Time Management For The Dental Hygiene Patient Appointmentdentalpracticesolutions.com/wp-content/uploads/2015/05/TIME... · For The Dental Hygiene Patient Appointment ... Time Saving

©2015 DENTAL PRACTICE SOLUTIONS

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Time Management

For The Dental

Hygiene Patient

Appointment

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©2015 DENTAL PRACTICE SOLUTIONS 2


This eBook has been provided to help you stay on time

(more often) and create a stress-free work environment.

The end result will be a higher level of patient care and

improved job satisfaction throughout your day.

The chart below demonstrates a “Down to a Science”

Hygiene Patient Time Management Strategy.

The information in this eBook breaks down each phase

of the hygiene appointment and recommends effective

strategies to keep you from feeling like you are running

on a treadmill!.







I remember how much I enjoyed treating my patients

when I was a clinical dental hygienist and I hope this

information takes you to that next level; whether it is a

higher level of satisfaction during patient care time, or

that next level of treating your patients with optimal

preventive care.

If you don't have sixty minutes of patient time, you will

need to tweak the information in this eBook to fit your

hygiene patient appointment time. There is a form (See

page 5) that you can use to create your own “Down to a

Science” formula and stay on time.

I have created this four-phase strategy to help hygienists

stay on time with their patients during the sixty minute

prophylaxis appointment. You will use this form to create

your own “Down to a Science” formula especially if you

have less than a sixty minute hygiene appointment.







Phase I is called Data Collection

10-15 minutes

Data collection may take twenty minutes depending upon

what you learn about the patient during this period of

time.

There are many services you will provide during data

collection. Not every hygiene appointment needs to have

all of these services completed. Use the form below and

decide how much time it will take to provide each service

and how many times each year your patient needs these

services. It is possible as you plan your patient

procedures, that you will discover some services can be

completed upon patient check-in or by another auxiliary.

The Time Management Template can be used as an

example for the hygiene department to time your

necessary procedures. You may also want to use this for

other areas of your dental practice especially if you have

never timed the doctor procedures (if time management

is a challenge in this area).

Click on this link to view the video on Phase I:

http://bit.ly/HYGIENEDATACOLLECTION





http://bit.ly/HYGIENEDATACOLLECTION



Use this tool as a team to plan, strategize and assess

each procedure, so you discover what works best for the

entire team to work like a well-oiled machine! Then test

it to be sure it works well for everyone.





http://dentalpracticesolutions.com/wp-content/uploads/2015/05/stop-watch.jp



Phase II is called Determine Treatment 10

-15 minutes

If you have a new patient or a patient that is “more than

just a prophy” and you may be well past the half way

point of your allotted time with this patient.

Be patient with your process here and remember that we

have a legal and ethical responsibility to treat the

“whole” patient. Hygienists no longer “Clean” teeth; we

are preventive specialists.

Time Saving Implementation Tips

1. Sit the patient upright in the chair: Knee-to-knee and

eye-to-eye

2. Talk restorative needs 1st because as hygienists we

become hyper-focused on the perio and tend to leave

the restorative conversation for last. When we leave

this for the end of our conversation we often rush

through this conversation and many times forget all

about it.

a) Doctor does the same thing but they are hyper-

focused on the restorative so talk perio 1st during

your doctor – hygiene exam







3. Nix the word "find" and replace this with words such

as "see" "look" "show", etc.

4. Review the restorative exam and/or discuss outstanding

restorative treatment not completed or if there are new

areas of restorative work, discuss these areas

5. Discuss the perio exam results after restorative

concerns. Even if you are only spot probing, let the

patient know if things are status-quo or if there are new

areas of "disease" (Show them where these areas of

improvement or disease are located in their mouth)

6. Ask your patient if they have any questions about the

information discussed

7. Attempt a "trial close" before the doctor exam.

a) Make these open-ended questions. Not a "Yes"

or "No" type of response from your patients.

Example: "What questions do you have about -

XYZ for me?"

Would you like to view the video of information about

Phase II?

Click on this link to view the video on Phase II:

http://bit.ly/HygieneDetermineTreatment





http://bit.ly/HygieneDetermineTreatment



It’s important to remember that we are in the business of

creating optimal oral health so our patients live a longer

and healthier life. As hygienists, our focus should not be

on "cleaning" a patient’s teeth. Take a deep breath if you

get stressed when you run behind. Remember to Nix that

word “CLEANING” inside your mind and think about

what is the very best care for your patients’ overall

health.

Rather than feel stressed about running behind or not

completing the patient’s prophylaxis appointment which

they were scheduled for, think about providing the type

of care that creates a longer, healthier life for your

patient! Let your patient know this. Tell them this is not

just about getting “Clean” teeth but about creating a

longer and healthier life for them.

Phase III is called DO TREATMENT

15-30 minutes

If your patient is “more than a prophy

patient” it is most likely phase 1 Data

Collection and/or phase II Determine

Treatment took longer than twenty or

thirty minutes.







I have never met a patient who did not appreciate our

conversation about how they can live a longer and

healthier life! Most patients will understand how much

you care about them!!!

If you believe that scaling your patient’s teeth will be

longer than twenty minutes, then you are providing more

than just a prophy. When a patient is seated in

your chair and you see this type

of supra-gingival calculus (see

photo), know that this is more

than “Just a Prophy!” It will

take at least fifteen minutes to remove all the supra and

yes, sub-gingival calculus around these lower anterior

teeth.


1. Doctor needs to enter for the hygiene exam no later

than 30-45 minutes into a 60 minute hygiene

appointment. If you have less than 60 minutes you will

need to adjust this time. No more waiting until the end of

the hygiene appointment to notify doctor of a patient ex-

am (See the video tips to manage this well)

2. A patient of record can remain in a supine position







and the hygienist will move to a position opposite of the

doctor for the exam process. (or move as appropriate.

Right handed RDH with not change if the doctor is left

handed, etc.)

3. The hygienist will lead doctor through the exam pro-

cess by providing small chitchat about something per-

sonal regarding the patient. This chitchat lasts ap-

proximately 60-90 seconds.

4. Next, the hygienist will continuing leading doctor

through the exam process by giving a report of what was

discovered during the Data Collection process, the

Determination of Treatment and what is necessary for the

next hygiene appointment.

For example does patient need a full mouth series of

x-rays at their NV? The exam communication with

doctor is a great time to add value and some benefits for

why the patient will return for their next hygiene

appointment

5. The doctor-hygiene exam should last approximately 5

-7 minutes (Both doctor and hygienist have calibrated

their services, and are in agreement of what is a perio

patient, a crown, a veneer, an implant, etc., etc.)

6. Have intra-oral photos, x-rays, etc., ready for doctor







(Free Resource as of the time I write this)

PLAQUE-INDUCED GINGIVITIS LINK


Phase III?

Click on this link to view the video for Phase III:

http://bit.ly/HygieneDoTreatment

Phase IV is Dismiss Patient

5-10 minutes

If you need to learn more about

treating the Plaque-Induced

Gingivitis Patient (See photo on

page 9) you will want to down-

load my eBook:





https://dentalpracticesolutions.leadpages.net/plaque-induced-gingivitis-optin/

http://bit.ly/HygieneDoTreatment



This is a time where you as the hygienist can create

additional value and communicate/review the benefits for

why your patient should return for treatment; sooner than

later.

These three words will help you to remember what needs

to be completed during this last and very important phase

of the dental hygiene patient appointment.

WHAT

Take time to review what was done, what needs to be

done in the next hygiene appointment and what needs to

be scheduled for referrals (oral surgery, endodontist, etc,)

and if the patient has restorative needs.

WHY

Explain why your patient needs to return for routine

hygiene preventive care, non-surgical perio therapy and/

or restorative treatment. This is the time to review the

benefits to the patient WHY they need to complete this

sooner than later, etc.

WHEN

Talk about when your patient needs to return for their

hygiene appointment, when they need to call that

specialist you just gave a referral to and when they need







it is very important that your patient schedules now and

returns at the appropriate interval of time for their next

routine hygiene appointment, etc.

Many of you do NOT want to hear this, however, bear

with me...

Many times when I begin working with an office the

entire team tells me the hygienist always schedules the

patient’s next hygiene appointment. When I receive my

weekly client reports what I see (in the beginning of our

work together) is five or more hygiene patients left that

week without a next hygiene appointment.

Of course I understand that patient’s move and some just

can’t schedule a few months in advance but seldom do

five patient’s move out of the area each month.

Many times I hear that the hygienist is asking the person

at the front desk to make the next hygiene appointment

because this makes them run behind.

You, the hygienist, just spent over thirty minutes looking

around the patient’s mouth. You know best the what, why

and when they need to return for preventive care.


1. Use the What, Why and When technique in this phase







a) Suggest a next appointment on the same day and time

the patient is currently there unless; they tell you other-

wise

b) Take control of the appointment schedule. Ask patients

“I want to see you Wed Oct 14th @ 10am does that work

for you?”

3. Always have the hygienist or another team member

walk the patient to the front desk

4. Once the patient is at the front desk communicate the

“What and When” to the front office team member

involved in the dismissal

5. If you have a hygiene assistant this is the best time for

them to jump in and assist: if they know the precise

What, When and the Why, they can walk the patient to

the front desk for the dismissal. Key here is effective

communication to the front desk team member

6. If the hygienist is walking the patient to the front desk

during the dismissal anyone who is available can help

break down the hygiene operatory. If you have a ded-

icated hygiene assistant this is their role when the

hygienist walks the patient to the front desk.

Conversation Example Using the “What, Why and

When”







“TMrs. Jones, today I completed your perio maintenance

appointment. I rechecked those areas on the upper right

that were 5mms and today they are within normal limits.

They measure 4mms today. I also put the fluoride var-

nish on your teeth which prevents future decay.”

“The cavities we discovered today are small and

doctor requests that you return next week to have those

filled. If you can complete that treatment sooner than lat-

er the decay will not advance which can cause pain. It

will cost more money to complete the treatment if these

areas of decay advance and that means more time in the

office.”

“Are you able to return next week to complete that

treatment?“ (Patient says YES!) “Great! I will have Susan at

the front desk schedule that for you.”

“ I want to see you in 4 months for another periodontal

maintenance appointment. It is important the upper right

does not return to active disease and 4 months is helpful.

“I can see you for your next periodontal maintenance

and another fluoride varnish on Wednesday October 14th

@ 10am. Will that work for you?” (Patient said Yes)







“Mrs. Jones, You have active disease in your mouth

means you can have active disease inside your body and

this contributes to other systemic diseases such as heart

disease, high blood pressure and various cancers, etc.,

so I really need to see you frequently to prevent the active

disease. I want you to also use this fluoride gel at night.

Let me show you now how you will use this at home be-

fore you go to bed…”

Take out a toothbrush and the F2 gel and demonstrate

the proper use with your patient.

NOTE:

If you know that the patient needs to speak to an

auxiliary about financial arrangements or personal

information, most office software allows you to text or

discretely send a message to another team member to let







them know you will drop the patient off in the consult

room and not at the front desk Utilize this

communication so everyone is prepared for the patient to

be seated in a consult room when the need arises.


Phase IV?

Click on this link to view the video of Phase IV:

http://bit.ly/HygieneDismissPt

Last but not least

Enjoy your day!





http://bit.ly/HygieneDismissPt



Debbie Seidel-Bittke, RDH, BS is

founder of:

Dental Practice Solutions, a

consulting and coaching business

that serves dental practices globally

to increase profits through services

and systems in their dental hygiene

department.

Dental Practice Solutions is able to

work with various departments in

your dental practice to create

sustainable profitability and a

harmonious environment for the

dental team and patients.

Debbie has spoken at most of the Dental Conferences

throughout the United States and Canada. She is

available to speak at workshops, study clubs, etc...

For more information contact her at: 888

-816-1511 / 503-970-1122 or sup-

[email protected]







LEARN MORE ABOUT

DENTAL PRACTICE SOLUTIONS!

Is Your Dental Hygiene Department Producing

Less Than 30% of Your Total Practice Production?

Are Daily Cancellations a Challenge?

Do You Have Many Patients Who Have Gone

MIA (Missing in Action)?

Do You Feel Like You Are Running on a

Treadmill?

Do You Have Many Patients (Over 20%) Who

Have Outstanding Treatment Plans?

Are Your Collections Less Than 98%?

If you answered

“YES” to any of the

above questions

please take a moment

to schedule your 30

minute Discovery

Call.

(Valued at $500)

Click on the Gift Certificate Below to

Download the PDF. Complete This Form

and Either Fax or Email This Back to Us.





http://dentalpracticesolutions.com/wp-content/uploads/2015/02/Gift-Certificate-2015.pdf



LEARN MORE ABOUT

DENTAL PRACTICE SOLUTIONS!

Is Your Dental Hygiene Department Producing

Approximately 30% of Your Total Practice

Production?

Are Daily Cancellations a Challenge?

Do You Have Many Patients Who Have Gone

MIA (Missing in Action)?

Do You Feel Like You Are Running on a

Treadmill?

Do You Have Many Patients (Over 20%) Who

Have Outstanding Treatment Plans?

Are Your Collections Less Than 98%?

If you answered “YES” to any of the above questions

please take a moment to schedule a 30 minute Discovery

Call. (Valued at $500)

Click on the link below

to get your gift certificate:





http://dentalpracticesolutions.com/wp-content/uploads/2015/02/Gift-Certificate-2015.pdf



What is a Discovery Call?

Prior to your call we will send you a short and

confidential questionnaire to prepare for our call.

Your Discovery Call will take 30 minutes and there is no

cost to you. This is a time to focus your most promising

areas for growth. Together, we discover where you need

to focus your attention and then create a customized path

to begin your journey.

Unique to the consulting business, DPS guarantees the

success of services provided. As long as both DPS and

Doctor meet agreed upon expectations, DPS will

guarantee production growth double the Dr’s initial

investment.

Call today and get your call scheduled:

Toll-free : 888-816-1511 or Outside of US: 503-970-1122

or

Email: [email protected]

In the subject line please write: “Discovery Call” and

provide at least 2 different days and times you are

available (please include your time zone).





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Time Management For The Dental Hygiene Patient Appointmentdentalpracticesolutions.com/wp-content/uploads/2015/05/TIME... · For The Dental Hygiene Patient Appointment ... Time Saving