Chapter 36 Scheduling

Scheduling  Setting appointments for specific times. Is challenging Key to a smooth running office good interpersonal and communication skills Ensures all work together for a good flow  Smooth pt. flow = profit and success

Appointment books  Manual appointment book Ringed: can add and remove pages Bound: need to replace when full  Disadvantage: end of the year must use two different appointment books. Columns  Will vary depending on the office needs.  May list provider, operatory, or day of the week.  Set up week-at-a-glance.

Appointment books

Time units  Units Small sections of time per hour.  Usually 10 min.(6 per hr.)  15 min.(4 per hour) Allows for effective scheduling. Treatment procedures are divided into units. Each unit may be designated doctor or assistant  (depends on who is providing treatment at that time)  This enables us to double book!

Double booking!  Appointments overlapped by 1 unit (10 min.)  Allows DA/Dr. to finish with one pt. while the Dr. or second DA starts with next pt.  Cannot be done with one room / op If patients or staff are waiting, it is not working.

Matrixing  Map out appt. book x 1year Mark out hours or days:  the office is closed  lunch  staff meetings  holidays  buffer times  any known activities when the office will be closed.  Computer software has auto-matrixing.

Scheduling specifics.  Buffer time aka emergency time. Reserved for emergency patients  usually late morning (before lunch)  late afternoon, (before closing) Lab time  must considered for procedures that require a series of appointments:  full or partial dentures, crowns, bridges, anything being sent to the dental lab.

Special patient considerations  Young children (not in school) in the morning after a nap  School age children after school on vacation days  Seniors mid morning mid afternoon

Special patient considerations  Patients with history of ‘no shows’.  Short notice list  Fill in for a no show / cancellation  Late patients.  Physically challenged.  Health concerns.  Availability of staff. Know your doctors policies regarding scheduling.

Scheduling guide! How many units for each procedure When to schedule a certain procedure Where to schedule emergency patients  A doctor may want: (examples)  All extractions in the morning  Long, complicated treatment after lunch  Short, easy appointments in the afternoon  kids to go to a pedodontist. (ha ha) Scheduling guides are doctor specific. Know what your doctor prefers. If in doubt, ask?

Computer Scheduling  Software programs Eaglesoft, Dentrix  Advantages Auto matrixing efficient quick will link to patient account, insurance, prescription and health history. Networking from front desk to operatory.

Appointment book entries.  Write in pencil if you make a mistake, erase.  Entry should include Patient’s name Phone # Treatment or procedure  length indicated with an arrow ().  Age if a child.

Appointment book entries.  Made before you fill out appointment card! Card should include:  Day of the week  Date  Time  Always double check the reminder card with the appointment book before handing to the patient.

Scheduling terminology.  Primary procedures money makers  Crown and bridge, restorations, extractions, RCT  usually booked in the first chair.  Dovetail aka conjunctive procedures require less time or attention from the dentist  denture adjustments, recall exams, suture removal  usually booked in the second or overflow chair.

Recall  Aka Prophy or cleaning patients.  Financial ‘backbone’ of the dental office.  Ensures patients return.  Prevents problems or discomfort.  May be with dentist or hygienist.  6 month intervals.  More frequent for perio patients.

Recall Systems  Computer recall: most common prints list of all pts due for recall in that month contact by phone or mail once scheduled, taken off of the list.

Recall Systems  Advanced appointment scheduling  scheduled 6 month in advance  remind 2 weeks / 1-2 days prior to appt. Advantage:  no need for computer Disadvantage:  more reschedules and cancellations CChronological card file PPatient fills out a postcard at visit ccards are filed months mmailed to patient 2 weeks prior to appt. CColor tag file ffourth recall system. SSimilar to chronological card UUses colored tabs to indicate recall month

Closing  Remember, a smooth schedule is the key to a smooth flowing office.  There will occasionally be changes to the daily schedule.  Your ability to adjust to those changes is a very important part of your job.  Always treat the person running your schedule how you would want to be treated if you were in their position.