In my last blog, I showed you a short video on how to create alternate treatment plans for your patients in a much more efficient and simple manner. By using the steps shown on the video, your clinical team can create the linked cases in the treatment room and ensure that when the patient is brought to the front, he or she can be presented with treatment options before leaving your practice. If you can have the alternate treatment plans prepared before the patient leaves and you can avoid having to bring him or her back for a consultation, you will dramatically increase your case acceptance.
After your clinical team has created the alternate treatment cases for presentation, you can now take over with managing the case. What do I mean by managing the case? As the treatment coordinator, there are several things that you will need to handle now that the cases have been transferred into your care.
Ø Print the treatment estimate for the patient so he or she has a written cost of each option and can make an informed decision. I recommend always keeping a copy of the estimates you give to the patient. If you are chartless, keep a copy in the Document Center. If you still have paper charts, keep a copy in the paper chart. By keeping a copy, you can always refer back to it if the need ever arises. Trust me … I have had this one bite me before.
Ø If there are any procedures in the cases that will be referred out to a specialist, remember to attach the referring doctor to the procedure code so you can track it. It will also show on the printed estimate that the procedure is being done at another office because it will turn the fee to “0.”
Ø Remember that the case that is set as the “Recommended Case” will be the one that paints on the tooth chart and will show up on your Unscheduled Treatment Plan Report. You may need to make a few follow-up calls to your patient before he or she decides which course of action to take. If you want more information on working the Treatment Manager Report, you can read my blog on the subject by clicking here.
Ø Once your patient has decided on which treatment option to schedule, NEVER delete a treatment case. What you will want to do is “Accept” the treatment that is being scheduled and the software will automatically “Reject” the cases that were linked. This keeps a trail of what was presented, printed, followed up on, and when the patient accepted or rejected it.
If your office is still on Dentrix 11, none of this made much sense to you because the ability to link, accept, reject, and track cases wasn’t available until G2. This is definitely a big reason to upgrade now with proper documentation being so important in the age of paperless offices.
Dayna loves her work. She has over 25 years of experience in the dental industry, and she’s passionate about building efficient, consistent, and secure practice management systems. Dayna knows that your entire day revolves around your practice management software—the better you learn to use it, the more productive and stress-free your office will be. In 2016, Dayna founded Novonee ™, The Premier Dentrix Community, to help cultivate Dentrix super-users all over the country. Learn more from Dayna at www.novonee.com and contact Dayna at firstname.lastname@example.org.