5 Steps to More Effective Meetings
For too many dentists, staff meetings are viewed as a hopeless waste of time in which production is sacrificed. They are intended to be effective, information sharing, problem-solving opportunities. But any number of things can turn a potentially successful meeting into a disaster, including lack of an effective agenda, lack of ground rules, clashing personalities, turf wars and more.
Number 1 - Establish Ground Rules
Post these where everyone can see them at every meeting. In addition, ask a member of the team to read them aloud at the start of every meeting, at least early on. Don’t let people slide - gently remind offenders of the rules from day one.
Number 2 - Keep the Group Focused
Number 3 - Control the Meeting
Number 4 - Facilitate
Let me explain. During discussion, it’s natural for other important issues and good ideas to emerge that require further exploration. These items are posted on the wall in the “parking lot.” This helps everyone to stay focused on the discussion at hand, not just their pet issue. They know that the matter will be taken up later in the meeting before the group adjourns or it will be included on the agenda for the next meeting.
Number 5 - Identify and State Your Action Items
With a little planning and preparation, meetings can be highly effective information sharing and problem solving sessions. It’s a matter of practice and commitment.
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New Procedure Codes and Updated Fees for 2011-2012
2011 has already brought about some rather unique, as well as potentially troublesome, issues and challenges with redefined and new changes to the Codes on Dental Procedure and Nomenclature. Let’s take a look into the future and briefly see what is in store for the next two years. Current Dental Terminology is available directly from the American Dental Association, as well as through my Dental Insurance and Reimbursement - Coding and Claim Submission Manuel.
Oral and Maxillofacial Surgery
And now to top it all off, analgesia D9230 was redefined by simply reversing the order of the words in order to pacify Sister Mary Mucknfutz, my 4th grade English Composition teacher, while D9420 now includes visits to ambulatory surgical centers as well as hospitals. What a relief…
Oral & Maxillofacial Surgery
If you are interested in having a comparative Fee Schedule Review 7 page report detailing 220 of the most often performed dental procedures compared to your existing fee schedule compiled for your zip code, CLICK HERE.
Tom Limoli is the prevailing expert on proper coding and administration of dental insurance benefit claims. He serves as president of Limoli and Associates/Atlanta Dental Consultants, Inc., a company that over the past quarter century has assisted dental offices in streamlining the insurance reimbursement process. www.limoli.com
The $8,000 Hygiene Day
Hygiene production should be three times hygiene salary. Time management, professional skills, technology, and fees all play a part in making this happen. However, the financial contribution of the hygiene department might also be measured in more than just what is accomplished in the hygiene department today. Treatment needed, identified, and scheduled due to the efforts of the hygienist and dentist working together can be a huge factor in overall office production.
Here’s how: Katherine is the full-time hygienist for a busy general practice. She typically sees eight patients per day, with fewer scheduled to account for scaling and root planing appointments and periodontal maintenance. She and Dr. G have developed a cooperative method of approaching recall appointments that facilitates identification of necessary periodontal treatment as well as restorative needs of patients.
Her first recall patient of the day is a professional man with a tight schedule and a disinclination for small talk. Following the protocol of the office, Katherine takes things step by step. First, she updates his medical history, takes blood pressure, at least one time per year, takes necessary radiographs, performs periodontal probing at least one time per year, performs a preliminary oral cancer screening, and accomplishes a visual assessment of the teeth. During the visual assessment, she notices two teeth with existing amalgam restorations which show cracks. Knowing that broken teeth due to cracks are one of the most common emergencies of the office, she points these teeth out to the patient and takes two photos, which are displayed on the monitor in front of the patient chair. The enlarged photos make the cracks unmistakable, and the patient is engaged. When Dr. G. comes in, Katherine gives her assessment of what she has seen and what she and the patient have talked about, and Dr. G verifies that the two teeth definitely need crowns. Katherine walks the patient to the front desk, the treatment coordinator gives him an estimate, and he sets up an appointment for next week. Projected production for that appointment - $2000
Katherine’s next appointment is also a recall. This retired lady has had a tooth missing in the areas previously occupied by the mandibular left second bicuspid for several years. She has been living with the situation, and Katherine knows that a solution to the “space” has been offered to her several times. Despite knowing that the patient has not sought treatment previously, Katherine follows the same protocol as before, and points out to the patient that an implant and crown could restore her smile in a very effective and long lasting way. Katherine fires up the patient monitor and shows the patient a one-minute video on implants. When Dr. G. comes in, Katherine gives her assessment and Dr. G. verifies that the patient would be a good candidate for an implant and crown. Due to Katherine’s suggestion, the illustrations in the video, and Dr. G’s explanation, the patient decides this time to go ahead with the treatment. Projected production for the implant and crown - $4,000
Later in the afternoon, Katherine encounters a patient whose teeth are showing extreme incisal wear. Posterior teeth also show wear facets and the patient tells her that most mornings she wakes up with a headache. Katherine explains that an occlusal guard may help reduce or eliminate her headaches, while possibly preventing further damage to her teeth. The patient is interested. When Dr. G. comes in, Katherine gives her assessment, Dr. G. tells the patient more about the way an occlusal guard functions, and the patient decides to schedule an appointment to get started. Projected production for the occlusal guard - $800
Katherine’s direct hygiene production for the day was $95 per prophy x 8 = $760. Bite-wing radiographs at $60 x 4=$240. Fluoride varnish at $40 x 5 =$200, plus the sale of two tubes of prescription fluoride toothpaste at $20 each. Total=$1,240.
While direct hygiene production must be an important consideration when deciding on how the hygiene department is functioning, indirect production in the form of restorative treatment, identified and scheduled, cannot be ignored! The keys to success lie in the way the hygienist approaches the recall appointment, technology to support explanations, the ability of the hygienist to tell the truth to the patient in an empathetic way, and the interaction between the dentist and hygienist when he arrives to complete the recall. The dentist and hygienist have to be on the same page as to how the dentist approaches treatment, and their individual philosophies must “jive.” Nowhere is the need for the dentist and hygienist to work as a team more important to patient care and financial success than during their interaction in front of the patient. When both are functioning well together, with professionalism and mutual respect, the $8000 hygiene day (direct and indirect production) can become a regular feature of the practice.
Carol Tekavec RDH is the director of Hygiene for McKenzie Management. Carol can improve your hygiene department in just ONE DAY OF TRAINING “in your office”. Interested in knowing more about how to improve your hygiene department? Email firstname.lastname@example.org.
Carol is also a speaker on hygiene efficiency and profitability for McKenzie Management. Interested in having Carol speak to your dental society or study club? Click here
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