Asking for a Friend: How do I get purchasing power in my dental office?

Do you work in a dental office where you're barely scraping by with the tools you have (no pun intended)? You have to wonder, are there not enough hygienists, or not enough of what we need to do our job to make us stay? Whether it's better instruments, PPE, oral hygiene instruction aids, or professional growth resources, having sufficient support is imperative. If your office has little budget for what hygienists use but overstocks everything else, that's a problem. We are clinicians providing services that support restorative and surgical investments performed in the office and make up roughly 33% of total office production. We need that budget and freedom for armamentarium support. Luckily, I work in an office that has FORO (fear of running out), and I've identified the key components of obtaining a system to get what you need.

Communication saves relations

Research supports a correlation between patient satisfaction and interprofessional communication between the hygienist and the dentist, as a harmonious collaboration reduces fear during dental visits.¹ A cohesive union is formed between the hygienist and dentist when they agree to elevate the standards of care. To get there, share the knowledge you have on new and improved hygiene modalities with your dentist, whether it be reading materials, social media videos, or notes from conferences you have attended.

Manifest an easy win

Let's use dull instruments as a baseline example (this is low-hanging fruit, and the long and drawn-out back-and-forth with dentists needs to change, yesterday). We know that when instruments are past their usable life span, it increases time in the chair, operator injury, and patient discomfort.² With patient discomfort, the rate of retention and plan acceptance declines. With operator fatigue, the availability of a hygienist decreases. Adequate instruments promote a more comfortable visit for both the clinician and the patient. When a patient is impressed by the ease and comfort of a hygiene visit, they're more likely to comply with treatment recommendations and keep their scheduled appointments. Go to your boss with your butter knives; they know you're not working in the food industry.

Take back the purchasing power

Money, harmony, efficiency? The great thing about the hygienist's wish list is that most of what we want improves all of this. First, determine an appropriate budget for instruments in the hygiene department and present it straightforwardly. For example, if you have 80 instruments to consider in total, requesting a budget that supports replacing 13 instruments quarterly ensures that instruments are not used beyond their usable lifespan, thereby improving patient and clinician satisfaction and retention. Doing the math and outlining the bigger picture will make it easier to get a "yes."

Cost will be reviewed, of course, but there are things you can agree to plan for and things you can't. Keep a running list of items that would eliminate the challenges you're facing in your day-to-day operations. These changes could be related to ergonomics, efficiency, or economics. You may need low-cost materials, such as printouts of blood pressure guidelines or the classification system for periodontal disease, or more expensive items like hands-free software or new equipment. Excellent PPE and infection control safety materials are a must. The right gloves and disposables (think air-water syringes and suction valves) are worth every cent. Dull scalers and bent ultrasonic tips can’t wait; your patients deserve better than that. Make this clear. By ordering quarterly and taking advantage of frequent promotions, it softens the blow of asking for an order that replaces everything at once.

Did you know that your office could set up a digital storefront for patients to purchase all the items that your office recommends? Pitch using these profits to update tools and supplies.

The negotiator

Who orders your supplies in the office? Our assistant is fantastic; she negotiates and secures deals throughout the year, saving the office a significant amount of money by building relationships with representatives and purchasing bulk orders of items during promotions and sales at a substantial discount (hence the FORO). Do you have a person like that in this position? Could you assist with this?

Why not take the lead? Be economically mindful when it makes sense. For example, I usually treat patients with the pricier gloves and follow sterilization protocols in a more economical pair. Point out these modifications to your office; they will appreciate that you understand the importance of conservation in running a business and may give you more rein. Review and modify budgets for replacing items on a quarterly basis and evaluate the hygiene department for larger investments, such as equipment updates, on an annual basis, with the premise that “this is what we need to do to be more successful and achieve an elevated standard of care for our patients.”

When your supplies are new, share this excitement with your patients! Educate them on the benefits of sharp instruments and modern equipment, and how your office replaces tools and equipment as needed, rather than holding on to outdated relics. They'll be comforted knowing that you provide the best care possible, and your dentist will appreciate the acknowledgment.

Editor’s note: This article first appeared in Clinical Insights newsletter, a publication of the Endeavor Business Media Dental Group. Read more articles and subscribe.