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in the Doctor’s chair … perhaps even that day. You also have no guarantee that your next patient is coming, so keep working until someone informs you that they have arrived. You’ll be amazed at what you can get done if you’re working efficiently. 2. If they can’t come in for the appointment they missed, see if they can come in later that same day if there is an opening in the schedule. 3. Check your schedule and try to fill any other openings that day. If there are holes in your schedule, your top priority should be to keep all chairs filled TODAY . Worry about tomorrow only after all chairs are filled today. If today’s schedule is “light,” look at the next week of scheduled appointments and try to get patients in earlier (if their dental plan allows*). For instance, if you have an opening on Tuesday at 9 a.m., chances are pretty good that a patient scheduled next Tuesday at 9 a.m. might be able to take the earlier appointment. *Always book recall for the interval (e.g., six months) plus one week. Doing so will ensure you have a deep pool of patients who can be moved up from next week to this without affecting their insurance coverage.
convenient time. Does the entire staff know how to use these tools to help fill the schedule? Again, this would be a great list to use to fill the schedule.
9. Restock all restrooms, lab, etc. with paper towels, tissues, cups, etc.
10. Restock/clean the coffee area in reception room if you have one.
4. Check the Doctor’s schedule and try to fill any openings they have that day.
11. Make any bleaching trays that need to be made.
5. Check tomorrow’s schedule and try to fill any openings in your schedule and in the Doctor’s schedule.
12. Take/develop any films for patients who are being seen by other providers.
6. Jump in and PERIO CHART the Doctor’s new patient before the Doc enters the room.
13. Assist other providers (Doctor or Hygiene).
Only after your schedule and the Doctor’s schedule are COMPLETELY FULL FOR TODAY AND TOMORROW DO YOU PROCEED TO “BUSYWORK.” FILLING TODAY AND TOMORROW’S SCHEDULE IS ALWAYS THE NO. 1 PRIORITY!! Then confirm tomorrow’s patients. 7. Pull your charts for the following day and print out tomorrow’s schedule. Read your charts and note on tomorrow’s schedule who is due for perio charting, DIAGNOdent (SoproLIFE, CariVu, Canary, etc.), oral cancer screening with adjunctive devices like VELscope or Trimira, or X-rays (BW’s, PA’s, FMS, panorex).
14. Pour up models that need to be poured.
15. Assist in cleaning up and setting up operatories.
16. Sterilize instruments (not just yours!) and put clean instruments away.
17. Set up Hygiene and Doctor trays.
18. If you are still using film, put FMS setups in cups so they’re all counted out and ready to use.
19. Assist front office with filing (charts, bills, invoices, etc.).
Make notes regarding:
20. Assist front office with any mailing (billing, insurance claims, marketing, etc.).
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Who has a diagnosed treatment that has not been scheduled?
21. Assist front office by copying X-rays they need copied.
“Only after your schedule and the Doctor’s schedule are COMPLETELY FULL FOR TODAY AND TOMORROW DO YOU PROCEED TO ‘BUSY WORK.’”
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Who has a large balance that needs to be taken care of?
22. Change cold sterilization solutions if they are due to be changed.
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Who might benefit from having a cosmetic imaging photo taken?
23. Make up new Birex or whatever disinfectant you use in the operatory if it’s due to be changed.
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Who should we ask for a video testimonial?
Your practice management software should have a “missed appointment file” that will give you a list of all patients who have missed appointments. Is your staff appropriately tracking these patients? Use this list to try to fill openings. Maintain a “short call list”! Build and maintain a list of patients who would like to be placed on a cancellation list if an appointment becomes available at a more
24. Check in lab cases or box up lab cases that need to go out.
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To whom should we send a “bun- warmer” personal note at the end of the day?
25. Clean all counters in lab and operatories.
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Who has family members due for recall? Try to get them scheduled!
26. Perform equipment maintenance. For instance, clean the autoclave with Chamber Brite or any other solution meant for
8. Restock all operatories, not just hygiene.
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