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

Pacific Coast Society of Orthodontists Bulletin Winter 2014