Five ways to create a high-performance schedule

By Dr. Roger Levin

What is one of the best ways to prepare for the upcoming economic recovery? Create a highly efficient schedule!

Scheduling is the most critical operational system in any practice. It’s that important. Using data gathered from thousands of practices over the past 24 years, Levin Group has developed Power Cell Scheduling™. Power Group Scheduling includes the following action steps:

1. Design a scheduling template
Each day should have a similar structure. Mornings should be reserved for more involved appointments. Get the more challenging tasks out of the way first when everyone in the office is “fresh.” Save the afternoon for less complicated treatment. Doing so goes a long way toward easing doctor and staff fatigue.

2. Set the annual production goal
Determine the annual production goal. Levin Group generally recommends that each year the goal be set approximately 15% higher than the previous year. A practice that is growing less than 15% a year is in danger of flattening out. If that happens, the dentist should evaluate the potential causes, such as the effects of the economy, lower patient referrals, etc., in order to turn things around.

3. Establish the daily production goal
Divide the total annual production goal by the number of days the practice will be available to treat patients. This determines the daily goal for each practice. For example, if the practice is to produce $5,000 a day, every aspect of the scheduling system must be geared toward making that happen. This process decreases the chance that variables will result in a practice downturn. Variables such as low patient flow or case acceptance can make a practice vulnerable to a drop in production.

4. Use 10-minute units
Many practices are still using 15-minute units for their schedules. Inaccurate scheduling can cost a practice approximately 12 to 15 days of lost treatment time every year. By shifting to 10-minute increments, practices can schedule patients more efficiently.

5. Script all communication
To properly serve the needs of all patients, front desk personnel and other key team members should receive verbal skills training. The practice should provide scripting on building value for each appointment, confirming appointments two days in advance, and communicating to patients the importance of keeping appointments.

Conclusion
A consistently inefficient schedule can keep a practice from making the most of an economic recovery. Revamping the scheduling system is all it takes to eliminate inefficiencies and create a better day for both the patients and the practice.

Power Cell Scheduling™ can help you redesign your schedule and move you closer to total practice success!