Are your clinic teams aligned at the start of each day—or putting out fires by 9:15 AM?
Occupational medicine clinics are fast-paced, complex environments. We serve a unique blend of stakeholders—patients, employers, case managers, and regulatory bodies. Success hinges on coordination, communication, and the ability to adapt in real-time.
That’s why one of the most effective habits a clinic can build is also one of the simplest: a daily 5-minute cross-department huddle.
💡 What Is a Daily Huddle?
A daily huddle is a brief, structured meeting—usually held at the beginning of each shift—that brings together representatives from key departments:
- Front desk and intake
- Providers and clinical staff
- X-ray or ancillary services
- Billing or case management
- Clinic leadership
The goal isn’t to solve every issue—it’s to identify what’s coming, surface potential roadblocks, and align the team on priorities for the day.
✅ Why It Works in Occ Med
Occupational medicine practices face unique challenges:
- Tight coordination for pre-placement exams, drug screens, and work comp visits
- Navigating employer expectations alongside patient needs
- Juggling walk-ins, scheduled visits, and regulatory exams
In this setting, daily huddles provide:
- Operational clarity – Know who’s out, who’s covering, and what’s urgent.
- Improved handoffs – Help reduce errors or delays, especially for injury care and return-to-work cases.
- Team connection – Boost morale and culture in just a few minutes a day.
- Proactive problem-solving – Spot bottlenecks before they affect patient flow.
🔄 Anatomy of a 5-Minute Huddle
Here’s a structure you can start using tomorrow:
Minute 1: Yesterday’s stats and quick wins
Minute 2: Staffing/schedule notes for today
Minute 3: Operational alerts or concerns
Minute 4: Safety or quality reminder
Minute 5: 10-second round-robin from each department
That’s it. No slide decks. No rabbit holes. Just clear, focused communication that sets the tone for the day.
🧭 How to Make Huddles Stick
- Time it right. Pick a time 5–10 minutes before patient care begins.
- Stand up. Keep it fast and active—this isn’t a sit-down meeting.
- Keep it structured. Use a checklist or dry-erase board.
- Rotate leadership. Empower staff to lead and keep things fresh.
- Track wins and issues. Use a Teams post or Asana task to capture key takeaways.
🎯 Bottom Line
Huddles cost almost nothing but can dramatically improve teamwork, efficiency, and patient care. In today’s high-demand occupational health environment, that kind of edge matters.
🚀 Want More Tips Like This?
Download our Free Practice Brief:
“How to Launch Effective Daily Huddles in Your Occ Med Clinic”
and get ongoing insights from NAOHP on managing and growing your occupational health program.
About the Author:
Dr. Larry Earl is a national leader in occupational medicine program development and President of NAOHP. With decades of clinical and business leadership experience, he helps urgent care and occupational health practices thrive.
