Tag: Dental Practice

Are Your Assistants Effective/Efficient

We often hear Doctors say their chief concerns are that their assistants are not prepared for procedures, little communication between Dr and assistant OR simply not educating the patient before and after the procedure. Below are several areas that we coach your assistants on to have them performing at their best.

Daily Charts audits: This will help ensure that cases are in, if additional treatment is needed it gets scheduled. Prepares us for those hiccups that are frustrating and avoidable. We like to have that strong assistant in the Morning meetings who is able to deliver important daily concerns and for see any areas of concern and look for solutions.

Orchestrating Schedule: We find the leader of the assistants who is great at looking at the daily schedule and understanding who, what and where to prioritize needs based off importance. The problem solver. One in which can read across the schedule, this of course includes hygiene exams as well OR new patients. Starting a RCT and having three exams at the same time can make things a bit crazy. How to avoid this by assessing the schedule before he/she sits to begin procedure.

Inventory Control Systems: Developing a strong system for ordering biweekly (if not already doing so). Understand what products are used for and managing this so there is no waste. When to take advantage of specials and run your supplies below 5% etc..

Lab System: Organizing and developing a solid lab system if there is nothing in place (Doctors request this often)

Organizing Treatment Rooms: Not everyone understands that being organized is easy and often overwhelmed when beginning this process. It is definitely one of our favorite areas, as it helps managing inventory and making things run smoothly, this way you’re not jumping up looking for materials during a procedure which is most frustrating to doctors.

Verbal Skills: How are we being perceived? More times than not, the Assistant should be able to explain treatment, post op instructions and patients should ALWAYS understand: What, Why and Next.

OSHA Standards:  Understanding safety of employees and patients. Assistants are generally in control of sterilization area and instrument sterilization (understanding the facts)

GHS training: ALL employees are to be trained and certified in GHS (Global Harmonization System) once per lifetime and OSHA of course annually. Helping to be sure that systems are in place per state laws.

3-5 Minute Check out & Meet and Greet: We feel this is so important! We will spend time role playing on both of these areas. It is all about the experience as we know.

Maintenance: Understanding the maintenance on equipment and handpieces (This is an area that can save a practice considerable $$$)

Teaching Hard Tissue Charting: Hands on training

Explaining any Treatment: Role Play

Reading / Understanding x-rays: This is intended for newer assistants.

#klassolutions #dentalassistants #dentist #coaching #assistantcoaching #dentalconsulting #OSHA/GHS #inventorycontrol

25 Team Building Activities You Should Do With Your Team

All dental teams need to have time for team building. A time to step away from the office and continue to build personal relationships with each other. Here is a list of 25 Team Building Activities to try with your team.

_RMK892325 Team Building Activities You Should Do With Your Team

1. Scavenger Hunt
2. What’s My Name?
3. Cook-off
4. Sneak a Peek
5. Board Game Tournament
6. Office Trivia
7. Improv Workshop
8. Two Truths and a Lie
9. Karaoke Night
10. The “suddenly” Story
11. Go-Kart Racing
12. Concentration (marketing addition)
13. Professional Development Workshop
14. Jigsaw Puzzle Race
15. Room Escape Games
16. The Egg Drop Challenge
17. Laser Tag
18. Catch Phrase
19. Volunteer
20. Mystery Dinner
21. Kayaking/Canoeing
22. Trampoline Park
23. Something Touristy
24. Painting Class
25. Cooking Class

Team Building – Collaboration

We have all been part of a team where there is one or two team members that seem to always take the lead.  The rest are made to feel as though their ideas are not welcome. And yet, something incredible happens when teamwork exists and everyone has a voice. Things change and success builds when everyone on the team is equally invested in the overall purpose and goal.  Here are some quotes to display.  Use them in your AM huddles or monthly meetings.

1.  “Alone we can do so little; together we can do so much.” – Helen Keller

2.  “Talent wins games, but teamwork and intelligence win championships.” – Michael Jordan

3.  “Teamwork begins by building trust. And the only way to do that is to overcome our need for invulnerability.” – Patrick Lencioni

4.  “It is literally true that you can succeed best and quickest by helping others to succeed.” – Napolean Hill

5.  “If you want to lift yourself up, lift up someone else.” – Booker T. Washington

6.  “None of us, including me, ever do great things. But we can all do small things, with great love, and together we can do something wonderful.” – Mother Teresa

#KLASSolutions #TeamLeadershipProgram  #team #AMhuddles #teambuilding #Teamwork

Increase Your Cash Flow in 10 Steps

Klas-Dental-Solutions-15-1024x473

These 10 ways to improve cash flow can help you encourage incoming payments, delay outlays of cash and stay on top of everything in between–like payments, late fees, and billing cycles.

  1. Invoice immediately.Don’t wait untilnext week or next month. If you wait to invoice your patients, they may think they can wait, too.
  2. Use electronic billing.It’s fast, and younger patients are likely to respond more quickly when they can pay instantly. Your deposits can be deposited directly to your account and everyone saves on the cost of paper and stamps.
  3. Get it in writing. Set clear payment terms and expectations. Spell out your terms on every invoice.
  4. Include a specific due date.“Due upon receipt” can be ambiguous, while “payment due within 30 days of the bill date” clearly communicates your expectations.
  5. Institute late fees.Without them, your patients may put off payment until a time that’s convenient for them but not for you.
  6. Offer positive incentives for early payment.Give patients a good reason to pay sooner than they normally would. An example might be 1-2 whitening syringes for payments received within two weeks of the bill date.
  7. Slow down on bills.Hold off on paying bills until they’re due. If you’re presented with a worthwhile incentive for early payment, by all means, take advantage of it. Try to pay electronically, you can schedule in advance and with precision.
  8. Periodic payments. Take advantage of periodic payment programs that are fee-free. For instance, small businesses withworkers’ compensation coverage can pay their premiums every time their payroll is run. Payments are based on actual payroll, eliminating the need for a large down payment, and carry no installment charges.
  9. Monitor your cash flow status on a weekly basis.Check off what’s been paid, what’s coming due and what’s late. Send reminder notices as necessary, and don’t forget to tack on your late fee.Continually measure cash flow to your BEP.

10.Get a CPA that is dental specific. A CPA can help guide you toward your financial goals and offer corrective action should you begin to veer off course. Taxes, of course, are part of the equation and ever-changing, making the aid of a professional essential. A dental specific CPA can help ensure you’re taking best advantage of the deductions that can benefit your dental business and help improve your cash flow.

#KLASSolutions #Cashflow #CPA #Monitors #BreakEvenPoint #Workerscompensation #dental #dentist

Amalgam Seperation-Anterior Quest

Nate Koster – Anterior Quest

Nate Koster is with Anterior Quest, the only 100% amalgam containment system in the US. I talked with him about practices we are working with that are preparing to retire in 5-7 years. We recommend doctors should always look at this system, however what happens when they retire? This is a regulatory item registered in the doctors name. He found the information I was requesting. Here is his response to me.

Phil, I was going through the amalgam rule today and came across this section… It just talks about the specifics of what to do when switching ownership of a dental practice. Thought it might be useful to you…

https://www.federalregister.gov/d/2017-12338/p-158

Anterior Quest and Nate Koster work hand in hand with the EPA. Their knowledge of amalgam separation is second to none. I give all of my clients this information when doing a Practice Assessment. KLAS Solutions strives to give you all the information needed for a successful practice. Contact me with any question at phil@klassolutions.com

#AnteriorQuest, #KLASSolutions, #amalgacontainment, #dentalpractice, #dentalconsulting, #PhilCole, #NateKoster –

PPO or Not to PPO….that is the question

After assessing numerous practices, one of the first questions I’m asked is “Should I stay in network with the insurance companies.” There is not a simple yes or no answer. There are three options. Fee for Service….no participation with any insurance company; In network with all insurance companies (PPO’s) or Partial enrollment. As some of the insurance companies are lowering their reimbursement which will affect your bottom line, it will be necessary to seriously consider your options. 

Fee for Service: Full fee and full payment. No write-offs and no negotiating. Patients come to see you, you diagnose, patients decide on treatment and you get paid 100% of fees charged. Sounds ideal but there are factors that must be taken into consideration. Your location, your competition, your patient base, patient demographics, timing, your fees and your vision for the practice,

PPO – sign up with every PPO….work twice as hard for half the money, use double the supplies and double the time in sterilization because you have to see double the patients just to meet your goals. Creates a chaotic atmosphere not to mention the lousy taste it leaves in your mouth. Pun intended. 

You can decide on ‘Partial participation’ with the insurance companies that have reasonable reimbursement. 

So how do you decide and where do you start? Know your numbers and know the demographics of your patient base. If you don’t know how to do it or what to assess, get someone to help you. I recently completed a ‘virtual assessment’ for a dentist who wants to drop a major insurance company that he felt “75% of my patients have”. 

After I completed his virtual assessment we were able to determine the true percentage of patients with the various insurance companies he was in network with. We also created a plan for when his practice can support dropping the major insurance company!! (who is once again lowering their reimbursement to the dentist!) Through the assessment, I determined there was major problems with their computer recare system, their TRUE active patient base along with other issues that would ‘kill’ their practice if he just dropped it. However, we were able to put a plan together to slowly drop the PPO’s over a certain amount of time so that it would not financially impact his practice or the patient base. This was a dream come true as he has not felt good about going to work for a long time…it wasn’t fun and he had lost his passion for dentistry. Teaching the administrative team effective scheduling techniques allowed the practice to limit the write-offs on a daily basis. Over time, this adds up to thousands of dollars. Through my assessment, I was able to look at the significant discounts, write-offs, freebies, family rates and adjustments given to the ‘fee for service’ patients that was also making a significant impact on the bottom line. 

Do your due diligence…know what you can do today to make an impact and have a plan to eliminate over time. 95% of the dental practices I work with complain about the write-offs, the PPO’s etc. but no one is doing anything to rectify the situation. It all starts with a plan. Stop complaining about all your write-offs and adjustments and take your practice back.

Nancy completes virtual and ‘on-site’ practice assessments to address your specific concerns about insurance participation, internal team stress, leadership concerns, incentives, policies, hygiene programs/liability, treatment coordinating, productive scheduling vs. a busy schedule, communication within the team and any other concerns you may have. You have to assess your patients in order to provide a short and long term treatment plan. Why aren’t you assessing your practice to have a short and long term business plan for the practice? Email us your concerns and do something about it. nancy@Klassolutions.com or info@klassolutions.com

#KLASSolutions #PPO #insurances #DeltaDental #Assessment #Dentist #dentalpractice #FeeforService