an agenda and record minutes or action items.
- Address all staff questions, concerns, and suggestions.
TYPES AND FREQUENCY
Daily Team Huddles - Team huddles are meetings, typically held at the beginning of each day, that are brief in duration (15-30 minutes in length). Non-clinical and clinical team members come together to discuss the updates and priorities of the day, as well as the day's appointment schedule. During this time, any anticipated patient care needs or care coordination needs are discussed. Attendees required should include but are not limited to: Providers, NPs, RNs, LPNs, MAs, Care Coordinators, and Front Desk staff.
Clerical Staff Meetings – It is recommended that clerical staff meet on a bi-weekly basis for at least 30 minutes. This time can be used to discuss schedule template updates, provider updates or vacation schedules, and other issues that need to be brought forward to practice leadership.
Clinical Staff Meetings - Clinical staff should meet approximately every three months to review patient protocols and clinical issues. For example, once a month (grand rounds day), a physician could teach other clinical staff about a specific topic (eg new Periodicity Schedule recommendations).
All-Staff Meetings – These meetings should be held on a quarterly or bi-annual basis with mandatory attendance. Meetings should cover updates to topics such as new practice policies, regulation changes that impact all staff (eg. HIPAA or OSHA), in-services on quality improvement topics, and preparation for flu shot clinics, back to school, and sports physicals.
Video: How to Efficiently Create Team Huddles (8:29 minutes) - National Center for Medical Home Implementation (August 2013)