Dental Procedure Analysis Forms For Stability
Dental procedure analysis forms help new team members learn the ropes. Because these forms define each restorative procedure by procedure code and time needed. This documentation supports new team members in submitting claims. And also guides in scheduling an appointment. But only to the extent that we clearly define procedures and times in our form creation. And perhaps even add a formula where necessary. We’ll talk about that more in just a bit. First, let’s talk about how to get started.
Run a production summary report for the last 6 months for each provider. This report shows how often specific procedures are performed and which procedures to document. These are the procedures we need to know how to bill and how to schedule. Start with the most often completed procedures by provider. Got it? Great, now a list of these codes. Once the list is complete, we will create the forms we need.
One Procedure Per Page
Now, we create a new page for each procedure. This works for specialty practices as well as general practice. Type the name of the procedure and the procedure code at the top of the page. Now, break it down by doctor and assistant time. For example, 3 – 1 – 1 is code for 3 units of assistant time , 1 unit of dentist time , and a final unit of assistant time. And we must keep in mind that a procedure may vary for a particular patient. But we can use this code to communicate with our scheduler any changes the dentist has per patient.
Why does the doctor and assistant time matter? Because we want to make the most efficient and productive use of our doctor’s time. And we can normally schedule assistant time next to the doctor time in most procedures. However, we definitely want to avoid scheduling doctor time against doctor time in the same provider’s schedule!
Do this for every procedure and create a folder or binder. Place in order numerically by procedure code. Even if you are putting this into an excel spreadsheet or word document. Because the team must be able to locate procedures without flipping a folder or file randomly. A system is essential. And remember to describe briefly what each procedure actually is. Perhaps use the ADA description that accompanies the code.
Dental Procedure Analysis Forms for Predictability
Dental procedure analysis forms must provide accurate times. Because these forms provide the schedule template foundation. Another great idea is to use index cards for each procedure. And you’ll see how to use these to generate a strong block schedule inside my Dental Block Scheduling Guide. But the team must be in agreement that the time representation is accurate for each procedure. And now is where to add formulas for multiple teeth or other considerations in a procedure.
For example, a single crown prep might be a 1 – 2 – 2. And we want to communicate to our scheduler what to do with an additional tooth. So we might make a note that indicates this on the bottom of the note card or page. The note might say “one more unit for doc & last assist per tooth”
Dental Procedure Analysis Forms: Update Every Year
Our dental practices continue to grow and evolve over time. So, as we prepare our schedule templates for a new year, update the analysis forms. Run a new production summary and see what’s changed in the schedule. And then, update the time needed by procedure. As dental assistants become more practiced, less assistant time might be needed. Perhaps the dentist has mastered a new technique. Or maybe a new dental assistant has joined the team. That might mean an extension of assistant time temporarily.
Update as necessary. Maybe it’s only been 6 months but the scheduling template just isn’t working. There might be just one procedure that is off a bit. And a little tweaking makes everything so much nicer. Also, be sure to note if there is a procedure that should be scheduled “alone”. That would mean there is no appointment booked next to it at all. And the dentist must communicate that to the team. It’s best to put a block “Alone Time” next to that appointment to prevent a mistake. And also, make a note on the appointment itself – “Alone” as well as a chart note to clarify.
Want To Include Billing Instructions?
This is another great idea! And a fabulous way to help new dental administrators in the field. On these same procedure analysis forms, write any insurance billing instructions. Perhaps write “include narrative” for procedures that require an insurance narrative. Or perhaps a note that says “bill on seat date only” for crown procedures – and include the seat code as well here. Remember, team members come and go. Life keeps us moving and changing. And the more systems we define clearly, the better!