Dental Office Manuals
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Your full package now includes the complete Dental Office Manager Manual
Your Complete Package Includes: The General Policy Manual, Dental Basics Manual, Receptionist Manual, Scheduling Coordinator Manual, Treatment Coordinator Manual, Accounts Manager Manual, Dental Assistant Manualand Hygienist Manual.
The General Policy Manual supplies all of the basic policies needed to avoid future upsets and problems between you and your staff. Policies on vacations,termination, sick days, acceptable and unacceptable conduct are all part of the General Policy Manual.
Note: The policies contained in this manual comprise general information and guidelines only. Once you edit to your liking, have a local HR professional or your attorney review to ensure you are compliant with state and federal labor law.
"I bought your dental office manuals several years ago. They were tremendous." - Dr. Bernie Kolber
The Dental Basics Manual could actually take someone with absolutely no experience in dentistry and turn them into a knowledgeable dental employee that has the ability to speak with confidence and authority on all the basic subjects of dental care.
The Basics Manual includes over one hundred pages with simple to comprehend management terminology and treatment protocols. There is also a section devoted to business and dental definitions.
"I love my dental office manuals!" - Dr. Sheri L. Lefty
The Receptionist Manual covers the key functions relating to receiving patients at the front desk, the professional way of answering the phones, assisting patients in filling out the new patient forms and how to overall be a dental office’s "traffic cop".
In addition, the receptionist must effectively receive and route all communications to all the staff and dentists. This manual includes over sixty policies, forms and checklists.
"Dental Office Manuals are the most important tool upon hiring!" - Dr. Jean-Jacques Edderai
The Scheduling Coordinator Manual addresses the key issues that are faced when it comes to keeping a full appointment book and not just a full schedule but a balance of production that not only keeps the doctor and hygienist busy, but "productive".
The responsibility of a scheduling coordinator is to maintain a productive and efficient schedule. A productive schedule includes achieving the production goals for both operative and hygiene schedules on a weekly basis to help meet or surpass monthly production goals.
"Best ever Dental Office Manuals are from Cambridge." - Dr. Mike Dukes
The Treatment Coordinator Manual has been written specifically for the person who does the treatment plan presentations and/or financial arrangements in a dental office and is designed to give them a complete toolset at their fingertips.
The responsibility of a dental office treatment coordinator is to ensure everything possible is done to get patients to pay for and complete their individual treatment plans.
"Did I also mention how great your Dental Office Manuals are! - Dr. Jeff Mack
The Accounts Manager Manual gets into details on verifying insurance, electronic billing, making insurance calls and sending out statements. The best way to eliminate a high accounts receivable is to collect the money before it is overdue.
An Accounts Manager works in coordination with other employees, who are intimately involved with collections, such as the Treatment Coordinator and Scheduling Coordinator.
"My Thumbs up!! Your manuals are very helpful!!" - Dr. Michael Alsouss
The Dental Assistant Manual gets your assistants to make their first priority ensuring they are properly trained and apprenticed to be able to perform all tasks at maximum speed and efficiency. It is one of the most detailed manuals you will ever find.
The mission of every Dental Assistant should be to help the dentist in every way possible in providing efficient, high quality dentistry to all patients. Obviously there are policies and procedures that will need to be personalized but our manual has done 90% of the work for you.
"We use your dental manuals and have found them extremely helpful!" - Dr. Kacey Patel
The Hygienist Manual was not written to teach a hygienist how to clean teeth. But it does cover the basic policies that make it very clear and specific on what is expected from a hygienist as a team member and all the detailed administrative functions that come with this position but are rarely put down in writing as policy.
The mission of every Hygienist in any dental office, whether full or part time, should be to provide the best possible oral hygiene care and education to all dental patients.
"Thanks for the dental manuals! Your site looks great! - Dr. Charles Deigert
What Does A Dental Consultant Do? Charge?
Many dentists will tell you dental consulting works. If dental practice management firms had no worth or benefit they could not stand up to harsh economic realities for long. What a veteran dental consultant brings to the table are systems and protocols successfully implemented in other practices that have been improved and tweaked over many years. Top dental consultants talk and network with each other. They pay attention to what works and what doesn't work across all dental practices.
Marketing & New Patients
Practice management consultants generally have little marketing training or background.
Note: Cambridge'a consultants are Certified SEO and Ad Words Specialists
Dental Office Systems
Key systems dental consultants implement:
- New Patient Phone Call
- Insurance Processing
- New Patient Experience and Patient Education
- Financial Arrangements
- Unscheduled Treatment Followup
- Stat Monitoring
- Daily and Weekly Checklists
- General Policy Manual
You will not get much ROI from your dental consulting if your staff do not have your back. You do not beed a team of cheer leaders jumping up and down with enthusiasm, but you do need staff who are smart and take some pride and ownership in what they do. If there is more than the usual drama in your practice that needs to be sorted out before you will get any real results.
What gets monitored gets done.
The "big" obvious numbers are important to monitor, but when you look at them they are typically already "in the books". You want your team to concentrate and be accountable daily on the "small" stats that bring about the "big" stats. How many practice owners know how many calls were made to unscheduled patients each day or overdue re-care or inactive patients? Many dentists vastly underestimate how much daily "outflow" is needed to keep a schedule full. How may dentists know what % of slots were open in their hygiene schedule each day? How many know how many NP calls there were yesterday, who scheduled and if they end up showing up? More importantly how many staff know considering it's their job to do?
The only way to monitor what gets done is with daily stats especially for your weak areas. For example, one employee should be specifically responsible for calls to patients who are unscheduled, overdue re-care or need reactivation. Other staff can and should help in coordination with the accountable employee, but that employee accountable reports daily on a spreadsheet like this: 1. # of calls or personal texts sent 2. # of contact
3. # of appointments with name and date 4. # of arrivals
It is the employee who is either making themselves valuable to you or not. If they are doing so, dismissing them will never enter your mind. On the other hand, if they are not making themselves valuable, you will be doing them and yourself a favor by giving them the opportunity to find a practice or other employment that is a better fit for them.
What most practice owners are missing is not how to book an appointment but how to be effective leaders. The best systems in the world are useless if the staff do not comply. Good leaders know how to get staff to willingly follow through and comply. Agreement among all team members is key. Your written office policies should contain those agreements and should answer most questions staff come up with. Doing so will save you much time and simplify the management of your practice. Staff non compliance is a sure sign of poor leadership. The primary reason practices underperform is staff non compliance. Key traits of leaders. All it takes is discipline:
- Always keep a cool head especially when "under fire"
- Realize that all mistakes are an opportunity for you and your staff to learn.
- Set a good example.
- Always be learning.
- Take care of yourself.
- Fight the impulse to address multiple issue at the same time. Frantic activity creates spotty results.
$35.000.00 is the average fee for a one year program with dental practice management companies you are likely familiar with. For those companies that require you and your staff to travel to their facility or seminar you also need to add in the cost of travel, staff pay and lost production from time away from your practice.
Questions You Should Ask
- Do you and/or your staff have to travel or does the consultant come to you?
- Is the program mostly one on one consulting versus seminars or courses with multiple clients in attendance? There are advantages to both.
- If the dental consulting is one on one who will actually deliver the consulting? I recommend knowing who your specific dental consultant will be prior to signing on the dotted line.
- Is program based on a specific dental practice management system? You want to avoid cookie-cutter programs. Ensure the program will be tailor-made to fit your practice's specific needs.
- The cost (including travel expenses and downtime) is certainly not the only factor, everything else being equal, it is still a major factor to consider. It's unwise to pay too much, but it's worse to pay too little.
If you do a little homework it should be fairly easy to pick a reputable consultant that is a good fit for you and your practice.