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Old Systems & High Stress – A Deadly Combination

Old Systems & High Stress – A Deadly Combination

When I ask dentists why they and their team are feeling stress, they usually attribute it to patients or staff problems. While it’s true that losing a dental assistant, for example, can elevate stress temporarily, our research shows that long-term stress actually comes directly from system inefficiencies.

Systems that no longer work properly frustrate the team members who use them. They make even simple, routine tasks troublesome, forcing everyone in the office to grapple with bottlenecks every day. The most capable and dedicated staff members usually suffer the most because, no matter how hard they strive to excel, poor systems undermine their efforts. Doctors also feel more stress because the practice—their practice—is falling short of its business potential.

All systems, no matter how good they are, have an expiration date. Systems that once facilitated practice growth inevitably become obsolete. When they do, they stop helping and start hurting, pushing practices toward financial decline and leaving potential income on the table every day.

The Obvious Solution

The good news is that replacing inadequate systems can solve both stress and production problems. If you have older systems, the schedule is often the best place to start. It affects nearly every operation in the practice. When the schedule continually breaks down, patients get upset causing team members to get stressed. A new, high-performance schedule can often trigger a practice turnaround, especially if a commitment is made to replace other outdated systems.

In the new dental economy, the practices that thrive will be those that transform themselves into real-world businesses by upgrading their management systems. Conversely, dentists who continue doing “business as usual” will continue to experience lower production and higher stress.


Additional Resources

Download Dr. Levin’s free whitepaper “Increasing Production with the Right Systems.

Read “Top 4 Excuses for Holding onto Bad Systems.

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6 Steps for Overhauling Your Schedule

6 Steps for Overhauling Your Schedule

Your scheduling system is the core of your practice. It drives production. If you create an excellent schedule, you’ll be able to focus your resources more effectively… and grow practice income.

Revamping your scheduling system takes quite a bit of planning. Following are several basic guidelines that will ensure the best results:

  1. Conduct procedural time studies. Conditions in any dental practice change over time, such as the experience levels of you and your clinical staff, new technologies, new governmental regulations, etc. For this reason, you should measure how long it takes to perform various procedures and tasks. The timing process is relatively simple, and it can make a huge difference in how patients are scheduled.
  2. Use 10-minute increments. Most practices have already shifted from 15-minute units to the more precise 10-minute increments for planning appointments. If you haven’t done so yet, you can easily make the switch when you have the results of the time studies in hand.
  3. Structure an “ideal day” template. What’s your idea of a perfect daily schedule? The only way to make it happen is to define it, explain it to your team and train your scheduling coordinator with scripts that guide patients into the ideal schedule openings.
  4. Use scripting to control all aspects of scheduling. You can’t put together an efficient daily schedule without patient compliance. Write scripts to ensure that most practice-patient interactions about scheduling achieve the desired results.
  5. Schedule new patients within 7–10 days. In today’s more competitive dental market, you can’t afford to keep patients waiting for their first visit to your practice… because they might change their minds.
  6. Update your confirmation process. Modern communications technologies offer better ways to confirm appointments than the old postcards-and-phone-calls approach. Review the various techniques and services now available to dental offices and put together a more effective methodology.

Conclusion

Follow these guidelines and you’ll be well on your way to creating a scheduling system that will decrease stress, reduce rushing and downtime, and enable you to increase production without working longer hours.


Additional Resources

For a more in-depth discussion of revamping your schedule, check out Dr. Levin’s popular how-to book, Power Cell Scheduling.

Learn more about our training course on Scheduling by going here.

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