January 2010 | dentalproductsreport.comWEB EXCLUSIVE
January 2010 | dentalproductsreport.com WEB EXCLUSIVE
Streamline your huddle
An effective meeting is all about clear expectations and clear data.
by Dr. Wayne Pernell, Pride Institute Consultant
Many dental offices have some form of a morning meeting. Very few offices have a truly effective, streamlined huddle that produces seamless delivery of clinical care and outstanding customer service. The yellow brick road to a highly effective huddle is organized, thorough preparation consistently done during dedicated administrative time.
What follows are structured checklists for each team member according to his or her job description. This ensures efficient, focused preparation. It may not be as easy as clicking your heels three times, but if followed it will get you home.
All aboard All team members will need a copy of the next business day's schedule, highlighters, and patient charts. If charts are digital, access to a computer terminal is necessary. Each individual will report on information pertinent to his or her job responsibilities, while other team members take notes. This way, everyone is informed and-even more important-prepared.
Note the next available production pre-block
Note the next available new patient pre-block
Note the next SRP block for hygienists
Dollar amount of total production scheduled
Dollar amount of doctor's production scheduled
Doctor's daily goal
New patient information (include new emergency patients). This breakdown should include possible motivators and concerns, reason for the appointment, any special needs or concerns, and how the patient was referred
Note patients who are potential referral sources
Note patients who should be personally thanked for their referrals
Note patients who were kept waiting at their last visit
Note patients who were late at their last visit
Note patients who need to be handed off for financial arrangements
Note co-payment amounts due from patients
Note patients scheduled for today who have outstanding balances
Note patients who need modified financial arrangements
Note insurance information updates needed
Note any insurance delays and enlist patients' assistance
Highlight patients scheduled for consultations
Note any last-minute questions on today's treatment plans
Information from specialists for scheduled patients
Special materials needed for cases or special presentations
Follow-up due to/from specialists
Follow-up calls to patients including post-op calls
Highlight patients who need referrals to specialists
Goal for hygiene production
Amount of hygiene production scheduled for today
Highlight any patients who need to be pre-medicated before treatment
Highlight patients who need to do health history updates
Highlight patients on schedule who need periodic exams
Highlight patients on schedule who need periapical x-rays, BWX, FMX or Panorex
Highlight patients on schedule who need periodontal probing
Other services to offer patients-fluoride treatments, electric toothbrush, products to treat sensitivity, whitening, Invisalign
Highlight patients who have outstanding restorative treatment plans that can be discussed while working in the particular quadrant
Highlight patients who can offered an intraoral camera tour of their mouth and dentition
Identify potential restorative treatment ("watches" on teeth)
Can any hygiene patients potentially be scheduled for upcoming production blocks?
Potential referral sources? If so, plan to ask for referrals
Match scheduled treatment to treatment plans-make necessary corrections
Identify times when emergency patients can be seen
Double check to ensure that all lab cases for today have been checked in and approved by the doctor, and that cases for the next patient day have arrived
Assess patients' motivators/concerns
Highlight patients who need to be pre-medicated for treatment
Any special preparations for patients-nitrous oxide, blanket, pillow, sunglasses, specific operatory, etc.
Next step in treatment-can the patient be scheduled in the next available production block?
Patients due or past-due for a hygiene visit? Can they potentially take any openings today?
Other services that can be offered-whitening, Invisalign, cosmetic procedures
Potential referral sources? If so, plan to ask for referrals.
Remember to report out only information that is new or that is not on the schedule. Once huddle prep is complete, all that remains is to utilize any remaining admin time with duties in your area or to offer to help another team member.