Chapter 4 of The Getting Started Series: Preparing and Optimizing Your Pediatric or Family Practice for Back-to-School Physicals

As the back-to-school season ramps up, pediatric and family practices face increased demand for timely, comprehensive physicals. This period offers not only an opportunity to promote child wellness but also a critical test of operational efficiency. For clinicians and point-of-care (POC) coordinators, the keys to success lie in workflow optimization (1), diagnostic readiness (2), and proactive supply chain management (3).

The surge in school and sports physicals can strain resources if not carefully managed. Optimizing your workflow before peak season is essential:

• Implement pre-visit planning: Review patient charts for immunization status and required screenings to reduce in-visit time.
• Use electronic intake forms: Digitize check-in to minimize paperwork and allow staff to focus on clinical tasks.
• Designate POC testing stations: Create clearly defined areas where routine tests (e.g., urinalysis, hemoglobin, strep screening) can be conducted quickly and accurately.

Well-defined workflows help reduce bottlenecks, keep providers on schedule, and increase patient satisfaction

Maximize Point-of-Care Diagnostic Capabilities

Point-of-care diagnostics play a pivotal role in the speed and accuracy of school physicals (4). Tests commonly used during these visits include:

• Urinalysis
• Hemoglobin/hematocrit testing (5)

Inventory and supply readiness are crucial to supporting uninterrupted care. Given the seasonal demand spike:

• Forecast supply usage: Review previous years’ data to anticipate test volumes and reagent needs.
• Order early: Secure sufficient stock of test kits, swabs, and consumables ahead of time.
• Check expiration dates and calibration schedules: Ensure all diagnostic devices and supplies are ready for high-frequency use. (6)

By partnering with trusted vendors (like SEKISUI Diagnostics), practices can ensure consistent access to high-quality, validated diagnostic supplies.

Integrate Diagnostics with Clinical Documentation

Efficient documentation is just as important as efficient testing. Integrate POC test results directly into your electronic health record (EHR) to:

• Reduce transcription errors
• Accelerate chart completion
• Streamline compliance with school and sports forms

Many EHRs now support direct connectivity with diagnostic platforms. If not, designate support staff to handle timely uploads of test results (7).

Coordinate Staff Roles and Training

Peak season requires every team member to function at full capacity:

• Cross-train staff to perform diagnostic tests, manage inventory, and navigate insurance requirements.
• Hold pre-season training sessions focused on POC protocols, safety standards, and rapid troubleshooting.
• Establish roles for flow coordinators to triage incoming patients and keep exam rooms turning over efficiently (8).

Clear role definitions reduce confusion, maintain throughput, and support quality care.

Communicate Early with Patients and Families

Set expectations with families to reduce last-minute rushes:

• Send reminders via patient portals or text campaigns.
• Provide a checklist including required forms, immunization records, and instructions for fasting (if necessary).
• Encourage scheduling in June or July to offset August volume (8).

Transparent communication helps families prepare and reduces no-shows and rescheduling.

Back-to-school physicals present both challenges and opportunities for clinical practices. With strategic use of point-of-care diagnostics, proactive supply chain planning, and optimized workflows, practices can deliver high-quality care under pressure. At SEKISUI Diagnostics, we’re committed to equipping providers with reliable, rapid diagnostic tools that empower smarter, faster decisions at the point of care.

Click here to learn more about how SEKISUI Diagnostics can support your clinical practice or to speak with a sales representative.

References

1. How Workflow Optimization Improves Patient Care. Pingili, Ramesh. 2024, International Journal of Research In Computer Applications and Information Technology, pp. 1192 - 1206.
2. Supply chain management and accessibility to point-of-care testing in resource-limited settings. Kuupiel, Bawontuo D. and Drain, P. K. 19, s.l. : BMC Health Serv Res, 2019, Vol. 519.
3. Somerstein, Rachel. 3 hospital supply chain directors explain how AI is helping them manage critical inventory. s.l. : Business Insider, 2025.
4. Larkins, Michael C. and Thombare, Aparna. Point-of-Care Testing. National Library of Medicine. [Online] National Center for Biotechnology Information, May 2023. https://www.ncbi.nlm.nih.gov/books/NBK592387/.
5. Advent Health for Children. Planning for Your Child's School Physical: What to Expect. Advent Health for Children. [Online] Advent Health for Children, May 2022. https://www.adventhealth.com/hospital/adventhealth-children/blog/planning-your-childs-school-physical-what-expect.
6. Williams, Marisa L. Forecasting the laboratory supply chain use. Medical Laboratory Observer. [Online] Medical Laboratory Observer, April 2021. https://www.mlo-online.com/management/article/21218593/forecasting-the-laboratory-supply-chain-use.
7. AdvancedMD. Relaymed. AdvancedMD. [Online] AdvancedMD, 2025. https://www.advancedmd.com/integrations/marketplace/relaymed/.
8. Princeton Insurance. Physician Office Practice Toolkit. 2008.