Pacific Coast Society of Orthodontists Bulletin Winter 2014 - (Page 43)
SUMMARY
ANNUAL SESSION
ORGANIZATION and INNOVATION
ARE INTERTWINED
Presented by Karen Moawad at the PCSO Annual Session, October 4, 2014.
Summarized by Jenifer Vetter.
Karen Moawad
E
ffective organization and utilization of current
innovations are key to moving your orthodontic
practice forward. In this presentation, Karen
Moawad demonstrated how these two components are
intertwined. With a focus on optimizing systems and
strategies, properly utilizing computer reports, and
inspiring staff members, Karen gives many tips and
strategies to incorporate into your practice.
1. SYSTEMS AND STRATEGIES
Procedure Codes:
Sort types of appointments by procedure codes, linking
automatic status changes to each appointment type. Letters can also be automatically generated by appointment
status and type if set up in the software ahead of time.
Scheduling patients for the correct appointment type is
critical in order for the rest of these processes to fall in
line. If a patient is scheduled for an incorrect appointment, he/she can fall into the wrong status (and incorrect
letters may be generated).
Patient Statuses:
Retainers:
The first step to effectively utilizing your systems is to
clean up your patient statuses. Run reports and have
staff check to ensure each patient's status is correctly
classified. Every patient should have a status; they are
the core of effective software utilization. If patients' statuses are listed incorrectly, your reports will be off, and
you could be sitting on lost revenue. Karen recommends
cleaning statuses up right away and calling patients who
have been sitting in lost statuses.
Place retainer check appointment responsibilities on
the patient/parent. At the deband appointment, present
a letter explaining that retainers are forever, including
suggested retainer check time intervals, and clarify that
you will not be contacting the patient to schedule retainer visits, but that he/she is free to call and schedule such
visits. This will free your front desk from having to chase
down retention patients.
Same Day Starts:
Create and maintain a "Same Day Start" status to track
these patients. Explain over the phone what patients and
parents can expect at the first visit; this tactic increases the likelihood that patients and parents will feel
comfortable at their initial visit, and will be mentally
and fiscally prepared to start their treatment. Explain
the price range for treatment, financial policies, and
down payments and discounts, if applicable, during the
first phone contact (without quoting exact fees). If the
patient leaves your office that first day without starting
treatment, the likelihood of a treatment start greatly
diminishes. A same day start can only be recorded if
the patient starts treatment the same day as their new
patient exam.
WINTER
2014 * PCSO BULLETIN
Patient Families:
Using examples from her larger client practices, Karen
shows that it is possible to work less, but to work more
efficiently, thereby yielding higher revenues. Assigning
patient families to each orthodontic assistant eases
appointment scheduling and aids in patient/staff continuity. If you have 800 patients and four assistants, for
example, each assistant would have a patient family of
200 patients. The assistant will work with their assigned
patients from bonding to deband - emergencies included
- increasing personal care, efficiency, and accuracy or
charting and reports.
Treatment Plans:
Creating treatment plans within the office's computer
software means a lower likelihood of skipping treatment
43
Table of Contents for the Digital Edition of Pacific Coast Society of Orthodontists Bulletin Winter 2014
A Clear Message and a Clear Plan
So Much to Share and Celebrate!
Facebook and Orthodontic Practice Marketing
Component Reports
AAOF Report
PCSO At a Glance
Poor Posture = Back and Neck Pain
Resident Spotlight: Roseman University College of Dental Medicine, Postgraduate Orthodontic Program
Younger Member Spotlight: Dr. Mahbod Rashidi
The University of the Pacific’s Arthur A. Dugoni School of Dentistry
Dr. Terry McDonald Interviews Dr. Glenn Sameshima
New Technology for a New Office: Cost-Effective and Space-Saving
Case Report Pre-Treatment
Dr. Frank Beglin, PCSO President 2014-2015
Helping Autistic and Special Needs Children
Organization and Innovation are Intertwined
Patient Service: Thinking Outside the Box
Clinical Applications of TADs and Outcome Evaluations with 3-D CBCT Superimposition
Root Resorption
Tips and Tricks from the Trenches
Case Report Post-Treatment
Diastema-Closing Appliance
Dr. David Thomas Lawless
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