How Physicians Can Chart More Efficiently

Dr. Gail Gazelle is a physician coach, mindfulness teacher, and Harvard Medical School faculty member who has helped hundreds of physicians streamline their workflows and reclaim their time. As the author of Mindful MD, she provides actionable strategies for overcoming the stresses of modern medicine.

If charting is draining your energy, physician burnout coaching could be the solution you need. Learn more here, or dive deeper into these strategies in my book, Mindful MD, available on Amazon.

The Problem with Charting

The average physician spends over four hours per day on electronic health records (EHRs), according to recent studies. That’s nearly half your workday spent not on patient care but on documentation. Left unchecked, inefficient charting can:

• Erode your work-life balance.
• Increase feelings of frustration and resentment.
• Contribute to burnout and depersonalization.

The good news is that by addressing both the tactical and psychological aspects of charting, you can significantly reduce the burden.

1. Prioritize Your Charting Time

One of the biggest mistakes I see physicians make is not designating specific times for charting. Instead, they attempt to squeeze it in between tasks, leading to inefficiency and a sense of chaos.

• Set Dedicated Charting Blocks: Reserve focused blocks of time during your day for documentation, such as after patient rounds or before leaving the office.
• Batch Similar Tasks: Group all your charting together rather than spreading it out. This reduces context switching, which can drain mental energy.

2. Use Templates and Shortcuts

EHR systems often come with tools that can save you time—but many physicians underutilize them. Spend some time setting up templates, macros, and quick-text entries for common phrases or diagnoses.

• Customize Smart Phrases: For example, instead of typing out “Patient denies chest pain, shortness of breath, or palpitations,” use a shortcut like “.chestneg.”
• Leverage Dictation Software: If typing is slowing you down, consider using voice-to-text technology for faster input.

3. Tackle the Psychological Barriers to Charting

For many of us, charting isn’t just a task—it’s an emotional weight. Perfectionism, self-criticism, and procrastination often make the process harder than it needs to be.

• Let Go of Perfectionism: Remember, your goal is not to write the most beautifully crafted note but to document what’s necessary for patient care. “Good enough” is good enough.
• Reframe Negative Thoughts: If you find yourself thinking, “I’m terrible at this,” replace it with, “I am capable of completing these charts efficiently.”
• Focus on What’s at Stake: Consider what you stand to gain by improving your charting efficiency—more time with loved ones, reduced stress, and greater peace of mind.

4. Implement the O.H.I.O. Principle

The “Only Handle It Once” principle is a simple but powerful way to reduce the time spent revisiting the same charts.

• As soon as you open a patient’s chart, aim to complete it in one sitting.
• Avoid leaving notes unfinished unless absolutely necessary. Re-entering the same chart later adds unnecessary time and mental load.

5. Create a Positive Environment for Charting

Charting doesn’t have to be a stressful, isolating activity. Small changes to your environment can make a big difference in your focus and efficiency.

• Minimize Distractions: Turn off notifications and close unnecessary tabs on your computer.
• Add Comfort: Sit in a comfortable chair, play calming background music, or keep a cup of tea nearby.
• Use Accountability: If you tend to procrastinate, consider teaming up with a colleague to chart together in a shared space.

6. Mindful Charting Practices

Mindfulness can transform charting from a source of stress to a more manageable task. By staying present and focused, you can work more efficiently and reduce mental fatigue.

• Take Intentional Pauses: Before starting, take three deep breaths to center yourself. This simple practice can help you approach your charts with calm and clarity.
• Focus on One Chart at a Time: Resist the urge to multitask. Giving your full attention to one chart at a time reduces errors and increases efficiency.
• Acknowledge Your Progress: After completing each note, take a moment to acknowledge your accomplishment before moving on.

7. Build a Sustainable Routine

Consistency is key to long-term success. Experiment with different strategies to find what works best for you, and commit to a routine that supports your efficiency and well-being.