Dental Front Office Systems Are The Building Blocks of Your Practice
Dental front office systems set the ground work for absolutely everything that happens in our dental practices. And, they are also the building blocks from which everything else grows. If there is chaos and confusion at the dental front office, there will be chaos and confusion throughout the practice. However, if there are solid organizational systems in place, the dental practice will grow and prosper.
Weekly Management Systems for the dental front office are the best organization systems you’ll find! I personally developed these systems. And I have used them in both large and small dental practices over the years. Inspired by dental coaches and consultants. Then refined through further education in dental practice management.
Begin today to transform your dental front office and your dental practice with my Weekly Management Systems! Daily tasks specific to certain days of the week help you get it all done! So, don’t wait another day!
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How Would You Describe Your Front Office Systems?
Does your front office have a clearly defined operational system? Do you have a written set of systems to follow? Are you happy with the results? And is your hygiene reactivation current? Are your accounts receivable low? And production goals are consistently met? Any area you would like to improve?
If I asked you “What is a system?” What would your answer be? When you look at your front desk , can you say that there is a set of organized procedures to accomplish all the tasks that need to get done? Or are you taking each day as it comes and hoping for the best?
I have worked in 7 different dental practices. Both on the east and west coasts. And I never received a set of systems or a manual for the dental front office. Fortunately, I have my own. I have used these Weekly Management Systems with great success! You can too. And I have some fabulous tools to get you started!
Weekly Management Systems Take You Where You Want To Go!
A road map and a plan on how to get you from here to where you want to go is so important! A goal is great! But, we also need a plan on how to reach that goal. Otherwise, we only have a dream. Maybe a dream with some strong intent, but still just a dream! Now, let me give you an example of just how Weekly Management Systems work.
We’ll begin with Week 1 of any given month. My outline for the first week of the month is based on a 4-day work week. But, you can easily customize the individual tasks and/or days to reflect your individual position or practice.
Day 1:
First Day in the Office
For many offices this day is Monday. Monday’s are unique. Thankfully, Mondays visit us just once a week! This day the dental front office really needs to focus on phone management. Great telephone skills bring great success. And if you are in the market for more phone training, you can get that right here! This is an area we tend to think we’ve got covered. Yet, that is usually not the case. And, is everyone on the dental team properly trained? If so, than anyone can jump in here to help!!
Day 2:
Second Day in the Office
Let’s call this day Tuesday. And there is a special assignment for this day. It is to print a report for all patient balances over 30 days. The idea is to them follow up on those patient balances. Of course there are other tasks for the day. There are some tasks that are done each day. For example, patient billing statements. Yes! I said patient billing statements are sent each day! If you are not doing that, begin today. If you need some help with your accounts receivable, you may want to consider a course specifically for dental office collections.
Day 3:
Third Day in the Office
Now we’ll take a look at “Wednesday”. The special assignment for the first Wednesday of each month is the insurance aging report. However, we look only at the claims over 90 days. I have to warn you. If this is where most of your outstanding money is, you have a bigger problem than you think. And you want to get some help with this sooner rather than later.
I recommend two things! First, get some help to get these claims paid now. Hire additional help. Or you can hire me! For the price of a consultation, I will call on every one of your outstanding claims in a 30 day window. Then, if you want to keep your claim follow-up in house, work these with my Weekly Management Systems. This way it all gets done each and every month!
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Day 4:
Fourth Day in the Office
By Thursday, the dental office settles. And many teams prepare for the weekend. On the first Thursday of each month, the focus is on hygiene reactivation. A continuing care report is printed for all unscheduled hygiene patients due in the current moth. Now, we need to be careful. Before we schedule a patient, double check insurance benefits. And also be sure that their continuing care settings are correct. And yes, I also have a course to help you with your hygiene systems.
Dental Front Office Systems Reduce Stress
As you can see, there are definitely parts of your dental office day that I have not included here. But this outline gives you an idea of how I break it down. And I can tell you, I’ve never seen anyone else do this. If it’s out there, I haven’t seen it. And you can customize what I’ve created! Take what I’ve done and make it fit your role in the dental office.
This step is one that most dental offices and dental administrators skip. And I think it’s because people think it’s not necessary to write it all down. We know what we need to do. Why be so specific? Why designate what to do when? Well.. the answer is really simple.
Dental Front Office Systems reduce stress. And they also help us hit our target goals each month! It is skipped and then we wonder why we have so much stress and can’t hit our target goals each month. But we can change that today!
If you are ready to reduce the stress in your dental day, then this system is for you! There is a lot to learn. And so many directions you could frantically go in. Let me help you bring it all together. Please feel free to reach out. I’m just an email away!
