Successful dental operations run on efficiency and proper time management. A synchronized workflow between operations and office management enhances productivity and minimizes room for errors. Effective scheduling techniques help stabilize production to reduce stress in the working environment.
Follow these three tips to keep your dental office functioning well.
1. Improve Telephone Interactions
Several patients get in touch with dental offices through the telephone as the first point of contact. It’s essential to train your staff to answer and communicate with your patients with a professional demeanor. Ensure your team has proper etiquette to understand the needs of the caller and convert them to a patient.
A few of your staff members may be shy in communicating with potential clients. A family-owned dental office like a particular dentist Irvine CA can help provide a peaceful environment to release any unwanted tension. The family-centered atmosphere will help emanate a feeling of closeness from the staff member to your potential patients. It’s akin to talking with a family member over the phone to help overcome objections which might be uncomfortable for certain individuals.
You may also want to train your staff members in converting your callers into long-term patients by conducting follow-up communication practices. Performing follow-up calls, emails, or texts may help remind patients about upcoming checkups and treatments. It’s also an excellent way to show that your dental office cares about its patients even after completing a procedure. Also, don’t forget to smile; smiling can help increase productivity.
2. Enhance Scheduling Practices
Proper scheduling practices can help in increasing production because of a well-thought-out day. A productive day at the dental office doesn’t mean you can cater to as many patients as possible. Let your dental staff members focus on providing your patients with excellent customer service and optimum dental health.
Here are a few scheduling tips to help your dental office stay on your toes throughout the day:
Have a clear daily goal
Doctors should determine daily production goals. Write it down where all the staff members can see the notice. Meet with your staff and discuss how to achieve the day’s primary objective.
Determine procedure categories
Check the appointments listed for the day and categorize them to help meet your daily goals. Here are three classifications that you can use for your appointments:
- Major or substantial cases – 50% of your day should be in this category. It may include partials, veneers, and crown and bridge procedures.
- Minor or restoration cases – Allocate two to three hours of your day to this classification. These procedures may include composites, amalgams, and root canals.
- Miscellaneous cases – Fill the extra time you have with these procedures. These operations are low to non-productive processes like exams, emergencies, seats, and adjustments.
List or note the schedule
Winging it is a recipe for disaster for any dental office. Take note of all your appointments by using a scheduling system to create your ideal day. You can use scheduling software or take advantage of the pen & paper method. Also, block the time for any substantial cases as these may eat up most of your time.
3. Reduce the Waiting Time of Patients
Patients having to spend prolonged periods in waiting rooms can deliver a negative impact on your practice. Check if patients are bored, fidgety, or annoyed while they’re in your waiting room. Signs to look out for negativity in patients include the frequent checking of watches, fiddling with smartphones, or falling asleep.
Train your dental staff to handle essential administrative functions in your dental office. These organizational processes may include:
- Documenting and identifying the timelines for dental procedures.
- Perform basic dental procedures like dental impressions.
- Delegate roles within the practice.
- Fill in for staff members who are unable to deal with specific roles.
- Manage the office’s supplies with the help of automation.
You may also want to hire one dental assistant per chair in your office. It may require you to allocate more of your dental office’s funds for salaries, but it removes the need for assistants to run from one chair to another during operations.
Dental offices that practice proper administrative and time management practices offer a friendly and operational environment for doctors, patients, and staff members. You may want to use a dental scheduling software to help keep information regarding your appointments and patients intact. Don’t forget to monitor results so you can aid your office on deciding what suitable course of action should be done if there are uncertainties.