In order to optimize communication, care teams should plan to meet regularly through huddles, team meetings, and staff meetings (see Use Regular Huddles and Staff Meetings to Plan Production and Improve Team Communication). These change ideas (i.e., using huddles and meetings) apply logically to several of the ten ideas for improving access. For example, a huddle can be used by a team working to improve their communication, or by a team that needs to better manage its supply and demand. The creation of communication short-cuts and flexible cues and sequencing can also optimize team communication.

Communication short-cuts are visual displays of information that provide effective ways to make adjustments in the schedule, coordinate emerging patient needs, or reassign staff responsibilities. For example, use a large board in the clinic workroom to note daily patient appointments (including special needs) by provider along with nursing staff assignments. This provides staff with the "big picture" of what’s going on in the clinic each day so that the care team can help where needed.

Flexible cues and sequencing are a type of communication that keep a practice flowing smoothly without the need for verbal or face-to-face communication. Here are some examples:

• A chart in the blue basket means that the patient has arrived and is ready for rooming, and a chart in the red basket means that the patient has gone for testing.
• Flags on the room indicate which member of the care team is in the room, or if the patient is ready for the next stage of the visit.
• Paper tasks that will take longer than one minute to complete are placed in an in-basket for the physician, while tasks that are quick (and will contribute to continuous flow) are placed in a prearranged "hot-spot" for immediate attention.