Tuesday, March 19, 2013

What if every day could be a perfect day?


What if you could map out your perfect day? Wouldn’t life be great if you could take the guesswork out of scheduling and meet your production goals every day? If you could make this happen in your Dentrix software, would you be interested?

Using the Dentrix Perfect Day Scheduling is the way to map out your perfect day, take all the guesswork out of scheduling, and help your office schedule to goal. I have used it in my office and implemented it in many other offices and the results are amazing! Using the Perfect Day Scheduling, however, takes a lot of discipline on the part of anyone who schedules appointments in your office. It takes a strong will to look at the new patient time block at 4 p.m. and not give it away to your patient of record who is looking for something after school. It also takes some good verbal skills to direct the patient into a spot that has been mapped out for a certain type of procedure. If you and your team can all agree that this is in the office’s best interest, then you will see amazing results … both in patient flow and production.

So how do we map out our schedule and what will it look like? Here is a sample of how I have used Perfect Day Scheduling at my office to map out our appointment book. You can see that I have designated two new patient time spots per day in our hygiene rooms (of course, your goals will be slightly different than mine, but you get the picture). When a new patient calls, I want to make sure I can get him or her in within a reasonable amount of time (my goal is 48 hours, but this might be unreasonable in your eyes) so I have strategically placed my new patient time spots during prime time (usually first thing in the morning and end of the day) and then scattered a few in the middle of the day as well (so our patients of record have some prime time spots to choose from as well). I have also pre-blocked out perio therapy for my hygienists because this is extremely important to get my patients in within a certain amount of time. I have also pre-blocked out surgery time in the doctor’s chair (the hygienist will not need an exam so the doctor can be captive with his or her surgery patient). Since it usually takes quite a bit of room setup for a surgery, I have put that time block first thing in the morning so the assistants have the time they need to set up the room.

How do you make these pre-blocks in the schedule? First, turn on Perfect Day Scheduling by clicking on the icon at the top of the Appointment Book. Then go to Setup > Provider Setup > select the provider and click setup again. Next, in the upper right corner of the box, you will see Set Time Blocks and you can click on Add, Edit, or Delete. This is where you will set the time blocks for this provider.  Each provider in your office can have up to 6 time blocks. When you are creating the time blocks, you then have a choice of selecting which day, time, color, and operatory this time block should go. Keep creating the time blocks until you have your schedule mapped out the way you want it. A good way to view how it looks on the appointment book is to find a week that has no patients scheduled.

When you are finished creating your time blocks and you have the Perfect Day icon turned on, the time blocks will stay on the schedule indefinitely unless you delete them or move them. You can delete a time block by right clicking and clicking delete or you can move a time block by clicking on it and dragging it to a new spot within the same operatory.

Perfect Day Scheduling can be used for helping a new scheduling coordinator learn how to schedule within your office’s parameters, for scheduling to production, or making sure certain procedures are scheduled at certain time of the day. However you use it, it requires discipline in order for you to reap the benefits.

Enjoy your Perfect Day!

 

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