All the Minutes Matter
As a busy orthodontic practice, we typically see between 70 and 100 patients a day. As you can imagine, managing our schedule efficiently is absolutely essential. The way you handle your schedule can truly make or break an office.
Here are my top 5 tips for keeping your schedule relevant in an ever-changing dental landscape.
Tip # 1 – Identify and Fix Inefficient Scheduling Patterns
Honestly, look at your schedule over the next few weeks and months…Are there any time slots that are consistently left unfilled? Are there slots that are frequently replaced with other appointments?
In my last evaluation, we found that several long appointments were scheduled back-to-back in the middle of the day over multiple columns. The time was consistently not being fully utilized, and as a result, frequently several members of the clinical team had “nothing” to do for over two hours.
To address this, we adjusted the schedule template to distribute longer appointments more evenly throughout the day. This change minimized unutilized time and improved overall efficiency.
Tip # 2 – Make Time for Key Procedures
Generate procedure count reports to assess how many procedures you’ve performed and how many available slots are open in your schedule. Is there a specific procedure that is consistently unavailable within the timeframe you need? Is there a procedure that is “too easy” to schedule?
Recently, we found that procedures requiring a digital scan were consistently booked several weeks out, which restricted our ability to start treatment for patients in a timely manner. If a patient can’t be scheduled quickly, there’s a risk they may choose an office with a more flexible schedule.
By modifying our schedule template, we successfully increased the availability of scan appointments, allowing for greater flexibility in scheduling these essential visits.
Tip # 3 – Adapt to Patient Needs
Leverage the knowledge and experience of those who schedule most often. Are there any requests from patients that we don’t currently offer? If so, is it something we can realistically implement?
During summer break, when children are out of school, we always offered an additional late afternoon consultation time. However, during the school year, we limited consultations to earlier in the day due to after school hours being busy with regular adjustments. The late consultation slot was always fully booked in the summer, so we decided to try it during the school year as well.
Although it took some time to adjust to having the doctor off the floor, a fully booked consultation time is truly invaluable.
Tip #4 – Refine Procedure Times
Generate procedure completion time reports. Are certain procedures consistently running over time? Do any team members need additional training to stay on schedule? Are there team members completing procedures too quickly?
I’ve used this information in the past to adjust procedure times, either shortening or lengthening them as needed. When we have multiple new hires, it’s helpful to extend certain appointments to allow for proper training.
Similarly, when new treatments are introduced, giving extra time for the team to adapt to new protocols is beneficial. Once the team becomes more comfortable, we can then shorten the appointment time.
Tip #5 – Optimize Tools for Better Scheduling
Evaluate critical practice equipment and the need for additional purchases. Is the team getting delayed during procedures because of unavailable equipment? Do you have equipment that isn’t functioning optimally, causing appointment times to run longer?
Several years ago, my office realized that too many appointments were being scheduled simultaneously, requiring the use of the digital camera. We addressed this issue in two ways: by upgrading the cameras to enable faster capture times and by purchasing additional cameras.
Your schedule is the foundation of your practice. What is not measured cannot be improved!
The key to optimizing your schedule is being open to evaluation and willing to pivot when needed.
You’ll inevitably make decisions that don’t go as planned—that’s part of the process. Have the courage to try new things and the strength to acknowledge that no system is perfect, adjusting as needed to find what works best.
All the minutes matter – make them count!
About the Author
Lisa Swanger, DAADOM
Lisa Swanger’s journey began in 2010, when she was hired at the Front Desk of an orthodontic practice. Setting her sights on Practice Manager, she learned insurance, financials, treatment coordinating, and office management across multiple offices.
Joining AADOM in 2021, achieving her fellowship in 2022, mastership in 2024, and becoming a diplomate in 2025, she demonstrates dedication to professional development.
Outside work, Lisa finds joy spending time with loved ones, being outdoors, and enjoying the thrill of a scary movie.
