By Nicola Hawkinson, DNP, RN, RNFA, CPC
Article provided courtesy of SpineSearch

In the world of neurosurgery, the role of the practice administrator is critical. The administrator is the glue that binds the practice together, managing staff and resources and often serving as a bridge between clinical and operational excellence. Yet, with great responsibility comes the risk of burnout—a condition that can impact not only individual well-being but also the efficiency of the entire practice. It’s not surprising that burnout is a risk.

The following strategies help neurosurgery administrators stay focused, energized, and practical while fostering a culture promoting sustainability and success.

Setting Goals Early

Burnout often stems from a lack of direction. Administrators who feel they are juggling countless responsibilities without clear objectives may feel like they’re spinning their wheels. Setting goals early can give your workload a purpose and establish a road map for success.

Begin by identifying the practice’s priorities: What are the long-term objectives? What challenges need addressing? Collaborate with neurosurgeons and staff to create goals that align with the practice’s mission. For instance, if patient throughput is a concern, you might aim for a streamlined scheduling process within six months.

Document your goals, ensuring they are SMART—Specific, Measurable, Achievable, Relevant, and Time-bound. Revisiting these goals regularly can provide a sense of accomplishment and a clear sense of purpose.

Setting Expectations

Goals without clear expectations can lead to confusion and frustration. Once your goals are established, determine the steps necessary to achieve them by setting two expectations: one for the practice's staff and employees and another for the partners and owners.

For Staff and Employees:

Setting staff expectations involves clarifying roles, performance standards, and timelines. For example, if your goal is to improve billing efficiency, it’s critical to outline the contributions expected from front-office staff, billing teams, and third-party vendors. Specify the metrics you’ll use to measure success, such as reducing claim denial rates by a certain percentage within a defined period. Creating Standard Operational Procedures can significantly affect this process.

Staff need to know not just what’s expected but also how their performance will be evaluated and supported. Clear communication, access to necessary tools, and ongoing training ensure that expectations are understood and achievable.

For Partner Neurosurgeons and Owners:

While neurosurgeons may excel in the operating room, many have limited experience managing staff or navigating the operational intricacies of a medical practice as a business. This can lead to unrealistic expectations, such as anticipating immediate results from complex initiatives or misunderstanding the day-to-day workload of staff.

Administrators are critical in guiding neurosurgeons to adopt realistic and sustainable expectations. This involves candid conversations about the time and effort required to achieve practice goals. For instance, if a neurosurgeon expects staff to adjust to a new software system immediately, you might explain the learning curve and propose a phased implementation timeline.

Be sure to include neurosurgeons in key discussions about staffing, workflows, and performance metrics. Educating them on the nuances of administrative challenges builds their trust in your leadership and fosters a sense of partnership and shared accountability.

Addressing these two groups separately ensures that expectations are appropriately tailored, reducing the risk of frustration and misalignment, common causes of burnout.

Create a Cadence

Consistent communication and progress monitoring are essential to staying on track and preventing burnout. Establishing a cadence and rhythm of regular meetings and check-ins fosters accountability while ensuring team members feel supported.

Schedule team meetings at predictable intervals—weekly, biweekly, or monthly, depending on the practice's needs. Use these sessions to review progress, address challenges, and celebrate successes. Encouraging open dialogue during these meetings can help uncover issues before they escalate.

Measurement is another vital component of cadence. Track metrics that align with your goals, such as patient satisfaction scores, revenue cycle data, or staff performance. These metrics provide tangible evidence of progress, reinforcing the team’s hard work and motivating everyone to stay the course.

Include the neurosurgeons in periodic updates to provide transparency and foster a collaborative atmosphere. When neurosurgeons see the operational side of the practice advancing steadily, they are more likely to trust the administrator’s methods and support ongoing initiatives.

Delegate Responsibility and Accountability

Neurosurgery administrators often feel the pressure to do it all. However, attempting to micromanage every aspect of the practice is a fast track to burnout. Instead, focus on delegating responsibilities effectively.

Delegation begins with trust. Identify team members whose skills align with specific tasks and empower them to take ownership. For example, a staff member with a knack for organization might oversee inventory management, while someone with strong interpersonal skills could lead patient satisfaction initiatives.

It’s equally important to educate neurosurgeons about the nuances of administrative functions. You can ensure that clinical and operational goals remain aligned by fostering mutual understanding. Encouraging neurosurgeons to lean into their leadership roles can help bridge gaps between administrative and clinical priorities.

Delegation doesn’t mean letting go entirely—it’s about creating a system of accountability. Use regular check-ins and clear benchmarks to ensure that delegated tasks stay on track without requiring constant oversight.

Rip the Bandaid

It’s easy to cling to familiar routines in a high-pressure environment—even when ineffective. One of the most powerful ways to combat burnout is to address problems head-on.

When something isn’t working, don’t delay making changes. If a particular software system is causing inefficiencies, advocate for an upgrade. If a team member isn’t meeting expectations despite repeated coaching, consider reallocating their responsibilities. The key is to act decisively rather than allowing issues to linger.

This principle applies to neurosurgeons as well. If owners or partners resist necessary changes, frame the issue regarding the practice’s overall success. Use data and examples to demonstrate why change is essential and how it will benefit everyone involved.

Remember, the longer ineffective or outdated processes persist, the more they drain time, energy, and morale. While making tough decisions can be uncomfortable, the long-term benefits often outweigh the short-term discomfort.

The Burnout Prevention Mindset

Preventing burnout isn’t about eliminating stress but effectively managing it. Neurosurgery practice administrators are uniquely positioned to lead by example and foster a culture of resilience and collaboration. By setting goals, managing expectations for both staff and neurosurgeons, maintaining communication, delegating effectively, and embracing change, they can avoid burnout and create an environment where both staff and patients thrive.

Burnout prevention requires effort but pays dividends through improved morale, operational efficiency, and job satisfaction. For administrators in the demanding world of neurosurgery, these strategies are not just helpful—they’re essential.
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Nicola Hawkinson, DNP, RN, RNFA, CPC, is the founder and CEO of SpineSearch, LLC, a premier recruitment and education source for healthcare professionals that serves individuals, practices, and hospitals.