Uncovering the hidden treasure in your patient charts

Sept. 24, 2011

By Jan Keller

Have you ever participated in a treasure hunt? Enjoyed the challenge of uncovering what is right in front of you, or hidden in a drawer or closet? Today is the day you should start a treasure hunt in your office.

Here’s why. In today’s economy, many dental practices are looking for ways to increase, or just maintain, previous levels of production and collection. One answer may be “hiding” under their noses … literally.

When was the last time you conducted an in-depth review of your patient charts and the hidden treasure they hold?

For instance, how many of your patients are in need of updated X-rays? How many need a restoration, but have fallen through the cracks, either because they did not schedule at the time the treatment plan was presented, or because they cancelled their appointment and then fell through the rescheduling cracks? Successful offices use a tickler system to follow up on incomplete treatment and with patients needing to reschedule treatment. In addition, they do not wait until late in the year to contact patients regarding unused insurance benefits.

Why wait? Uncover the hidden treasure in your patient charts by following this simple three-step process:

1. Audit your patient charts now for recommended treatment that has not been scheduled or completed.

2.
Put a plan in place to contact these patients and give them an opportunity to complete treatment before additional treatment becomes necessary, or more expensive.

3. Use your internal credit guidelines to support your staff in successfully negotiating payment arrangements that offer flexible and affordable payment options.

If you’re thinking, “No one can afford treatment these days,” think again! Never judge someone else’s ability – or willingness – to pay. Ask! Give them an opportunity to say yes, and fill your schedule with willing and motivated patients.

Janice Keller has 25-plus years of experience in dentistry – clinically, and as an office manager and software trainer. Now, as a practice management consultant, she provides high-quality, customized practice development and education to clients and their teams. Jan’s clients praise her ability to recognize, understand, and adapt to their specific training requirements, and to provide the necessary tools and skills they need to meet their practice goals. Jan is certified by Bent Ericksen & Associates in employee law compliance, and is also certified by the Institute of Practice Management. She is a member of the prestigious Speaking/Consulting Network and the Academy of Dental Management Consultants. She is also an independent certified SoftDent trainer. Contact her at [email protected].