By Jeff Dance 

Physician burnout is a common theme in much of the recent industry research. As practice managers, healthcare leaders, and administrators, we not only take care of the business of medicine, but we must also take care of our providers.  So who takes care of us?  Look in the mirror and unfortunately you will find the answer.

My colleague, Ramsey White, of Vaytiv Solutions, promotes the message that healthcare is a marathon. In the whirlwind of practice management, a calm and organized environment is a necessity. Patient appointments, managing staff, handling insurance claims, the compliance conundrum, and the constancy of being on call for our providers, the demands are relentless. It’s no wonder that medical office managers often feel like they’re on the intense treadmill of “what’s next?” But what if a simple concept could help you regain control and keep yourself sane?

CLAYGO, the Clean As You Go concept typically associated with the food service industry can be the answer in your office. A CLAYGO cadence isn’t about deep cleaning—it’s about preventing clutter, disorganization, and inefficiencies before they pile up and become overwhelming.

Think of the average day at your practice. As paperless as we strive to be, we are still left with the stack on the counter, supplies are misplaced, and the most unlikely things are often left precariously on every available surface. Each of these small messes creates a mental drain and further potential problems. Applying CLAYGO means empowering every team member to take ownership of their workspace and individual tasks. After a patient visit, there is that ballet of changing the table paper, wiping the counter, and pushing back the exam stool in one coordinated move. When a supply cabinet is used, items are put back in their designated spot. A spill in the breakroom is wiped up instantly, not left for the end of the day, or for the person who comes behind you.

The benefits of this proactive approach extend beyond a tidy office. A CLAYGO culture promotes a healthier, safer environment, reducing the risk of accidents and office-based infections. It also saves time. The few seconds it takes to put something away now are far less than the minutes—or even hours—spent searching for it later. One office research study found over four hours a day are spent in needless work and resending previously sent emails.  Time can be redirected to more critical tasks that create value for patients, providers, and staff.

We have certain standards in our Kassouf offices that provide for safe, clean, and efficient work areas. Eating at your desk can seem like the way for a diligent worker to get more done until the smell and the grease of the burrito overwhelm the environment and make for a messy keyboard. Use the dedicated lunchroom or an outdoor picnic table. This also gets your staff out for a minute of fresh air. Discourage them from using their cars as their meal escape.

Implementing CLAYGO is ongoing. It starts with setting clear expectations and leading by example. Let your staff see you walk the parking lot and waiting room, then take them with you to do the same. Provide easily accessible cleaning supplies and designated homes for all items. Most importantly, communicate the why behind the policy: it’s not about being a neat freak; it’s about creating a more efficient, less stressful, and safer environment for everyone.

For you as a healthcare leader, CLAYGO is a game-changer. It is a cadence that shifts the burden of constant tidying by one person to a culture of shared team responsibility that mandates a sense of collective accountability and teamwork. A clean, organized, and efficient office improves staff morale that makes for an attractive workplace, visually, functionally, and emotionally. Then you can focus on addressing the real daily challenges, knowing that the small, everyday messes are being handled in real time. The CLAYGO cadence can save your sanity as you trade chaos for control, turning a frantic daily grind into a manageable cadence to the day.

Implementing A CLAYGO Cadence

1. Set the example.
2. Explain the “why” to your team.
3. Find a place for everything.
4. Spring clean annually (10 year-old CPT books make for great recycling); paper can be scanned to archive folders so work with your IT provider to set these up. Don’t forget the old condiments your kitchen drawers.
5. Track your time to look for those incremental margins to give back to yourself.
6. Turn off your email and social media notifications. Every four-second interruption and distraction can lead to a mistake.
7. Set open-door policies for clear communication, not chit-chat.
8. Establish clear email etiquette.  Email is not for IM chats. It can be an efficient information delivery system. 
9. Calendar your important dates for renewals, deadlines, and recurring tasks

Jeff Dance is the Executive Director of Kassouf Healthcare Solutions.