TL;DR
Paperwork and charting are the silent killers of physician sanity. Own your time, delegate everything that isn’t strictly medical, use templates and AI, and schedule focused sessions to stay afloat. Work smart, not endlessly, or risk burnout.
If you’re a doctor in today’s world, you probably know what I mean when I say: paperwork is everywhere. It waits for you in the EMR, on your desk, in the fax machine, and, frankly, in your dreams. Sometimes I think the paperwork is laughing at us — a cruel cosmic joke delivered in triplicate.
After fifty years in medicine — ER shifts, family practice, hospitalist stints, nursing home visits — I’ve learned one thing: you can’t survive without a strategy for your paperwork. Ignore it, and it piles up, consumes your evenings, ruins your weekends, and sends you spiraling toward burnout faster than a patient rushing to the ER for a paper cut.
Here’s how to reclaim your sanity without sacrificing your patients.
1. Schedule your paperwork like a patient appointment
You wouldn’t ignore a patient’s appointment because you were tired or distracted — so don’t ignore your paperwork. My first rule is simple: schedule a daily appointment with yourself for paperwork.
I like 8–9 am weekdays. It’s early enough that you’re alert and haven’t been interrupted by phone calls or patient emergencies. Treat it like a patient visit. Block it in your calendar. Respect it. Don’t let anyone — and I mean anyone — disturb you.
2. Create a distraction-free zone
Paperwork is like brain surgery without the scalpels — it requires focus. I don’t care if your office is five feet from a noisy nurse station; you need isolation. Here’s what works:
- Sign out to another doctor for coverage while you work.
- Turn off all communication devices. Phones, beepers, Slack — everything.
- If colleagues still come knocking, retreat to a car, an empty exam room, or a corner no one dares enter.
This isn’t rude. It’s survival. If you don’t protect this time, it will vanish.
3. Value your time — seriously
Let’s get real: paperwork is work. Treat it as such. I like to bill myself $300 an hour for paperwork. It doesn’t mean I actually charge anyone, but it’s a mental trick that reminds you of the value of your time. When you do paperwork efficiently and well, you’re saving yourself, your practice, and ultimately your patients’ safety.
4. Use templates and automation
This is non-negotiable. Templates are your best friend for everything from charting minor complaints to complex follow-ups. They ensure:
- Speed – You don’t reinvent the wheel every time.
- Consistency – Legal, regulatory, and clinical requirements are met.
- Accuracy – You reduce mistakes while still being thorough.
In my practice, I also use AI scribes. Two hours a day saved in charting isn’t just nice — it’s sanity-saving. You can generate the note, review, sign, and move on to patient care or real life.
5. Involve patients when appropriate
Big forms and complex histories don’t have to be a solo burden. Bring patients in to fill out the forms with you. They often know the answers better than your notes. This is especially useful for:
- Disability forms
- Insurance paperwork
- Complex chronic disease checklists
It may seem like extra work initially, but it speeds things up, ensures accuracy, and gets patients engaged. Bonus: patients feel like they’re helping, not just being “processed.”
6. Delegate everything else
Doctors are trained to do everything, but here’s the truth: only you can do MD work. Everything else — social work referrals, marital counseling, paperwork for minor issues, scheduling — delegate.
A retired nurse can run vaccines, well-baby visits, and prenatal checks. Staff can call pharmacies, confirm medications, or gather histories. Social workers can handle psychological counseling. Marriage counselors can handle, well… marriage counseling.
When you delegate, you free yourself to focus on the work only a physician can do: assessment, diagnosis, management, and guiding patient care.
7. Plan your time around vacations and breaks
If you’re going on vacation, come back a day early to handle paperwork. Then reward yourself — dinner out, a massage, or a night doing nothing. Vacations are meant to recharge, not leave you buried under a mountain of unfiled charts.
Take regular half-days or a full day off each week if possible. After on-call shifts, take the following day completely off — don’t do anything medical or administrative. Your brain and body need it.
8. Handle complex patients strategically
Some patients arrive with endless lists of complaints. You don’t have to solve everything in one visit. Have them pick two problems and schedule the rest for follow-up.
For new diabetics, CHF, or COPD patients, refer to specialized clinics or day programs where possible. Dementia patients? Book separate caregiver appointments.
This strategy reduces overwhelm and allows you to focus your mental energy where it’s most effective.
9. Protect your personal time and boundaries
Your paperwork may try to creep into evenings, weekends, and family time. Don’t let it. Some strategies that work:
- Turn off your phone at 5 pm.
- Don’t give out your private phone or email.
- Set office hours where staff and patients know they can reach you — voicemail and online scheduling help enormously.
You’re not being rude — you’re practicing safe medicine, including for yourself.
10. Use technology wisely
EMRs, AI scribes, online booking — these are not luxuries; they are essential tools. Use them to:
- Free up time for patient care or personal life
- Reduce repetitive manual entries
- Improve accuracy and consistency
- Allow staff to support you effectively
If your EMR allows auto-populated templates or AI-assisted notes, embrace it. Your future self will thank you.
11. Don’t let paperwork dominate your life
Finally, remember: paperwork is a means, not the end. It exists to document, communicate, and protect your patients and practice. It should not run your life.
Some practical tips to keep it under control:
- Schedule dedicated paperwork time daily.
- Delegate ruthlessly.
- Use templates and AI scribes.
- Involve patients where helpful.
- Take real vacations and breaks.
- Protect your evenings and weekends.
Do this consistently, and you’ll find yourself less stressed, more efficient, and able to focus on the part of medicine that matters most: helping patients without losing your sanity.
Closing Thoughts
Paperwork and charting will never go away. The forms, emails, insurance requests, and EMR updates are here to stay. But your approach can make the difference between survival and burnout.
Own your time. Protect your boundaries. Delegate ruthlessly. Leverage technology. Treat paperwork like a patient — scheduled, respected, and approached with intention.
Do this, and you’ll not only survive modern medicine — you’ll thrive in it.
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Check out Dr Crosby’s blog and free resources on countryquack.com Dr Crosby is partnering with Physicians Anonymous to run his sought-after time-management course for family physicians. Join the waitlist by emailing info@physiciansanonymous.org with the header “Time”.
