Contributing Writer  Expert Dental Consulting  Dental Consulting Company  DrBicuspidLogo1 300x57Best Dental Consultants     

Dental Office General Policy Manual

Date

Office Name, Address

Dental Report for:

John Doe

DOB 12/25/59

SS#xxx-xx-xxxx

Claim # X1234567

Date of injury 10/31/2009

Mr. Doe presented on 12/9/12 for a brief exam.  He explained that on October 31, 2009 he tripped at work, hitting his chin on some iron.  He went to the Emergency Room, where he was referred to an Oral Surgeon, Dr. OS.  Dr. OS diagnosed multiple jaw fractures and broken teeth.  She splinted the upper and lower jaws together, and extracted teeth #12 and 29.

Significant clinical findings:

  • Fractured enamel on teeth 3, 4, 10, 13, 14, 15.
  • Sensitive upper and lower anterior teeth.
  • Previously missing teeth 11 (extracted 5/4/08), 20 (extracted 6/30/07), 28 (extracted 8/11/06).
  • Missing teeth 12 & 29 since accident.
  • Generalized increased tooth mobility.
  • Caries on 6, and under old crowns on 18, 19, 30.

Recent past dental history:

4/30/10            Tooth #11 fractured off at gumline; referred to Oral Surgeon for extraction.

8/7/09              Toothache #28; deep caries; referred to Oral Surgeon for extraction.

6/21/09            Toothache #20; deep caries; referred to Oral Surgeon for extraction.

12/19/05          Cleaning; complete exam

Various treatment plans are possible to treat this case.  Choice of treatment will depend on:

  • Patient’s desire and ability to fix pre-existing conditions at the same time as accident-caused conditions.
  • Patient’s ability to schedule and keep numerous dental appointments over an extended time period, with multiple specialists.

Sincerely,

Dr. ________

Dental Treatment Option 1

John Doe

Treatment provided by General Dentist:

Tooth

Code

Description

Charges

Date of Completion

All

D0150

*Initial Examination

42

 

All

D0210

*X-rays, Full Mouth Series

85

 

Lower

D1110

Cleaning, adult

78

 

Upper

D1110

Cleaning, adult, w/ anesthetic

78

 

3

D2750

*Crown, porcelain + high noble metal

775

 

4

D2750

*Crown, porcelain + high noble metal

775

 

4

D2950

*Core build-up

137

 

6

D2331

Composite filling, 2-surface

154

 

11

D6056

Implant Abutment

385

 

11

D6059

Crown, implant-supported

775

 

12

D6056

*Implant Abutment

385

 

12

D6059

*Crown, implant-supported

775

 

13

D2750

*Crown, porcelain + high noble metal

775

 

13

D2950

*Core build-up

137

 

14

D2750

*Crown, porcelain + high noble metal

775

 

14

D2950

*Core build-up

137

 

15

D2750

*Crown, porcelain + high noble metal

775

 

15

D2950

*Core build-up

137

 

18

D2750

Crown, porcelain + high noble metal

775

 

19

D2750

Crown, porcelain + high noble metal

775

 

20

D6056

Implant Abutment

385

 

20

D6059

Crown, implant-supported

775

 

28

D6056

Implant Abutment

385

 

28

D6059

Crown, implant-supported

775

 

29

D6056

*Implant Abutment

385

 

29

D6059

*Crown, implant-supported

775

 

30

D2750

Crown, porcelain + high noble metal

775

 

31

D6056

Implant Abutment

385

 

31

D6059

Crown, implant-supported

775

 
   

Total:

$14,145

 

*Asterisk lines are accident-related.            Total Accident-related:  $6, 870 (+ specialist’s fees)

Treatment to be provided and billed by Endodontist specialist:

  • Possible root canal treatment on teeth #4, 13, 14, 15.

Treatment to be provided and billed by Periodontist specialist:

  • Periodontal crown lengthening surgery, upper left quadrant;
  • Implants to replace missing teeth #11, 12, 20, 21, 28, 29.

Dental Treatment Option 2

John Doe

Treatment provided by General Dentist:

Tooth

Code

Description

Charges

Date of Completion

All

D0150

*Initial Examination

42

 

All

D0210

*X-rays, Full Mouth Series

85

 

Lower

D1110

Cleaning, adult

78

 

Upper

D1110

Cleaning, adult, w/ anesthetic

78

 

3

D2750

*Crown, porcelain + high noble metal

775

 

4

D2750

*Crown, porcelain + high noble metal

775

 

4

D2950

*Core build-up

137

 

6

D2331

Composite filling, 2-surface

154

 

13

D2750

*Crown, porcelain + high noble metal

775

 

13

D2950

*Core build-up

137

 

14

D2750

*Crown, porcelain + high noble metal

775

 

14

D2950

*Core build-up

137

 

15

D2750

*Crown, porcelain + high noble metal

775

 

15

D2950

*Core build-up

137

 

18

D2750

Crown, porcelain + high noble metal

775

 

19

D2750

Crown, porcelain + high noble metal

775

 

30

D2750

Crown, porcelain + high noble metal

775

 

Lower

D5214

*Partial Denture, removable

1155

 

Upper

D5213

*Partial Denture, removable

1155

 
   

Total:

$9,495

 

*Asterisk lines are accident-related.            Total Accident-related:  $6,860 (+ specialist’s fees)

Treatment to be provided and billed by Endodontist specialist:

  • Possible root canal treatment on teeth #4, 13, 14, 15.

Treatment to be provided and billed by Periodontist specialist:

  • Periodontal crown lengthening surgery, upper left quadrant;
  • Implants to replace missing teeth #11, 12, 20, 21, 28, 29.

Dental Treatment Option 3

John Doe

Treatment provided by General Dentist:

Tooth

Code

Description

Charges

Date of Completion

All

D0150

*Initial Examination

42

 

All

D0210

*X-rays, Full Mouth Series

85

 

Lower

D1110

Cleaning, adult

78

 

Upper

D1110

Cleaning, adult, w/ anesthetic

78

 

3

D2750

*Crown, porcelain + high noble metal

775

 

4

D2750

*Crown, porcelain + high noble metal

775

 

4

D2950

*Core build-up

137

 

6

D2331

Composite filling, 2-surface

154

 

18

D2750

Crown, porcelain + high noble metal

775

 

19

D2750

Crown, porcelain + high noble metal

775

 

30

D2750

Crown, porcelain + high noble metal

775

 

Lower

D5214

*Partial Denture, removable

1155

 

Upper

D5213

*Partial Denture, removable

1155

 
   

Total:

$6,759

 

*Asterisk lines are accident-related.            Total Accident-related:  $4,124 (+ specialist’s fees)

Treatment to be provided and billed by Oral Surgeon specialist:

  • Extraction of teeth #13, 14, 15.
 
Cambridge Dental Practice Management Logo

What Does A Dental Consultant Do? 

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:

  1. New Patient Phone Call
  2. Insurance Processing
  3. New Patient Experience and Patient Education
  4. Financial Arrangements
  5. Scheduling
  6. Confirmation
  7. Unscheduled Treatment Followup
  8. Reactivation
  9. Huddle
  10. Stat Monitoring
  11. Daily and Weekly Checklists
  12. General Policy Manual

Your Staff

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.

Staff Accountability 

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.  

Leadership

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: 

  1. Always keep a cool head especially when "under fire"
  2. Realize that all mistakes are an opportunity for you and your staff to learn.
  3. Set a good example.
  4. Always be learning.
  5. Take care of yourself.
  6. Fight the impulse to address multiple issue at the same time. Frantic activity creates spotty results.

Questions You Should Ask

  1. Do you and/or your staff have to travel or does the consultant come to you?
  2. Is the program mostly one on one consulting versus seminars or courses with multiple clients in attendance? There are advantages to both.
  3. 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.
  4. 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.
  5. 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.