Not every task on your plate needs your attention. Learning how to get “unbusy” is key to working smarter, not harder. And when you’re less busy, you can leave work both satisfied and relaxed and your patients will benefit, too.
Here are five ways to help you reclaim your time, reduce overwhelm, and feel more balanced at the end of every day.
1. Identify the Time-Consuming Tasks
Chances are, small, repetitive tasks are eating up your time. Start by identifying the activities that consistently slow you down. For private practice owners, this might include administrative work like scheduling appointments, billing, or replying to a flood of emails.
Create a running list of these tasks over a day or two. Ask yourself, “Do I really need to do this myself, or could someone else take it over?” Could it be automated? When you shine a light on these time drains, you’ll uncover opportunities to take back hours in your day.
2. Delegate Like a Pro
Once you’ve pinpointed the tasks that don’t require your expertise, it’s time to delegate. And no, delegation doesn’t mean “dump and run”—it’s about assigning tasks to the right people with clear instructions.
Could your front desk staff handle appointment scheduling? Could someone on your team oversee insurance claims? If you’re a solo practitioner, consider outsourcing.
Virtual assistants and professional billing services can be effective for practice owners trying to stay focused on what they do best: patient care.
The golden rule of delegation? Start small. Hand off one task at a time, and work closely with your team (or an external provider) to ensure they feel supported. Over time, you’ll build trust and free up more space on your calendar.
3. Time-Block Your Day
Running a private practice often means having multiple job titles. But jumping between roles can leave you drained and disorganized. Enter time-blocking. This strategy carves your day into dedicated chunks of time for specific types of work.
For example, you might reserve the morning for patient sessions, early afternoon for administrative tasks, and late afternoon for planning or professional development. During these blocks, stay laser-focused on the task at hand and resist the urge to multitask.
Why it works: Time-blocking helps you create boundaries between competing responsibilities, so you can stay productive without feeling scattered.
4. Leverage Technology and Automation
Not all busywork needs a human touch. Technology has made it easier than ever to streamline repetitive tasks and reduce decision fatigue. Here are a few tools private practice owners swear by:
- Online Scheduling Software (like Acuity or SimplyBook.me): Simplifies appointment management and reduces back-and-forth emails.
- Electronic Health Records (EHR) Systems (like Tebra or Practice Fusion): Keeps documentation, billing, and patient files organized in one place.
- Automated Email Responses (via Gmail or Outlook): Sends patients instant replies while you focus on more pressing tasks.
Every system you automate frees up time you can dedicate to higher-value activities. It’s an instant productivity boost.
5. Set Boundaries to Protect Your Energy
If you’re constantly checking emails after hours or squeezing in “one last favor” for a patient, it’s going to catch up with you. Setting boundaries is an essential part of staying unbusy.
Start with small but impactful changes. For example:
- Make a rule to stop checking emails after 6 p.m.
- Limit how many patients you see daily to avoid burnout.
- Block off one day a week for purely administrative or strategic tasks.
Keep in mind, saying “no” to one thing often means saying “yes” to something more meaningful, like your well-being or family time. Remember, you can’t pour from an empty cup.
Conclusion
Being a private practice owner doesn’t mean you have to run on empty. By identifying what’s stealing your time, delegating effectively, and streamlining your day with tools and structure, you can shift the focus back to what truly matters.
Implement just one of these strategies this week, and see how much easier it feels to leave work knowing you’ve accomplished what truly needed your attention. The goal isn’t perfection; it’s progress.
