Tuesday, November 28, 2017

15 Ways to Make Scheduling Easier

During this year’s Business of Dentistry Conference, I had the pleasure of teaching four courses with seven time slots.  It shows how committed Henry Schein is to providing continuing education and giving the audience a variety of topics.  One of the Dentrix topics I taught was titled “15 Ways to Make Scheduling Easier” and I thought this would make a great blog article and would give me the opportunity to give you yet another resource to have in your back pocket.

Here is the list we talked about during the course and I have pointed to articles that will give you more information about each item in the list. 

  1. Appointment Book Keyboard Shortcuts
    1. F1, F2, F3, etc (Function Keys) correspond to the View on your Appointment Book. 
    2. Shift + F2 - Opens the Select Patient dialog box and, after you select a patient, opens the Appointment Information dialog box for that patient.
    3. Ctrl + D - Switches the Appointment Book to the Day view.
    4. Ctrl + W - Switches the Appointment Book to the Week view.
    5. Ctrl + M - Switches the Appointment Book to the Month view.
  2. Customize the Initial Reason Box – this box is used for the most common things you schedule that would not require a tooth number or surface.  You can add multi-codes, single ADA codes and your “in-office” here.  CLICK HERE to read a related article.
  3. Adjusting Procedure Time Units – in the ADA procedure code setup you can adjust the length of time for reach procedure and also assign the / for assistant time and the X for doctor time. Go to the Office Manager > Maintenance > Practice Setup > Procedure Code Setup.
  4. Customize the Appointment Display – Here you can customize what you view in your appointment from the names to phone numbers.  Some of my favorite new additions is age, mobile phone and additional provider.   CLICK HERE to read a related article.
  5. View Appointment History – this keeps track of all appointment changes and will track which team member made the change if you are using passwords.
  6. Setup Flip Tabs – this is quick way to move forward in the appointment book using a set amount of time.  From the Appointment book click on Setup > Flip Tabs Setup and set your parameters.
  7. Searching for patients who are scheduled today – An easy way to see all the patients on the schedule for a particular day is to use the Appointment tab on the Select Patient window.
  8. Use the Schedule Next Button – this button is inside of the appointment window and can be used to easily schedule a patient from today with their next visit.  Just click on Schedule Next, add the appointment info and pinboard to schedule.
  9. Close the office on a selected day – instead of using events for everything, I would recommend closing the day. This will help with the visual aspect on the appointment book and also help the Practice Advisor Report be more accurate. For more information on the appointment book setup CLICK HERE
  10. Scheduling an Event – Just right click and block out a team meeting or luncheon.  CLICK HERE to read more about how to use events.
  11. Seeing all appointments for a family at once – you can find this in two different ways.  Double click on the patient’s appointment and then click on the Other Appts button or highlight the patient’s appointment and click on the More Information icon on the toolbar.
  12. Use the Wait/Will Call Button – use this to store an appointment for a short period of time on the Unscheduled List.  For more information on using the Unscheduled List more effectively CLICK HERE
  13. Use the ASAP List – this list can be such a critical element to keeping your schedule full.  I wrote an article about how to use this list in a much more creative way, CLICK HERE to read it.
  14. Use the Open List – Similar to the ASAP list you can use this status if a patient is open to changing their appointment.
  15. Generating a Scheduled Patient Summary – this is a great tool for the entire team and especially a new team member. 
I hope this list helps you realize some of the scheduling tools available that you might not be using.  

Tuesday, November 21, 2017

MEGA Multi-Codes

Treatment planning is probably one of the most asked for training topics that I get because the team feels like it takes too long and there should be a better way. There are many things with treatment planning that can be more efficient and will help your team save time and create more consistency. When we think of treatment planning, let’s look at the process from start to finish and see where we can make efficiencies.
  • Using multi-codes can help treatment planning be faster and more complete. Did you know that you can put a multi-code inside of a multi-code? Yes! You can create a six-procedure multi-code and add it to another six-procedure code to give you a full treatment plan of 12 procedures. Since I have been working with several specialists who have extensive treatment plans with multiple steps, it has been a lifesaver to be able to create these MEGA Multi-Codes buttons.
  • Once you have your Multi-Codes created, then attach them to a Procedure Button. Using a button can reduce the amount of “clicks” significantly each day and can help the clinical team identify a picture with a treatment plan instead of searching through a list.
  • Create a templated treatment plan so wherever you print out the estimate for the patient, it will come out looking exactly the same. From the Treatment Plan panel or Treatment Plan module, click on the printer icon then select all the parameters you want and the display you like, then click on Preview so you can look at it. When you settle on 2-3 displays that you like, then save it by clicking on the lower left button that says Save Options. I would recommend having different views for your PPO plan patients, insurance patients and cash patients. Then your team members can click on the drop down menu at the upper left corner and selected a templated print option. This will guarantee that the Treatment Plan estimates will look the same from any workstation you are working from.

Anytime you can create consistency and efficiency, it will help your team be more productive and eliminate frustrations. 

Monday, November 13, 2017

Get Ready . . . Dentrix G6.6 is right around the corner!

As I continue to update you about some of the amazing things I learned at the Dentrix Train the
Trainer meeting a couple of weeks ago, today’s post is to show off the cool feature updates coming out with Dentrix G6.6.

By now, you may have been receiving notifications that the Dentrix G6.6 update is available and ready for download. This is an important update because there are a few requirements that you all need to be aware of.

Before I talk about all the cool stuff, I want to bring you up to speed on the requirements so you can be informed before you click “yes” to download.

  • Dentrix Passwords Required for All Users - In the first half of 2018, Dentrix will begin requiring passwords for all users with minimum complexity requirements. In anticipation of that release, please prepare today by ensuring your passwords are enabled and that all users have appropriate access to the various areas of Dentrix. You can also start using the new complexity requirements now that include (1) a minimum of eight characters and (2) at least one uppercase and one lowercase alpha character, at least one numeric character, and at least one special character (e.g. #@$*).
  • New Operating System Requirements Coming - Effective with the release of Dentrix G6.6 — and for future, planned Dentrix versions — the following minimum operating systems will be supported:

o   Servers
§  Windows Server 2016
§  Windows Server 2012 Standard/Datacenter (R1/R2)
§  Windows Server 2008 Standard/Enterprise/Datacenter (R2 SP1)
o   Workstations
§  Windows 10
§  Windows 8.1 Professional/Enterprise
§  Windows 7 Professional/Enterprise/Ultimate (SP1)

Now, let’s talk new feature updates.
  • The Month End Wizard is being re-branded as the Month End Task Scheduler. Probably the best part of this feature upgrade is . . . . You are no longer required to close all Dentrix modules to run month end! I know, right? Super awesome!
  • You can schedule daily, weekly and monthly tasks and reports to run automatically for you. This is amazing because if you have read my Best Practices Series for Daily, Weekly and Monthly, you will be able to set up your Task Scheduler to run many of these reports automatically.
  • There is now a new Appointment List Manager. The ASAP, Pinboard, Unscheduled List and Appointment List have been combined into one list that is searchable.  In additional to this you will be able to send out a text message to groups of people directly from this Appointment List in order to help you fill last minute openings. 
  • Your Active Patient Base is about to be more accurate.  Many of you post a broken appointment fee on the ledger or other "fake" codes for administrative things and in turn this has always updated the patients last visit date which skews your Active Patient Base numbers.  In G6.6 you will be able to post a procedure on the ledger without it updating the LVD.  I say "Whoo Hoo"
  • And my absolute favorite . . . more new features and updates to the Questionnaire module.

·       There are many, many more new features as well. However, the ones listed above were some of my favorites.

Reach out to your local trainer for special pricing on Dentrix G6 training for your team. If you don’t know who your local trainer is, I can find out for you. Just email me directly at dayna@raedentalmanagement.com