Week 2 PP Flashcards
What is the importance of Iventory Management?
An adequate supply of materials is required for a smooth functioning office
- should be simple and up to date
Who is responsible for inventory management?
Even though one person is responsible for maintaining the system and ordering supplies; the entire staff must cooperate for the system to work
What items that are used up in a short period of time and a ordered regularly?
Consumable/Disposable and Expendable items
Ex:
* Restorative materials
* Impression materials
* Needles
* Local anesthetic solutions
* Gloves
* Masks
* Barriers
* Business office supplies
What are Nonexpendable items?
Can be used again - items that will eventually wear out or break and be replaced
Ex:
-curing light
-ultrasonic scaler
-instruments
-smaller pieces of equipment
What is Major Equipment?
Large pieces of equipment that are costly and depreciate over 5-10 years
Ex:
-Dental Chairs
-X-ray units
-Digital Sensors
-Computers
A system should be developed for ordering that contains the following information:
- full brand name of product
-all applicable information (name, size, color, manufacturer, etc)
-Reorder point
-purchase source (name, phone number, email)
-catalogue numbers
-quantity purchase rates and reorder quantity
When supplies need to be ordered they can be ordered one of three ways:
- Through a dental supply sales representative
- From a catalogue by telephone, mail order, or barcode scanning
- Online
General Guidelines for Ordering Dental Supplies
-Keep all items in one central storage space. This eliminates the need to look for products in several different areas
-Dentist should specify their preference as to quantity, brand and suppliers
-Check with sales representative or oonline fliers for new products and sales
How to Order Supplies?
-Be prepared - have a list ready
-Be specific - know what you need and the quantity required. ex: Correct Item number.
-Be aware of sales and specials
-Be informed - be aware of new products and ideas
Things to consider when Ordering..
- Rate of use
- Shelf Life
- Availability of storage space
- Availability of proper storage conditions (ex. if needs to be in fridge)
- Best quantity purchase rate
- Investment involved
What is a reorder point?
is the minimum quantity that should be established for each expendable item used in the practice
What does the reorder point ensure?
There is an adequate supply while a new order is being processed
What 2 factors is the Reorder Point based on?
- Rate of Use
- Lead time - time necessary to order and receive a new supply of the product
Marking the Reorder Point using reorder tags
-needs to be clearly marked on the supply for the product
-the tag is attached to the minimum quantity of the item with tape or elastic band
-tag is marked with the full name of the product and possibly all ordering info
-when reorder point is reached the tag is removed and is processed immediately for ordering
Automatic Shipments
-supply comanies can offer dentist the option of having items set up for automatic shipping
0this can ensure the practice has a constant supply of a product to meet the practices needs
- can eliminate bulk storage problems
What are Quantity Purchase Discounts?
A lower price per item is paid when ordering items in larger quantities
-Must have adequate storage, and only beneficial for items that are used on a frequent basis
Reorder Quantity is increased or decreased as required based on the following factors..
- rate of use
-shelf life
-storage space and proper storage conditions
-best quantity purchase rate
-investment involved
What is a backorder?
When an item is unavailable for delivery when an order is placed the item will be placed on backorder and delivered as soon as it is available
Reasons for return/exchange:
-wrong item ordered
-right item ordered but wrong item shipped
-size, color or quantity wrong
-broken or damaged in shipment
Until the situation is rectified by the supplier a record should be kept and follow up maybe required.
What is a Dental Supply Budget based on?
How much was spent the previous year on supplies and an estimated increase for rate of use and inflation
What is Appointment Scheduling important?
Effective appointment scheduling is vital to the smooth functioning and success of the entire dental practice
- if the schedule is not productive, the office will eventually lose money
- most effective when it is done by one person
Goals of Efficient Appointment Scheduling
- Patients must be seen on time (making the patient wait shows a lack of respect for their time)
- Patient load is well balanced throughout the day
-The dentist and staff can make good use of their time (maximize their productivity and provide high quality care for patients)
Appointments can be scheduled and managed 2 ways:
- Computerized scheduling system
- Traditional appointment book
Basic guidelines & understanding are the same
What are the Benefits to Computerized Scheduling?
- Data entries are easier to read
- Scheduling, cancelling, rescheduling appointments is easier
- set production goals
- auto scheduler allows for a quick search of open appointments
- Patient records can easily be viewed
- color code appointments
Appointment scheduling guidlines..
- described as units of time (basic units are booked in either 10, 15, or 30 min increments)
- Columns per day (each column represents an operatory)
- Office hours (may vary depending on the day of the week)
- Buffer time (time that is reserved each day for scheduling emergency patients and is usually 1-2 units) If not needed can be filled with short appointments but no more than 24 hours in advance
- Meetings
- Holidays (when office is closed or when school is off on holiday)
Outlining the Appointment Schedule..
Appointment book is outlined months in advance
- DO NOT schedule outside of the outline
*booking 15 min into your lunch or at the end of the day adds up (ex. 5 x in one week = 2.5 hours extra)
What is Buffer time? What are the rules?
-reserved time for emergencies
- 1 or 2 per day usually late morning or early afternoon
-use an identifier to indicate the time available
-DDS operatories only
-If the buffer time is not needed for an emergency it can be filled with a short appointment, but do not fill more than 24 hours in advance
Information Needed to Book Appointments
- Patients Name in Full
- Preferred Phone Number(s)
- Treatment to be Done (should all appear)
- Age of Patient (child only)
- Length of Appointment - based on office list of time for each type of procedure
- Special Notations - lab, pre-med
What are the Goals of Patient Scheduling?
- ensure the patient load is balanced throughout the day. Provides an even pace to the day without feeling undue tension or hurry
- Patient must be seen on time. Discourteous and shows a lack of respect for their time if not.
-Dentist and the staff can make good use of their time. Allows maximum productivity and the delivery of high-quality care for the patients
When should difficult procedures be scheduled?
Often are schedued in the morning when the dentist and staff are at higher energy levels
Do not schedule difficult procedures close together (crown and bridge, implant, surgeries). This can add undue stress on the dentist and staff. NEVER schedule back to back.
What is Down or Idle Time?
Scheduling must be engineered to allow efficient use of “idle” time for greater productivity. A dentist will inject local anesthetic and needs to wait 3-5 minutes for it to take effect. This waiting period is considered down time. During this time, the dentist can complete a recall exam or adjust a filling in another op.
Daily scheduling Tips/Rules..
- Allow time for treatment area prep and clean up. Considered as part of the scheduled time.
- Educate patients about treatment times
- Protect the appointment book from the eyes of others (privacy)
Guidelines for New Patients
Should be scheduled as soon as possible after they call for an appointment.
- some office reserve “NP time” each day
-Patients should be asked to arrive 15 minutes early to complete paperwork
-review any offie policies (payment, insurance)
-Provide directions to office, parking info, etc.
Determine Units of Time
commonly appointments are booked with each unit block being either 10 or 15 minutes
What is Buffer Time?
reserved time for emergencies
- 1 or 2 buffers/day
-use a different color block to indicate space
-dentist ops only
-do not fill with a non-emergency patient more than 24 hours in advance
When is the outline for the day sheet completed?
months in advance - DO NOT schedule outside of the outline
-booking 15 mins into the lunch or extra at the end of the day adds up!
Head Of Household - payor
When you add new patients, you must first enter the head of household or guarantor, even if that person is not a patient. After entering the head of household, you can add additional family members. This person is responsible for payment of the account.
If they are not a patient - you would indicate them as a “Non-Patient”
Patient Demographics required for booking
Name
Status - patient, non patient, male/female, single/married
DOB: Day/Month/Year
Address - complete with postal code
Email & Phone number
Abbreviating Treatment
NP prim - new patient
Pol - polishing
Fl - fluoride
Guidelines for booking Children
-Young children (under 5) are usually at their best in the morning
- parents usually prefer to schedule school aged children after school or when school is closed
Guidelines for booking Emergency Patients (that are patients of record)
- must be seen ASAP
-failure to accommodate a patient of record opens the dentist to charges of abandonment - may work over your lunch, or work late
Guidelines for booking Emergency Patients (who are NOT patients of record)
-could become regular patients and should be scheduled as soon as possible
- buffer times are usually reserved in the appointment book for this purpose
When an emergency in pain patient calls, gather the following information:
- Where is the pain ?
-How long has the pain been going on? - Is there fever or swelling?
- Is the pain constant or “on” and “off”?
- Is the pain aggravated by hot, cold or biting?
- Has there been recent treatment or trauma to the area?
If a patient wants an appointment time that is more convenient then it may not be a true emergency
Scheduling for the Dental Hygienist
A list of “average times” should be followed when booking hygiene appointments.
- appointment times should include the time required for the dentist to check the hygiene patient (recall exam)
Scheduling an Appointment Series
- some procedures may require a series of appointments (ex. crown & bridge)
-more efficient to schedule the appointments at the beginning of treatment
*try to give the patient the same day and time for each appointment (easier to remember)
Business Assistant must be knowledgeable about:
-number of appointments required
-how long each appointment will take
-how many lab working days is required between appointments
Scheduling Techniques & Considerations
- Who can perform the procedure? (Dentist, RDH, RDA)
- Is time utilized well?
*is the hygienist and the dentist time booked to full production?
*no open time in primary column or hygiene column
Procedures Performed by the RDA Solo
These can be booked in the second operatory of Dentist - for doctor to pop in and out and check on patients, then go back to main operatory 1.
- Desensitization
- Pit and Fissure Sealants
- Radiographs
- Polish amalgam restorations
- Removal of excess cement after temporary or final cementation of bridge or crowns (OHI included).
- Suture removal
- Alginate impressions for bleaching trays, sports guards or study models
- Tooth whitening education
- Provisional crown or restoration
- Prophy and fluoride (children and teens)
- OHI
Patient Circumstances
-Sometimes patients do not show up, cancel last minute or show up late
-Sometimes patients just drop in
-How do we deal with these issues and still maintain control over the schedule?
*know your office policy
*does your office charge for “no show” or last minute cancellations?
*Does the office allow a buffer time for a drop in appointment?
*you may have to tactfully inform the patient that the dentist sees patients on an appointment only basis
Late Patients
An office that always runs behind is disrespectful of their patient’s time. Patients will start to show up late to their appointments rather than waiting.
Patients who are always late should be discreetly reminded that their lateness is depriving themselves and others of treatment.
Call at ten minutes past appointment time, to see if the patient is coming to the appointment.
Explain the treatment requires scheduled amount of time. May need to reschedule.
Record in chart.
No Show or Missed Appointments
- When a patient doesn’t show up for an appointment, this information should be
recorded as a “broken appointment”. - Could be considered contributory negligence on the part of the patient.
- Know your office policy and explain to all patients (24 hour notice? 48?)
- Repeated occurrences often lead to financial penalty or decision to no longer book patient.
Cancelled Appointments
- Know your office policy and explain to all
patients (24 hour notice? 48?) - Repeated occurrences often lead to financial
penalty or decision to no longer book patient.
