11/15/2012. Course Overview. Course Overview. What are your challenges? What is stressing you out? DENTAL PRACTICE SOLUTIONS

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1 DENTAL PRACTICE SOLUTIONS It s More Than Just a Prophy: The Missing,,, One of Dentistry Today s Top Consultants Debra Seidel Bittke, RDH, BS What are your challenges? What is stressing you out? Course Overview Prophy Patient vs. Perio Patient Get off the treadmill. Which foot first? Time saving tips: Hygiene/Doctor Exams Course Overview Communication Tools for the A-Ha! Moments Minute:Minute Worksheet Costs to Patient and Practice? 1

2 Prophylaxis D1110 Prophy vs. Perio A prophylaxis is the removal of plaque, calculus and stains from the tooth structures. It is intended to control local irritational factors. Periodontal Maintenance This descriptor code D4910 indicates that it includes site specific scaling performed as part of the root planing where indicated. Scaling and root planing performed as part of the maintenance procedure should not be reported separately. However, if new or recurring periodontal disease appears at the time of maintenance procedure, additional diagnostic and treatment procedures must be considered. Plan limitations may exclude or not recognize certain combinations of codes performed on the same day. How would you treat this? How would you treat this? How will you get it all completed?! 2

3 5 Objectives of the Morning Huddle Objectives of the team huddle 1. Establish the ground rules 2. Control the meeting 3. Facilitate 4. Action items 5. Make it a great day! Doctor/Hygiene Exam Time saving tips Doctor/Hygiene Exam Time saving tips 1. Find out something personal before exam and share with doctor 2. Verbally tell doctor about health and BP 3. As you requested, we ve updated Keri s x-rays today. 4. Let patient know in front of doctor when x-rays are due 5. Announce to doctor what clinical procedures were completed 6. RDH Spends 40 to 60 minutes, or more announce what was found 7. Rate the patients oral hygiene 10 = extremely clean mouth 8. Announce your clinical findings during the examination 9. Call out The palate and oral pharynx are fine. Occlusion, TMJ, gingival, tongue Time saving tips A Ha Moments Doctor/Hygiene Exam 10. Decide on the time required and services to be provided at the patient s next hygiene visit 11. Dentist and RDH decide together, during the current hygiene visit, what will be performed at the next appointment and how long the next visit should take. 3

4 Costs to Patient and the Practice Hidden Opportunities in Dental Hygiene Appointment The Hygiene Exam 4

5 Ultimate Hygiene Exam Medical History Review Blood Pressure Screening Medications, supplements Recent surgeries or new diagnoses Ultimate Hygiene Exam Patient Questions and Concerns Smile Analysis Malodor Analysis Xerostomia Patient discomfort/concerns SAME DAY SERVICES What You Must Say If there is one thing you would like to change about your smile what would that be? What if I could wave a magic wand? What our office can do for you 5

6 Holiday Specials 5% NaF Fluoride Varnish Conventional Varnish Sunstar America Summary Preventive Measures Treatment Tailored for each individual Communicate thoroughly with patients Update Check ADA, CAMBRA, ICDAS, AAPD, AAP and other professional bodies for updates regularly. 6

7 Minute by Minute Template Cost to Dental Practice Non-surgical periodontal treatment: 100 patients at $1, $100, Cost to Dental Practice Oral Cancer Screening: 4 Patients each $50.00 each Profits to the Practice CAMBRA: 2 Fluoride Varnish Pts each $35.00 = $70.00 $ each week for 50 weeks = $10, $70.00 X 4 Days = $ $ X 50 weeks = $14, Profits to the Practice Same Day Services: Whitening trays, Nightguards, etc. $200.00/day average X 4 Days/week = $ TRUE POTENTIAL Homecare Products: Sonicare, Oxyfresh, Xylitol, 1.1% NaF, etc. $75.00 X 4 Days = $ $ X 50 weeks = $15, $ X 50 weeks = $40,

8 PROFIT POTENTIAL Non-surgical periodontal treatment: $100, Oral Cancer Screenings: $ 10, CAMBRA: $ 14, Same Day Services: $ 40, Homecare Products: $ 15, $ 179, Total Hygiene Production beyond the Prophy ORAL HEALTH REPORT Patient s Name: Today s Date: Services Provided: Blood Pressure Screening: Oral Cancer Screening: Findings: Periodontal Disease Screening: Findings: Continued Preventive Maintenance: mos X rays: Bitewing: Periapical: Full Mouth: Scaling and Root Planning: Periodontal Maintenance: mos Fluoride Treatment: Varnish Trays Other Oral Hygiene Instructions: Chemotherapeutics: Arestin: Atridox: Chlorhexidine: Other: Laser Treatment: Post Op Instructions: Oral Hygiene Products Recommended: Manual Toothbrush: Times per day: Minutes: Powerbrush: Times per day: Minutes each session: Toothpaste: Mouthrinse: Dental Floss: am pm Type of Floss Recommended: Proxabrush: Times per day: Area(s) to use: End Tuft Brush (use dry): Times per day: Areas(s) to use Fluoride use: Times per day: Special Instructions: Hygienists and Auxiliaries can open doors with their words Number 1 Thing You Need to Say Number 3 What You Needs to Say STOP Telling Patients about the cost before they want the treatment STOP saying It s a CLEANING! 8

9 Patient Reactivation How to Inspire Patients ForeverWhite Patient Reactivation/Retention Program Patient Retention Program 1. You order: my website or and for the special price the code is debbie 2. My team provides the support 3. Each syringe is less than $3.0o 4. Inspires and motivates patients to return to your office and refer patient Samples and CD for you at the booth! Number 1 Thing You Need to Say What is it worth to change Challenges into a Profits? Tell them it is about Prevention Make it conversational Personalize it 9

10 12 Week Low Cost Program Let s Dig Deeper Into This! The focus is : Hearing patients say YES! to your care for them! The Process The Process Weekly modules in the web portal Audios Scripts Monthly Conference call/webinar Gotomeeting.com BONUSES BONUSES ebook Continuing Care System Re activate overdue patients Regular $47.00 Turbulent Times Telesummit 10 hours of audio Handouts Regular $

11 Weekly Profit Tips One Laser focused Coaching Call Value: $ VALUE: $ What you get each week What you get each week Week 1 Leadership Week 2 Personality Types and Belief Systems Week 3 Language Styles Week 4 Effective Listening Week 5 Various Types of Communication Week 6 Communication Barriers What you get each week What you get each week Week 7 The New Patient Phone Call Week 8 The New Patient Appointment Week 9 The Hygiene/Doctor Appointment Week 10 Influencing and the Care Conversation Week 11 The Care Conversation Week 12 The Fee Discussion (Flexible Payment Options) 11

12 12 Week Program Cost $1297 Today Only: $797 What You Get Case Acceptance Course: $ Telesummit: $ ebook Continuing Care: $ minute Vital signs call : $ Weekly Practice Profit Tips: $ Total Value: $1, Until Sunday November 4 th only:$ Where to go to Register Review Prophy vs. Perio Pt Turn in your registration today for the bonuses Come by our booth for your whitening syringe and your patient retention program information Get your Free Audio at our booth Get off the treadmill Doctor/ Hygiene Exam Communication Tools Review Three Things Minute: Minute worksheet for Hygiene Appointment What is the cost to Patient and The Practice? What will you do differently tomorrow? What will you never do again? How will your life be different after today? 12

13 Kevin Kevin Oral Health Total Health DENTAL PRACTICE SOLUTIONS THANK YOU! Debra Seidel Bittke, RDH, BS 13

14 SAMPLE MORNING TEAM HUDDLE PURPOSE: TO CREATE YOUR DREAM DAY. A COHESIVE TEAM WITH A COLLABORATIVE EFFORT CREATING A PATIENT CENTERED DAY THAT EFFICIENT AND STRESS FREE. TIME: MINUTES LOCATION: Always meet in a private part away from the front desk. It is best if you can close the door as you are discussing private patient information. WHAT TO BRING: Pen and highlighter No charts Day sheet Routing slip ROLES: Each person on the team, including doctor will sign up to lead the team meeting and even each monthly meeting. Each day will be a different team member leading the meeting. BENEFITS OF THE HUDDLE: Directs team members from each department to report on specific item which will impact other Provides for team collaboration Prepares the team Time management tool COORDINATION OF THE HUDDLE: Post a calendar in the team break room for team members to sign up to lead the team meeting Post a copy of this huddle protocol in the break room and laminate it to protect it Have the practice mission statement and practice principles posted here and laminated The leader for the day s team huddle will follow this checklist and direct each department in making their report BEGIN THE MEETING: minutes prior to the time the first patient is to be seated. This will allow you to have your first patient seated on time. Leave a note at the front desk: Welcome to our office today. We are currently in our morning team meeting. Please have a seat and help yourself to coffee or water. We Practice Solutions * support@dentalpracticesolutions.com 14

15 meeting to ensure you receive the very highest level of care during your treatment today. We will be seating you in a few minutes. Thank you for your understanding. SCHEDULE COORDINATOR 1. Distribute day sheets prior to the team meeting 2. Anticipated production for today 3. Review the day 4. New patients / communicate their referral source 5. Emergencies what and when and where to schedule. 6. Communicate any special needs of patients for today 7. Next available production block 8. Next new patient exam pre block time 9. Next available hygiene appointment(s) and scaling and root planing appointments 10. Discuss thank you cards to be sent, birthday cards to be sent and invite team to sign. 11. I will ask for a referral today. FINANCIAL COORDINATOR 1. Results of previous day s payment arrangements 2. Anticipated payment arrangements, consultations, etc. 3. Coordinate support with team for collecting Patient balances, problem accounts, etc. 4. Provide a weekly report of month to date collections 5. coordinate administrative meeting with doctor to prepare for consults 6. I will ask for a referral today. HYGIENIST(s) 1. Prior to team huddle, audit all charts for x rays (fmx), perio exams 2. Provide an overview of patients for today 3. Discuss exams and coordinate with doctor and assistant for timing 4. Coordinate support from dental assistants (who will assist with perio charting, etc.) 5. Coordinate other assistance: impressions, oral hygiene instructions, sealants, etc. 6. Discuss incomplete treatment plans (dentistry), intra oral camera 7. New patients 8. Discuss results from the previous day s post op calls 9. Highlight overdue family member(s) continuing care from routing slips 10. Coordinate assistance with any special needs patients, pre med needed and ask for confirmation 11. I will ask for a referral Practice Solutions * support@dentalpracticesolutions.com 15

16 DOCTOR AND ASSISTANTS 1. Audit patient charts prior to team huddle 2. Provide an overview of patients for today 3. Discuss special needs patients and new patients, 4. Emergencies discuss possible treatment 5. Coordinate support needed (front desk coverage, post op instructions, etc.) 6. Confirm lab cases 1 2 days prior 7. Discuss any possible treatment room challenges, anesthesia to use, etc. 8. Coordinate support with x rays, telephone coverage, etc. 9. Communicate results from post op calls 10. Patient photos to be taken today 11. Highlight overdue continuing care, patient and family members. Check this on the routing slip 12. Review patient treatment plan and discuss any unscheduled dentistry 13. Identify one patient for same day treatment or overdue exam, etc. 14. I will ask for a referral today. END THE MEETING: The meeting should end approximately 2 3 minutes before the first patient is to be seated. End with a positive comment End with stating one of your practice principals. (Code of ethics). Each day one of the ten practice principals should be read aloud. Now, make it a great Practice Solutions * support@dentalpracticesolutions.com 16

17 HYGIENE PREVENTIVE APPOINTMENT PROCEDURE TIME NEEDED FREQUENCY Seat and greet Every Appointment RMH and Update Every Appointment Smile Analysis Every 6 Months OCE 12 Months Radiographs BWX/FMX 12 Months/3 Years CAMBRA 12 Months Scale/Polish 20 Minutes 6 Months Communicate Findings 6 Months Dr./Hygiene Exam 10 Minutes 12 months Schedule N.V., dismiss, disinfect Each Appointment 17