The Dental Scheduler’s Playbook: Strategies for Peak Performance
Efficient scheduling is crucial for the smooth operation of a dental office.
We should consider KPIs (Key Performance Indicators) such as daily, monthly, and yearly goals for the schedule, and we also need to know what production to schedule. We should look at two main areas: the hygiene department and the dentist’s schedule.
We need to know those KPIs for both departments. We want to control the schedule: the schedule doesn’t control us and impacts everyone on the team.
The Hygiene Schedule
In the hygiene department, time blocks can be designated for new patients (NP) and regular hygiene appointments. Time blocks can be utilized to establish specific periods for different types of appointments, ensuring that NP appointments are prioritized and easily accommodated.
The strategic approach allows the team to fill scheduling gaps promptly and maintain a consistent flow of patients throughout the day with procedures like SRP and sealants. By designating these areas, everyone who schedules patients systematically knows where to fill in appointments.
The Doctor’s Schedule
Similarly, the dentist’s schedule should be optimized to meet daily production goals while accounting for each procedure’s duration and the operatories’ availability. This is essential to maximize productivity and meet daily production goals.
Collaboration between the dentist, office manager (OM), and assistant is vital to effectively managing the schedule and ensuring efficient use of resources.
The assistant is crucial in supporting the dentist and ensuring appointments run smoothly and efficiently. They are responsible for coordinating the schedule, preparing the operatory for each patient, and assisting the dentist during procedures.
The assistant can help optimize the schedule to maximize productivity by understanding the procedures and their time requirements. They can use this information to communicate with everyone who schedules patients and becomes “rules” for making appointments.
Time Blocks
Some strategies can be used to create a productive schedule.
One strategy is to have “blocks or time blocks” on the schedule. This allows the team to decide on what or where to schedule production.
Implementing time blocks is a strategic approach to creating a productive schedule in a dental office. The team can efficiently allocate resources and maximize productivity by dividing the schedule into specific blocks of time for different types of appointments or procedures.
Establishing Protocols
Despite careful planning, unforeseen circumstances can disrupt the schedule. In such cases, clear scheduling policies are essential to guide decision-making and maintain workflow consistency.
These policies should address late arrivals for appointments and their impact on the schedule, ensuring that the team responds cohesively and effectively to unexpected changes. By establishing protocols for handling disruption, the team can maintain productivity and minimize the impact on patient care.
Efficient scheduling is essential for the success of a dental office, allowing the team to meet production goals and implement strategic exceptional patient care. Scheduling in a dental office is an ongoing process that requires continuous evaluation and adaptation.
Regularly review and identify areas for improvement and implement refinements as needed. By fostering a culture of continuous improvement, dental practices can enhance efficiency, optimize patient care, and achieve long-term success.
By setting clear production goals, implementing strategic scheduling strategies, and establishing effective scheduling policies, dental practices can maximize improvement and collaboration, and dental teams can achieve excellence in scheduling and deliver outstanding service to their patients.
About the Author
Eileen Gonzalez, DAADOM
Eileen Gonzales, DAADOM, currently serves as the Office Manager at Ever Care Dental in New York City, bringing a wealth of experience inherited from her upbringing in her mother’s dental office. Graduating with distinction from St. Peter’s University with a Bachelor’s Degree in Business Management and Economics, she has pursued ongoing professional development as an active member of the American Association of Dental Office Management (AADOM) and the American Association of Clear Aligners (AACA).
Eileen’s dedication to excellence is evident in her attainment of AADOM’s Fellowship (FAADOM), Mastership (MAADOM), and Diplomate (DAADOM) distinctions, alongside her nomination for Practice Administrator of the Year (PAOY).
Beyond her professional achievements, she enjoys traveling, spending time with loved ones, and passionately supporting the New York Yankees while tuning into sports radio. In all pursuits, Eileen embodies a commitment to professionalism, expertise, and personal fulfillment.
