Small medical practices are often described as the backbone of the U.S. healthcare system. They deliver accessible, community-based care and build long-term relationships with patients. Yet behind the exam room door, many of these practices are quietly struggling, not because of clinical complexity, but because of administrative overload.
While reimbursement pressures and staffing shortages get most of the attention, it is the accumulation of hidden administrative tasks that continue to drain time, energy, and financial sustainability from small practices.
The Invisible Workday
Ask a physician in a small practice how much of their day is spent on non-clinical work, and the answer is often surprising. Studies have found that for every hour physicians spend in direct face-to-face patient care, they may spend nearly two additional hours on electronic health records and desk work.
Documentation, insurance follow-ups, data entry, prior authorizations, quality reporting, compliance checks, the list keeps growing. These responsibilities rarely appear on a balance sheet as discrete line items, but they consume hours of physician and staff time each week.
For small practices without large administrative teams, this work often falls directly on clinicians or a small group of overextended staff members.
Prior Authorizations: A Case Study in Complexity
Prior authorizations are one of the most cited administrative burdens in healthcare. What was intended as a utilization management tool has evolved into a multi-step, manual process that commonly varies by payer, procedure, and diagnosis.
For small practices, each authorization can require manual data gathering from the EHR, phone calls or portal submissions to payers, follow-ups, appeals, and ongoing tracking across multiple systems. Individually, these steps may seem manageable. Collectively, they disrupt workflows, delay care, and divert staff away from patient-facing work.
In many cases, automation can help reduce manual tracking and repetitive follow-ups that make prior authorization such a persistent source of frustration.
Data Reporting Without Clear Value
Regulatory and quality reporting requirements continue to expand. Programs tied to value-based care, interoperability, and quality measurement often require precise data capture and submission.
Small practices frequently invest significant time ensuring data accuracy, learning reporting rules, and correcting submission errors; yet many struggle to see a clear return on this effort. When reporting feels disconnected from improved patient outcomes or financial stability, it becomes another source of frustration and burnout.
More automated data capture and reporting workflows can help reduce rework and allow staff to focus on exceptions rather than routine submissions.
The Cost of Cognitive Load
Administrative burden is not just about time; it is also about cognitive load. Constantly switching between clinical decision-making and administrative tasks increases the risk of errors, reduces focus, and contributes to emotional exhaustion.
Physicians trained to diagnose and treat patients often find themselves navigating portals, managing inboxes, and helping troubleshoot billing issues. Over time, this misalignment between training and daily work erodes professional satisfaction.
Reducing unnecessary manual steps through better workflow design and automation can help ease this mental strain and restore focus to clinical care.
Why Small Practices Feel the Impact More
Large health systems can distribute administrative work across departments and invest in specialized tools and staff. Small practices rarely have that luxury.
As a result, they face limited redundancy when staff members are absent or leave, fewer resources to manage changing regulations, greater financial impact from delayed or denied claims, and a higher risk of physician burnout. The same administrative requirement that is a minor inconvenience for a large organization can pose a serious operational threat to a small practice.
A Path Forward Through Smarter Workflows and Automation
Administrative burden is not an unsolvable problem. While small practices cannot eliminate regulatory or payer requirements, they can take meaningful steps to reduce friction in daily operations by rethinking how work is structured and supported.
Progress often begins with identifying where time and effort are being lost and redesigning workflows to reduce unnecessary manual work. For many practices, this means standardizing processes and rethinking how administrative tasks are routed, tracked, and completed, rather than simply asking already stretched staff to do more.
Automation can play an important role in this shift. By reducing manual steps, handoffs, and duplicate data entry, automation helps keep routine processes moving, surfaces exceptions that need attention, and supports more predictable workflows without compromising compliance.
When applied thoughtfully, automation supports clinical and administrative staff. Over time, reducing friction in daily operations frees up time for meaningful patient care, improves staff morale, and contributes to a more sustainable practice environment.
Reclaiming Time for What Matters Most
Small practices play a critical role in healthcare delivery, but they cannot continue to absorb ever-increasing administrative demands without consequences. By shining a light on the hidden work that happens outside the exam room, the industry can begin to address one of the root causes of burnout and practice instability.
The goal is not simply efficiency. It is preserving the ability of small practices to focus on what they do best: caring for patients. To learn more about how Greenway Health’s The Automated Healthcare Practice platform can support small practices, visit www.greenwayhealth.com.
