10 Top Management Tools For a Successful Practice
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1 10 Top Management Tools For a Successful Practice Please note: This workshop is offered as information only and not as financial, accounting or legal advice. Seminar attendees may make photocopies of these pages for internal office use only. These forms may not be copied for distribution to others.
2 10 Top Management Tools For a Successful Practice Presented by Lois J. Banta Banta Consulting, Inc E Pink Hill Rd Grain Valley, MO Office Fax lois@bantaconsulting.com Key Topics: Key systems for a successful practice Key strategies to grow your practice forward Banta Consulting, Inc. Page 2 of updated annually
3 Key Systems 1. Production Daily, Weekly, Monthly, Annual 2. Collection Net Collections, Accounts Receivables, Insurance 3. Scheduling for Success Goals, Optimization, Doctor/Hygiene 4. The New Patient Ideal number, Scheduling, Protocols 5. Treatment planning Dollars diagnosed, Dollars accepted, Dollars scheduled, Healthy percentage Banta Consulting, Inc. Page 3 of updated annually
4 Key Strategies 6. AM Huddle 7. Team Meetings 8. Cross Training 9. Customer Service the hidden gem 10. Continuing Education Banta Consulting, Inc. Page 4 of updated annually
5 AM MEETING - AGENDA Each week, one team member facilitates meeting all week-that team. (This is rotated from team member to team member each week) 1. Yesterday s Schedule (what went right/what were the challenges) o Dr/Assistants o RDH/Hygienists o Report on New Patient Exams-including hot buttons & personality styles(d-time, i-feelings and emotions, S-relationships and abrupt change, C-trust) & personality styles (DiSC) o Report on Consults - including hot buttons (D-time, i-feelings and emotions, S-relationships and abrupt change, C-trust) & personality styles (DiSC) 2. Today s Schedule: Administrative: o ID patient needs thru pertinent personal information o New Patients, Emergency patients - any Hot Buttons (personality quirks known) Assistants: o Where do we want to see emergency patients today? o Health concerns - ID BP readings needed etc. o Does treatment plan for appointment confirm with schedule? o Are all lab cases in? o Identify any problem patients or procedures (sample: fearful, hard to numb, PIA- ) o Photos needed (think before and after-full face photos, photos for insurance-pre and post prep etc) o Next Continuing Care appointment - scheduled, overdue? 3. Hygiene: o Undone dentistry need to schedule o Other family members due 4. Marketing information: All: o Referrals asked for from previous day (ie; phone conversations, compliments from patients, consults and new patient visits) Any missed opportunities o Identify NP referral sources referred by: GP/Yellow pages or adv/patient/insurance All: o Who should we identify on schedule to ask for referrals from today? 5. Scheduling information Administrative: o Next available production block (one hour or more)? 6. Numbers Administrative: o Production to date, scheduled for month, dollars needed for goal, collection to date 7. Leadership statement Doctor is responsible for leadership statement each day except for one day when the team member facilitating that week is responsible for giving it. Banta Consulting, Inc. Page 5 of updated annually
6 Treatment Goals: 1 - Life long oral health & comfort 2 Preventive and Periodontal care 3 - Control of tooth decay 4 - Replacement of missing teeth 5 - Cosmetic Dentistry ***SAMPLE TREATMENT PLAN*** Patient name Date Preventive and Periodontal Treatment: After four quadrants (2 appointments) of SRP Periodontal Therapy, three month interval for preventive care periodontal maintenance Restorative Treatment: Upper Right: Lower Right: Upper Left: Lower Left: Upper Anterior (front): Lower Anterior (front): 1 tooth colored filling, 1 crown no treatment rx 2 crowns, 2 build-ups 3 tooth colored fillings 4 veneers no treatment rx Replacement of Missing Teeth: Lower Right: 1 3 tooth bridge Estimate Total: $7950 Patient Signature Date By signing this treatment plan, I agree to the prescribed dentistry and understand the diagnosis Please note: fees quoted are valid for 90 days from date of consult and any changes, additional fees and financial questions will be discussed with patient before further treatment is done. Banta Consulting, Inc. Page 6 of updated annually
7 SAMPLE FINANCIAL PAYMENT OPTIONS OPTION 1: Payment in full at start of treatment with a 5% accounting adjustment. (cash, check, credit card) including expected insurance amount on all amounts over $600. Payment in full at start of treatment with 5% accounting adjustment for senior citizens over age 60 when amount is over $500. OPTION 2: Patient financing through our partnership with care credit. 6 or 12 months no interest. We also offer extended financing up to 60 months for a 14.99% interest rate. OPTION 3: In office savings plan payment directly to the dental practice three months in advance of dental care. for a period of *SPECIAL NOTE: A DISCLAIMER SHOULD BE PLACED ON ALL FINANCIAL AGREEMENTS STATING ANY ADDITIONAL UNEXPECTED TREATMENT NEEDED WILL ALSO BE ALLOWED 5% PRE- PAYMENT ADJUSTMENT WHEN PAID AT TIME TREATMENT IS RENDERED. Banta Consulting, Inc. Page 7 of updated annually
8 FINANCIAL AGREEMENT Patient name Guarantor name Previous balance Estimate total treatment fee Estimate total insurance payment Initial payment Estimate total amount financed To be paid in monthly/bi-monthly/weekly installments of $ each, due on of each month starting, and a final payment of $ (balance), due on. PATIENT/GUARANTOR SIGNATURE DATE WITNESS DATE PARENT OR GUARDIAN S SIGNATURE IF PATIENT IS A MINOR DATE Please note: Any changes in this financial arrangement without written approval will nullify this agreement and the entire amount will be due immediately. Banta Consulting, Inc. Page 8 of updated annually
9 90-Day reply letter Date Name Address City, State Zip BALANCE DUE: $ Dear, Normally, at this time, because your account is long past due, it would be placed with our collection attorney, referred to small claims court or reported to Equifax Credit Bureau. However, we would prefer to hear from you regarding your preference in this matter. PLEASE INDICATE YOUR CHOICE AND RETURN THIS FORM: ( ) 1. Please find enclosed my payment in full. ( ) 2. Please charge the balance owed to my VISA, MASTERCARD, DISCOVER CARD. (Circle which Card.) ACCOUNT NUMBER EXPIRATION DATE OF CARD / AUTHORIZING SIGNATURE ( ) 3. I will have payment in full in your office within two weeks. ( ) 4. I will call this week to make payment arrangements. ( ) 5. I do not feel I owe the amount billed. If you do not feel you owe the amount billed please explain below. ( ) 6. I do not intend to pay the bill. Please turn my account over for collection. FAILURE TO RETURN THIS FORM OR TO MAKE PAYMENT WITHIN TWO WEEKS WILL INDICATE YOU DO NOT INTEND TO MAKE PAYMENT. ( ) 7. COMMENTS: Please do not hesitate to call if you have any questions regarding this matter. Sincerely, Financial Administrator for: Banta Consulting, Inc. Page 9 of updated annually
10 SAMPLE STATEMENT MESSAGES WE HAVE RECEIVED FINAL PAYMENT FROM YOUR INSURANCE COMPANY. JUST A REMINDER - IT S BEEN OVER 30 DAYS SINCE YOUR LAST PAYMENT. OR JUST A REMINDER YOUR ACCOUNT IS OVER 30 DAYS PAST DUE. YOUR ACCOUNT (OR PAYMENT) IS NOW OVER 60 DAYS PAST DUE. PLEASE REMIT BALANCE. YOUR ACCOUNT IS SERIOUSLY PAST DUE. PAYMENT MUST BE RECEIVED WITHIN 10 DAYS OR IT WILL BE REFERRED TO COLLECTION ATTORNEY (OR SEND REPLY LETTER) THANK YOU FOR YOUR PAYMENT! SPECIAL NOTE ON STATEMENT - SEE A/R REPORT Banta Consulting, Inc. Page 10 of updated annually
11 Staff Meeting Themes: Week 1: Each One Teach One/ Cross Train Each team member from one department trains another team member from the other department on an area to be cross trained. I.E. confirming appts: admin and re-sterilizing a treatment room: clinical. Week 2: Review monthly monitor and numbers. Go over entire month s numbers, identify trends and set action plans. Week 3: Continuing Ed. This staff meeting is reserved for learning new things, viewing videos, listening to tapes, attending seminars or hosting in-house seminars. Also can be reserved for companies to do lunch-and-learn to announce new products or to do Eaglesoft training etc. Week 4: Role play. Discuss common questions asked by patients or situations that present themselves and how to resolve them. Utilize the Tough Questions, Timely Answers handout in your leather binder to start. Week 5: (happens about 4 times per year) Attitude Adjustment Lunch!! Have fun, get to know each other better, celebrate your successes as a team! Guidelines for Team Meetings: Always have a plan Never have a gripe session Only bring up challenges if you have a possible solution to offer. Remember, your solution might not be the solution chosen but it gets ideas going to resolve issues. Banta Consulting, Inc. Page 11 of updated annually
12 Cross Training ideas (Each one Teach one): Clinical: Seating Patient Pre-Op Discussion Taking Diagnostic Films Developing Diagnostic Films Pouring Study Models Preparing Case for Lab Post-Op Discussion & De-brief of patient Cleaning Operatory Packaging instruments for sterilization Re-sterilizing Instruments Re-stocking room Putting supplies away General Assisting Documenting Dental Visit Administrative Answering phone Scheduling new patient Scheduling hygiene appointment Scheduling operative treatment Financial arrangements Collecting payments Posting treatment Posting payments Determining Estimated Insurance Payment and Estimating Amount Due By Patient Handling Objections Asking for Referrals Attending Consultation and Documenting Discussion Ordering Office Supplies Putting Away Office Supplies Pulling Charts for Next Day Filing Charts Making New Charts Banta Consulting, Inc. Page 12 of updated annually
13 Statistics to Track: Productions: Total office, each provider Collections goal: Collect 98% of adjusted production Adjustments goal: Adjustments should be < 4% Accounts receivables current and over 90 days Accounts Receivables % - Goal < 5% over 90 days old Outstanding Insurance current and over 90 days Outstanding Insurance % - Goal < 5% over 90 days old A/R Ratio should be < 1.5 Current trend for A/R Ratio = <.75 A/R Ratio Formula: 1) Total together last 3 months gross production now divide total by 3 = average monthly production 2) Divide total A/R by average monthly production = A/R Ratio Example: March Gross Production = $ 150,000 April Gross Production = $ 150,000 May Gross Production = $ 150,000 Total = $ 450,000 div by 3 = $150,000 Total A/R = $135,000 div by $150,000 (Avg mthly prod) =.90 Translation: it takes less than one month (.90) to collect what s on books Banta Consulting, Inc. Page 13 of updated annually
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If you are already an established patient of either Dr. Aroesty or Ms. Corrice, you do not have to reregister or fill out any additional paperwork.
To Our New Patient: Our staff would like to take this opportunity to welcome you to Garden State Snoring Solutions, LLC. It is our goal to make your visit with us as pleasant and comfortable as possible.
The Guardian Life Insurance Company of America INDIVIDUAL DENTAL INSURANCE POLICY
The Guardian Life Insurance Company of America A Mutual Company Incorporated 1860 by the State of New York 7 Hanover Square New York, New York 10004 (212) 598-8000 INDIVIDUAL DENTAL INSURANCE POLICY POLICYOWNER:
Dental Insurance: Primary Carrier: Employee #: Insured s SSN #: Insured Birth date: Group #: Phone #: Insurance Company Address: City: State: Zip:
First Name: Middle: Last: Nickname: Date of Birth: Drivers License #: Male Female Single Married SSN #: Address: City: State: Zip: Home Phone: Work: Cell: Email address: Employer: Occupation: Spouse Name:
Cigna Dental Preventive
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Patient Registration PATIENTS WITH DENTAL INSURANCE ALL THIS INFORMATION IS NECESSARY TO VERIFY YOUR DENTAL COVERAGE!!
Patient Registration Patient Name Date of Birth Age If child, Parent's name: Mr. Mrs. Ms. Dr. I prefer to be called Single Married Divorced Widowed M F Address City St Zip. Home Phone( ) Cell Phone( )
Name: last First middle Address: street city state zip code Mailing Address: ( if different) street city state zip code
0 Mental Health Resources, PC (540) 899-9826 Fax (540) 373-3913 Date (or effective date of change) Patient Information DO NOT COMPLETE THIS FORM UNTIL YOU HAVE A CONFIRMED APPOINTMENT. Patient Information
CFS International Travel and Expatriate Insurance Program SSQ Insurance Company Inc., Policy #1P410. Benefit Plan Design Summary
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2018-2019 Benefit Summary Your Health Your Decision Welcome to your 2018-2019 Benefits Enrollment What s in the Guide? Enrollment Process....3 Medical........ 4 gap Plan.....5 Dental.....6 Vision... 7
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TrueCare Washington. You re not going to drill if you don t have to? THE POLICY PROVIDES DENTAL BENEFITS ONLY.
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SPOKANE PEDIATRIC DENTISTRY PATIENT REGISTRATION
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Financial Policy Guidelines
Financial Policy Guidelines Welcome to The Women s Group of Northwestern. We strive to provide you with excellent medical care and our goal is to make your visit as convenient as possible. Please read
GAINESVILLE PHYSICAL THERAPY NEW PATIENT REGISTRATION HOW DID YOU HEAR ABOUT OUR CLINIC? PATIENT INFORMATION
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Thank you for choosing the Berman Brain & Spine Institute and LifeBridge Health for your healthcare!
SINAI NEURODIAGNOSTIC CENTER Michel Mirowski Medical Office Building 5051 Greenspring Avenue, Suite 200 Baltimore MD 21209 This welcome packet is for Thank you for choosing the Berman Brain & Spine Institute
425 North Wendover Road Charlotte, NC Birthdate: Social Security #: Male Female
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TrueCare Oregon. Form No. 005TRUEOR(1/18) Policy Form No. 001TRUE1-OR(1/18) and 001TRUE2-OR(1/18) THE POLICY PROVIDES DENTAL BENEFITS ONLY.
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mycigna Dental 1500 OUTLINE OF COVERAGE
Cigna Health and Life Insurance Company ( Cigna ) Individual Services mycigna Dental 1500 POLICY FORM NUMBER: HC-NOT21, et. al. OUTLINE OF COVERAGE READ YOUR POLICY CAREFULLY. This outline of coverage