Introduction
In the world of Revenue Cycle Management (RCM), the demands are constant, and so is the pressure. Between payer policies, denial trends, system toggling, and production metrics, professionals are pulled in multiple directions all day long. Add to that the ever-present ping of emails, chat messages, meetings, and last-minute requests, and you’ve got a recipe for cognitive overload.
Enter the Pomodoro Technique, a refreshingly simple but powerful time management method that helps revenue cycle teams reclaim their focus, reduce burnout, and work smarter—one 25-minute sprint at a time.
The RCMS Reality: Why Time Management Feels Impossible
If you work in RCM, you already know what the day-to-day looks like:
- Task-switching fatigue from jumping between platforms (think: clearinghouse, EMR, payer portals, and Excel—all before lunch).
- Constant interruptions from chat apps, email threads, and production updates.
- High cognitive load from interpreting payer-specific nuances, coding rules, and evolving documentation guidelines.
- Tight performance expectations, with productivity tracked down to the decimal.
- Information overload, where critical details are buried in spreadsheets, shared drives, or inconsistent documentation.
Over time, this environment drains focus and mental energy. Even highly skilled team members can find themselves spinning their wheels or struggling to complete deep-focus tasks like claim audits, payment variance research, or AR follow-up analysis.
The Pomodoro Technique
Developed by Francesco Cirillo, the Pomodoro Technique breaks work into intervals—traditionally 25 minutes of focused effort followed by a 5-minute break. After four cycles, a longer break (15–30 minutes) is taken. The premise is simple: work with the clock, not against it. For RCM professionals, it works because it’s simple.
How the Pomodoro Technique Supports RCM Teams
- Improves Focus on Complex Tasks: Set aside a pomodoro for denial resolution, claims review, or reconciliation—and actually finish it without distractions.
- Reduces Errors: Breaks help reset your mental energy, reducing mistakes that can lead to downstream issues.
- Builds Sustainable Productivity: Pacing work with short breaks helps you maintain momentum over an entire shift—not just in the morning.
- Supports Mental Wellness: Prevents mental fatigue by honoring your brain’s natural need for recovery, even during busy days.
Adapting the Technique for Revenue Cycle Workflows
We know that strict 25-minute blocks may not fit every scenario in healthcare ops. RCM requires flexibility, especially when you’re dealing with urgent payer requests or overlapping team huddles. Here’s how to make it work for your role:
- Use Shorter Pomodoros During High-Demand Periods: Try 15-minute sprints with 3-minute breaks during peak workload times, like end-of-month billing or following large claim file rejections.
- Stack Similar Tasks: Group claim status checks or batch data entry into one pomodoro to reduce cognitive switching.
- Plan Around Meetings: Schedule pomodoros between meetings or use one immediately after to help refocus.
- Respect Breaks: Even a quick stretch or walk around the office can help your brain recharge—resist the urge to check email during break time.
Getting Started
- Pick Your Task: Choose something that requires real focus—like a root cause analysis or claim rework project.
- Set a Timer: Use a timer app or browser extension like Pomofocus or Focus To-Do.
- Eliminate Distractions: Silence notifications, close unused tabs, and let your team know you’re in a focus block.
- Take Your Break: Step away for 5 minutes—yes, even if you’re “on a roll.” You’ll come back sharper.
- Repeat & Reflect: Track how many pomodoros tasks take to better plan your future workload.
Conclusion
RCM professionals are the unsung heroes behind financial health in healthcare—but that work comes at a cost when time and focus are constantly under siege. The Pomodoro Technique offers a simple, flexible way to bring clarity and control back to your day. It’s not about working harder—it’s about working smarter, and honoring the mental space you need to perform at your best.
So the next time you feel pulled in 10 directions before 10 a.m., try setting a timer, shutting out the noise, and focusing on just one thing—for just 25 minutes. You might be surprised how much you can get done—one tomato at a time.
Are you interested in connecting with Healthrise to learn more about how we can benefit your health system? Schedule a meeting and connect with our experts today!
Author: Stefanie Young, Analyst II, Revenue Cycle Management, Healthrise
Refferences: https://www.todoist.com/productivity-methods/pomodoro-technique
