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OK, so there’s a big buzz about “Cloud Software” solutions in dentistry. But if you’re like most folks, you probably have a general idea of what people mean, but not enough info to buzz in on a Jeopardy question. That’s ok, we’re here to help. 

Cloud Computing in a Nutshell 

Cloud solutions are like having a magical, invisible computer that you can access from anywhere. Imagine having a giant, uber-powerful computer that’s not in your house or business, but somewhere else, and you can use it just by connecting to the internet. This means you can store your photos, and documents, and even run programs on this invisible computer without needing a lot of space or a fancy computer at home. It’s great because you don’t have to worry about fixing it if it breaks, and you can use more power or space whenever you need it, just like turning up the heat in your house when it’s cold. This is super handy for businesses because they can grow without buying tons of expensive computers or paying for expensive maintenance and upgrades, and can work from anywhere, just like you streaming movies or accessing your files from any device. 

Cloud Computing Adoption 

In recent years, we’ve seen a notable increase in the adoption of cloud computing across various sectors. This trend is driven by the cloud’s potential to enhance operational efficiency, reduce costs, and foster innovation. Businesses, both large and small, are increasingly integrating cloud solutions to stay competitive in digitally evolving markets. And with Canada’s strong emphasis on data privacy and security, it’s led to the development of cloud services that align with these priorities, making cloud solutions that much more attractive. This shift is supported by the increasing presence of major cloud service providers in the Canadian market, which has enhanced the availability and reliability of these services. As a result, we’re seeing a rapid movement towards a cloud-centric technology landscape, reflecting a broader global trend towards digital transformation and cloud-based infrastructures. 

Cloud Computing in Dentistry 

The integration of cloud computing into the field of dentistry represents a significant leap forward in how dental care is delivered and managed. This advanced technology, once predominantly associated with sectors like IT and business, is now making substantial inroads into healthcare, particularly in dental practices. Cloud computing offers a myriad of applications in dentistry, from enhancing patient record management and streamlining appointment scheduling to supporting remote consultations and improving data security. The adoption of these cloud-based solutions is transforming the landscape of dental care, bringing about efficiencies in practice management, patient engagement, and collaborative treatment planning. Let’s delve into how cloud computing is being utilized in dentistry and the various benefits it brings to both dental professionals and patients. 

Practice Management Software: Many dental practices use cloud-based practice management software to handle various administrative tasks such as billing, insurance claims processing, and inventory management. This streamlines operations and allows staff to focus more on patient care.  

Patient Records Management: Cloud-based systems allow dental practices to store and manage patient records securely and efficiently. Dentists can easily access patient histories, treatment plans, x-rays, and other diagnostic images from any location, facilitating better patient care and coordination among healthcare providers. 

Appointment Scheduling and Reminders: Cloud-based appointment scheduling systems enable patients to book their appointments online. These systems can also send automated reminders to patients via email or SMS, reducing the number of missed appointments and improving practice efficiency. 

Tele-dentistry: Cloud computing supports tele-dentistry, where dentists can offer consultations and follow-ups remotely. This is particularly beneficial for patients in remote areas or those who have difficulty visiting a dental clinic physically. 

Data Backup and Security: Storing data in the cloud ensures that all patient information and practice data are backed up and protected from local hardware failures, theft, or natural disasters. Cloud providers often offer advanced security measures that are typically more robust than what a small dental practice could ever implement on its own. 

Collaboration and Sharing: Cloud platforms enable easy sharing of patient records and images with other dentists, specialists, or labs, facilitating collaborative care and consultation. This is particularly useful for complex cases that require multidisciplinary approaches. 

Continual Software Updates: Cloud-based applications are continually updated by the service provider, ensuring that the dental practice always has access to the latest features and security updates without the need for manual installations. 

Cost Efficiency: Cloud solutions often follow a subscription model, which can be more cost-effective for dental practices. This eliminates the need for large upfront investments in hardware and software and their ongoing maintenance, and practices can easily scale their cloud services as they grow and/or add new locations. 

But Wait, There’s Even More to the Cloud… 

One of the most significant advantages of cloud-based systems is their remarkable ability to seamlessly incorporate additional functionality from both existing suppliers and third-party providers. For example, let’s say you use a true cloud-based practice management solution like ClearDent. When ClearDent identifies new features/functionality desired by their clients, they can develop the functionality and quickly add it to the cloud-based platform – making it instantly accessible by the practices already using their software (no upgrades or downloads required). For functionality that requires unique domain knowledge (ex: Artificial Intelligence), they can partner with other developers to build the functionality and then easily add it into their platform. That third-party functionality only accesses the specific data required to perform the function and doesn’t touch the rest of your data the way that “fake” cloud solutions (legacy software rehosting) do. In the end, everything works seamlessly together in one ecosystem that your staff is already comfortable using. 

This integration capability is not just a convenience; it’s a game-changer, enabling software providers like ClearDent to rapidly adapt to new market demands, innovate, and stay ahead of the curve. The underlying mechanisms through which cloud solutions facilitate such smooth and efficient integrations are multifaceted, ranging from their modular design and scalable architecture to the use of standardized APIs and compatibility with a broad range of software. In exploring these features, we can understand how cloud solutions are not just storage or processing platforms, but dynamic ecosystems that empower businesses to grow and evolve in a digital-first world. 

APIs and Standardized Interfaces: Most cloud solutions are built with Application Programming Interfaces (APIs) that enable easy integration with other software applications. These standardized interfaces allow different programs to communicate with each other seamlessly, enabling the addition of new features or services from third-party providers without major alterations to the existing system. 

Modular Design: Cloud services often follow a modular design, meaning they are built with distinct components that can work independently or together. This allows for the easy addition or removal of features. Providers can integrate new modules (from either the same provider or third parties) without disrupting the core functionalities of their existing system. 

Scalability: Cloud solutions are inherently scalable, which means they can handle increasing workloads or additional functionalities without the need for significant infrastructure changes. This scalability is crucial when adding new features from third-party providers, as it ensures that the system can accommodate these new functions without performance degradation. 

Compatibility and Interoperability: Cloud providers typically ensure that their platforms are compatible with a wide range of software and standards. This compatibility means that integrating third-party solutions or additional functionalities is generally more straightforward than with traditional, on-premises systems. 

Managed Integration Services: Many cloud service providers offer integration services as part of their offerings. They may provide tools, support, or even fully managed services that help businesses integrate third-party solutions with their existing cloud infrastructure. 

Cost-Effectiveness: Adding new functionalities through cloud solutions can be more cost-effective than traditional methods (like adding new software to manage a small piece of your practice operations). Since cloud services often operate on a subscription model, adding new features might simply involve subscribing to new services or upgrading existing ones, without the need for substantial capital investment in new hardware or software. 

Closing Thoughts on “The Cloud” 

Cloud computing holds the key to future-proofing dental practices, equipping them to adapt and thrive in an increasingly digital healthcare landscape. By adopting cloud-based solutions, a dental practice can ensure its resilience against technological obsolescence and changing market dynamics. This is achieved through scalable infrastructure that can easily expand or contract based on the practice’s evolving needs, ensuring that they are always at the forefront of technological advancements. Moreover, cloud computing facilitates continuous access to the latest software updates and security features, which is crucial in an industry where data privacy and patient trust are paramount. This adaptability extends to patient management and care delivery, as cloud systems allow for the integration of emerging technologies such as AI diagnostics, tele-dentistry, and call center operations. These innovations not only enhance patient experiences but also streamline practice operations, ensuring that the dental practice remains competitive and relevant. 

The journey through the realms of cloud computing, from adoption and its innovative application in dentistry to its role in enabling seamless integration with existing and third-party functionalities, underscores the transformative power of this technology. Cloud computing is not just a technological advancement; it’s a paradigm shift that is reshaping industries, redefining how we manage data and collaborate, and revolutionizing service delivery in fields as specialized as dentistry. As we embrace this cloud-centric future, it’s clear that the flexibility, efficiency, and scalability offered by cloud solutions are key drivers in this era of digital transformation. Whether it’s enhancing patient care in dentistry or enabling businesses to rapidly adapt and grow, cloud computing stands as a cornerstone of modern technological innovation, promising an exciting and dynamic future for all sectors, dentistry being one. 

In the modern world of dental care, leadership plays a pivotal role in shaping not only the success of a practice but also the quality of care provided to patients. This post digs into the critical importance of effective leadership within the dental industry, exploring how strong leadership skills can influence every aspect of a practice, from patient satisfaction and staff morale to operational efficiency and innovation. Whether you are a seasoned dental professional or new to the field, understanding the impact of leadership can transform the way you approach your practice and ultimately contribute to its success and sustainability. Join us as we uncover the fundamental reasons why leadership is not just a desirable attribute, but an essential component in the dynamic and challenging world of dentistry.  

Leadership in dentistry impacts both the practice’s operations and the quality of patient care. Here are 8 ways in which leadership matters in dentistry: 

  1. Creating a Positive Workplace Culture: Effective leadership fosters a positive work environment, which is essential for staff morale and retention. Leaders who communicate openly, recognize employee contributions and promote teamwork create a collaborative and supportive atmosphere. This not only enhances job satisfaction but also improves the quality of patient care. 
  1. Driving Operational Excellence: Strong leaders implement efficient operational processes and systems within a dental practice. They focus on streamlining workflows, optimizing appointment scheduling, managing inventory effectively, and ensuring compliance with healthcare regulations. This operational efficiency is key to a practice’s profitability and sustainability which benefits everyone. 
  1. Innovating and Embracing Change: The dental industry is continuously evolving with new technologies and treatment methodologies. Visionary leaders are open to innovation and actively seek opportunities to incorporate advanced technologies and practices. This forward-thinking approach keeps the practice at the forefront of dental care, offering the best possible treatment options to patients. 
  1. Staff Training and Development: Leaders play a vital role in the professional development of their staff. By providing training opportunities, mentoring, and constructive feedback, they help team members grow their skills and knowledge. Well-trained and confident staff are more efficient, provide higher quality patient care, and are happier in their roles. And in an industry facing staff shortages and high turnover, leading a team and keeping them happy is paramount. In the words of Marcus Buckingham, “People leave managers, not companies.” 
  1. Patient-Centered Care: Leadership in dentistry isn’t just about managing a team; it’s also about prioritizing patient care. Effective leaders ensure that their practice maintains a strong focus on patient satisfaction, addressing patient concerns empathetically, and striving to provide a comfortable and positive patient experience. 
  1. Financial Management: Good leadership goes well beyond expertise in the field of dentistry. It involves sound financial decision-making, ensuring the practice’s profitability and financial health. This includes budgeting, financial planning, and resource allocation, all of which are crucial for the practice’s long-term success. 
  1. Crisis Management and Problem-Solving: Leaders are often tasked with navigating through challenges and crises, whether it’s handling a global pandemic like COVID-19, dealing with staffing issues, or addressing patient complaints. Effective leaders are adept at problem-solving and can guide their practice through difficult times with minimal disruption. 
  1. Building a Strong Reputation and Trust: Dental leaders play a significant role in building and maintaining the reputation of their practice. Through ethical practice, community involvement, and excellent patient care, leaders can establish a sense of trust and credibility in their local community. 

A word about vision, mission, and values 

Vision, mission, and values are fundamental elements that define the identity and guide the operations of a dental practice. They are critical in shaping culture, influencing decision-making, and determining the direction and goals. 

Vision: The vision of a dental practice is a forward-looking statement that outlines what the practice aspires to become in the future. It acts as a guiding star, helping to align the long-term goals and aspirations of the practice. A well-articulated vision inspires and motivates the team, encouraging them to work towards a shared future. It also helps in attracting patients who resonate with what the practice aims to achieve, such as becoming a leader in cosmetic dentistry or providing the most family-friendly dental services in the region. 

Mission: The mission statement describes the purpose of the dental practice. It answers the question of why the practice exists and what it seeks to accomplish in the present. A clear mission statement helps in focusing the practice’s efforts and resources on its core objectives, such as delivering high-quality dental care, ensuring patient satisfaction, or advancing dental health education. It sets the tone for the practice’s daily operations and helps in making strategic decisions that align with its primary goals. 

Values: Values are the principles and beliefs that guide how a dental practice operates and interacts with patients, employees, and the community. They form the ethical foundation of the practice, dictating how it conducts itself both internally and externally. Core values might include integrity, compassion, excellence, innovation, and teamwork. These values not only help in creating a positive workplace culture but also build trust and credibility with patients. When a practice’s actions are consistent with its values, it fosters a loyal patient base and a committed team. 

Incorporating a clear vision, mission, and set of values helps a dental practice in numerous ways. That said, it’s not something you just set and forget or bring to life via posters and inspirational artwork. The vision, mission, and values must be lived by the leader first and foremost, and “managed” within the rest of the organization. When done well, it enhances internal coherence and consistency, aids in developing marketing and branding strategies, attracts and retains staff who share the same values, and builds a loyal patient base that identifies with the practice’s ethos. Overall, these elements are crucial in setting a practice apart in a competitive industry, ensuring long-term success and sustainability. 

Conclusion 

The significance and importance of leadership in dentistry cannot be overstated. Strong leadership is the backbone of a successful dental practice, influencing every aspect from patient care to team dynamics and operational efficiency. It is the catalyst that drives innovation, fosters a positive workplace culture, and ensures the highest standards of patient service. Leaders in dentistry are not just skilled clinicians but also visionary thinkers who guide their practices through an ever-changing landscape, ensuring adaptability and sustainability. By embodying effective leadership qualities, dental professionals can create an environment that not only thrives in the present but is also well-equipped for the challenges and opportunities of the future. Ultimately, good leadership in dentistry is about making a lasting impact – on patients, staff, and the broader community – affirming that at the heart of a thriving dental practice is not just expertise in dentistry, but also the power of inspired leadership. 

In today’s rapidly evolving world, staying ahead of the curve is essential to ensure the success and longevity of any business, including dental practices. The dental industry is no exception, as it faces unique challenges and opportunities for growth. One of the key strategies to future-proof your dental practice is by embracing technological advancements and innovative strategies. By doing so, you can stay ahead of the curve and position your practice for success in the years to come. 

Understanding Future-Proof Technology in Dentistry 

“Future-proof” technology in dentistry involves more than just keeping up with the latest trends. It means integrating systems and methodologies that anticipate and quickly adapt to future advancements, regulatory changes, and patient needs. The benefits are multifold: enhanced efficiency, improved patient outcomes, and a stronger competitive edge. Implementing future-proof technology will mean adopting cloud-based practice management software, integrating artificial intelligence for diagnostic accuracy, and leveraging data analytics for personalized patient care. The goal is to create a dental practice that is resilient, adaptable, and always ahead of the curve. 

Embracing Technological Advancements 

Technological advancements have revolutionized many industries, and dentistry is no exception. By embracing these advancements, dental professionals can improve the efficiency and effectiveness of their practice, enhance patient care, and future-proof their business. Let’s explore some key technological advancements that can help future-proof your dental practice. 

1. Cloud-Based Practice Management Platforms 

Cloud-based practice management platforms have emerged as a game-changer in the dental industry. They offer a myriad of benefits that modernize and enhance the efficiency of dental practices. One of the primary advantages is accessibility; with data stored in the cloud, dental professionals can access patient records, schedules, and other critical information from anywhere, at any time, using any device with internet access. This flexibility is particularly beneficial for practices with multiple locations or for professionals who need to access information remotely. Additionally, cloud-based systems typically ensure higher levels of data security and backup, as data is stored in secure, professionally managed data centers, reducing the risk of data loss due to local hardware failures.  

These solutions often come with automatic updates, ensuring that the practice always has the latest features and security enhancements without additional hardware investments. Moreover, they can be more cost-effective, as they usually operate on a subscription model that eliminates the need for large upfront investments in hardware and software. Cloud-based solutions also facilitate easier scalability, allowing practices to easily add more storage or features as they grow, and improve collaboration among staff, as data can be accessed and updated in real-time by multiple users.  

Lastly, and a key component of what is meant by “future proof”, true cloud-based systems are designed to integrate with other digital tools and technologies that come to market. This seamless integration capability enables practices to quickly embrace and adopt future technologies, without long wait and onboarding times. 

2. Artificial Intelligence (AI) 

The integration of Artificial Intelligence (AI) in dental practices is set to revolutionize the field. AI can enhance diagnostic precision by analyzing dental images and patient data, identifying patterns and anomalies that might be overlooked by the human eye, thus aiding in early and accurate detection of dental issues. This not only improves patient outcomes but also streamlines the diagnostic process, saving time and resources. Furthermore, AI-driven predictive analytics can assist in treatment planning, offering personalized care recommendations based on a patient’s unique health profile. AI will also play a crucial role in automating administrative tasks, like appointment scheduling and patient communication, which boosts operational efficiency. Finally, AI can facilitate continuous learning and improvement through its ability to process and learn from large volumes of data, keeping the practice updated with the latest trends and best practices in dental care. As patient expectations and industry standards evolve, AI equips dental practices with the tools to remain competitive, efficient, and at the forefront of dental care innovation. 

We’ve written an in-depth blog post discussing six ways AI will impact dentistry. You can read more about the future of AI in dentistry here. 

How Cloud Solutions Will Future-Proof Dental Practices 

Cloud solutions future-proof a dental practice in several ways, ensuring that the practice remains resilient, adaptable, and competitive in an evolving healthcare landscape: 

Scalability and Flexibility: Cloud-based systems easily scale up or down to meet the changing needs of a dental practice. As the practice grows, adding new users, services, or even locations becomes seamless. This flexibility allows for easy adaptation to future market demands or practice expansions. 

Continuous Updates and Innovation: Cloud solutions typically offer automatic updates, ensuring that the practice always has the most current technology, features, and security updates. This means the practice continually benefits from the latest innovations in dental practice management without the need for manual upgrades or significant reinvestment in new software. 

Enhanced Data Security and Compliance: With data security and patient privacy being paramount, cloud solutions provide robust security measures that are continuously updated to meet evolving threats. These systems often include compliance with healthcare regulations like PIPEDA, ensuring that the practice remains compliant with industry standards. 

Cost-Effectiveness: Cloud solutions can be more cost-effective over time. They usually require less upfront investment compared to traditional software, as there’s no need for an expensive server infrastructure. Subscription-based models include maintenance and updates, reducing the long-term costs of IT support and hardware. 

Remote Accessibility: The ability to access patient records and practice management tools from anywhere offers significant advantages in a world increasingly shifting towards remote and flexible work arrangements. It enables practitioners to offer tele-dentistry services, access patient information during emergencies, and collaborate with colleagues remotely. 

Data Backup and Recovery: Cloud solutions provide automatic data backups, reducing the risk of data loss due to local hardware failures, natural disasters, or cyber-attacks. This ensures that the practice’s critical data is always available and recoverable, safeguarding against potential business disruptions. 

Integration with Emerging Technologies: Cloud-based systems are often designed to integrate seamlessly with other digital tools and technologies, such as digital imaging, AI diagnostics, and patient communication platforms. This integration capability positions dental practices to easily adopt new technologies as they emerge. 

Enhanced Patient Experience: Cloud solutions can offer features that improve patient engagement and satisfaction, such as online appointment scheduling, electronic health records, and automated reminders. Keeping pace with patient expectations in the digital age is crucial for the long-term success of a practice. 

By investing in cloud solutions, dental practices not only meet their current operational needs but also position themselves to adapt to future technological advancements, market shifts, and patient expectations, thereby ensuring their longevity and relevance in the dental care industry. 

How ClearDent is Keeping You Future-Ready 

When it comes to future-proofing dentistry, ClearDent is committed to leading the way, offering a range of products designed to meet the modern needs of dental practices. With comprehensive platforms for any practice size or specialty, ClearDent is committed to continuous innovation in practice management solutions. 

ClearDent Cloud, Canada’s first true cloud-based dental software built in (you guessed it), Canada, offers unprecedented growth and scalability opportunities, allowing practices to manage their operations from anywhere. And for clients using ClearDent’s market leading on-premises solutions, we built  ClearDent Link to seamlessly unite your systems with the cloud so that you can adapt swiftly, meet changing patient expectations, and navigate the future with confidence. 

By incorporating advanced technology and user-friendly interfaces, these platforms coupled with other ClearDent extensions ensure practices are well-equipped to adapt to the ever-changing landscape of dental technology. 

Conclusion 

As we conclude, it’s clear that the future of dentistry lies in embracing advanced, adaptable technologies. Futureproofing is not just about keeping up. It’s about staying ahead and ensuring that your practice is equipped to handle whatever the future holds. ClearDent’s array of products embodies this forward-thinking approach, providing diverse solutions designed to meet the changing requirements of dental professionals. 

By choosing future-proof solutions, dental practices can remain at the leading edge of technology, offering the best possible care to their patients while maintaining efficient, profitable operations. This strategic approach to technology adoption positions dental practices to meet current challenges and capitalize on future opportunities in the ever-evolving field of dental healthcare. 

Here’s a Webinar to learn more about “The Technology-Driven Practice: AI, Digital Dentistry, Online Marketing, Patient Communications and More“. For more information about ClearDent and how our software can help future-proof your dental practice, talk to one of our solutions experts. 

Guest blog post by Omar Visram, CEO, Enkel Back Office Systems

In the competitive and ever-evolving world of dentistry, managing the financial health of your practice is just as important as providing top-notch oral health care. A skilled bookkeeper plays a pivotal role in ensuring that your practice not only survives day-to-day, but thrives over the long haul. This post aims to highlight the essential services every dentist should expect from their bookkeeper, ranging from accurate financial reporting to strategic financial planning. 

Below are the 5 core things you should be getting from your bookkeeper: 

1. Timely, Accurate Financial Reporting 

At the heart of any successful dental practice is a robust system of financial reporting. A competent bookkeeper ensures the accuracy of key financial documents such as income statements, balance sheets, and cash flow statements. These reports are vital for understanding the financial position of your practice, making informed decisions, and planning for the future. Accuracy in financial reporting also helps in identifying areas of improvement and growth opportunities, making it a non-negotiable aspect of bookkeeping. 

2. Cash Flow Management 

Cash flow is the lifeblood of your dental practice. Effective cash flow management involves monitoring the inflows and outflows of cash, ensuring that your practice has the necessary funds to operate smoothly. Your bookkeeper should excel in managing accounts receivables, timely invoicing, keeping track of expenses, and advising on cash flow strategies. This meticulous management helps in maintaining a healthy balance which is crucial for day-to-day operations and long-term financial health. 

3. Payroll Management

Payroll management is more than just issuing checks to your employees. It encompasses handling tax deductions, maintaining employee financial records, and ensuring compliance with employment laws. A skilled bookkeeper will take charge of these responsibilities, ensuring that your payroll process is efficient, accurate, and compliant. This not only saves time but also minimizes the risk of errors and legal issues. 

4. Budgeting and Financial Planning 

A strategic approach to budgeting and financial planning is essential for the growth and sustainability of your dental practice. Your bookkeeper should assist in creating realistic budgets that reflect your practice’s goals and financial constraints. They play an important role in long-term financial planning, helping to forecast future revenues, plan for expansions or investments, and prepare for any financial contingencies. 

5. Advisory and Analytical Insights 

Beyond the numbers, a valuable bookkeeper/controller acts as an advisor. By analyzing your financial data, they can provide insights into your practice’s performance, identifying areas for cost savings, investment opportunities, and strategies for financial growth. This advisory role is instrumental in guiding your practice towards profitability and success. 

Outsourcing Non-Core Functions: Bookkeeping

Unless you’re running a large, multi-site dental organization, odds are outsourcing your back office functions is the optimal path forward. Outsourcing bookkeeping services offers significant benefits for dentists, primarily by allowing them to focus on their core expertise: providing quality dental care. By entrusting financial management to specialized professionals, dentists get more accurate and efficient handling of their practice’s finances, from payroll and tax readiness, to cash flow management and financial reporting. This not only reduces the risk of errors and non-compliance but also offers valuable insights for better financial decision-making. 

Moreover, outsourcing can be cost-effective, eliminating the need for in-house financial staff and associated overheads. Often overlooked, when you work with established bookkeeping firms, you get the professionals to do the work, but you also get established and proven processes. The best bookkeeping firms give you the benefit of best-in-class tools and technology for managing all of the back office functions (which would otherwise cost you hundreds of dollars per month). Ultimately, outsourcing your bookkeeping leads to improved financial health and growth opportunities for the practice, unburdening dentists from complex financial tasks and letting them concentrate on patient care and practice development. 

Conclusion 

In conclusion, a bookkeeper is far more than a number cruncher for your practice. They are a crucial part of your team, ensuring financial accuracy, compliance, and strategic planning. By understanding the diverse range of services a good bookkeeper provides, you can ensure that your practice is not just financially sound but also poised for future growth and success. 

About Enkel

Enkel Backoffice Solutions is one of Canada’s leading accounting as a service providers. We offer bookkeeping, payroll, accounts payable and accounts receivable services to over 300 businesses and not-for-profit organizations across Canada, including a number of Canadian dentists. Our team of accountants and bookkeepers can help you manage your back office on an ongoing basis. Get the monthly reporting and financial visibility that your business needs. 

About the Author

Omar Visram
Omar Visram | CEO

Omar is the co-founder and CEO of Enkel Backoffice Solutions, which he co-founded in 2016. For over 15 years, Omar has been active in the Canadian taxation, strategic planning, audit advisory, and finance operations disciplines within senior roles at KPMG and BCAA. Prior to founding Enkel, Omar worked to launch BCAA’s Evo car-sharing business by managing the fleet operations and customer experience teams from launch to full-scale operations 

Omar holds a BBA from Simon Fraser University and is a qualified CPA, CA. 

Guest Post: Anne Genge, Certified Information Privacy & Cybersecurity Professional

Imagine starting the day at your dental practice with a hot cup of coffee, ready to see patients, when suddenly, your computer screen freezes. A ransomware message appears and demands payment to unlock your patient records. Today, ransomware is the most common cybercrime used by cyber criminals where your data is encrypted using nefarious software that easily finds its way into the practice via email. Once it gets installed on one computer, it spreads to the others in your network as well as your server blocking access to everything.

This nightmare scenario is becoming increasingly common in healthcare. It complicates things since, these days, almost every patient management and diagnostic tool is digitized, connected, and often required for critical patient care.

Why is Dentistry an Easy Target?

Cybercriminals target healthcare practices, including dental practices, with ransomware attacks for several key reasons.

  1. Valuable Data: Dental practices store sensitive patient information, including personal, financial, and medical records. This data is highly valuable on the dark web (digital black market), making it a lucrative target for cybercriminals.
  2. Urgency and Dependence on Data: Dental providers rely heavily on access to patient data for daily operations. The urgency and critical nature of this data make dental and other healthcare practices more likely to pay ransoms to regain access quickly, as any delay can have severe consequences for patient care.
  3. Lack of Robust Cybersecurity: Many dental practices lack robust cybersecurity measures. This could be due to budget constraints, lack of awareness, or the complexity of securing increasingly digital and connected healthcare environments. This makes them more vulnerable to cyber-attacks compared to other industries that might have more advanced security protocols.
  4. Lack of Cybersecurity Awareness Training: Healthcare practices, including dental offices, often lack comprehensive cybersecurity awareness training for their staff. Employees may not be fully aware of the various forms of cybercrime, such as phishing emails, weak password management, and unsafe browsing practices. This can lead to unintentional breaches of security protocols, leaving the practice vulnerable to ransomware attacks. Cybercriminals exploit these vulnerabilities to gain unauthorized access to the network.

The Rising Tide of Cybersecurity Threats

Data breaches are surging, impacting millions globally. In dental practices, where patient trust is crucial, a single cybersecurity incident can devastate your business. Cybersecurity is no longer just an IT issue; it’s as vital as CPR for the digital heart of your practice.

Cybersecurity in Daily Operations

Every email, patient record, and data transfer in your practice carries potential risks. Simple habits like creating strong passwords, recognizing phishing emails, and securing personal devices can significantly reduce digital infection risks, much like handwashing prevents physical infections.

The Critical Healthcare Connection

For healthcare providers, a data breach can lead to compromised patient information, operational disruptions, and damaged reputations. Given healthcare is a prime target for cybercriminals, dental practices must be as vigilant against digital threats as they are against dental disease.

Basic Cybersecurity Training: A Significant Defense

Cybersecurity might seem daunting with its technical jargon, but it’s manageable with plain language and a supportive environment. Dental-specific cybersecurity awareness training is the best way to ensure your team understands the different types of cybercrime they will encounter in their workday and how to avoid them in your practice.

Fostering a Cybersecurity Culture

Cybersecurity is a collective effort. It requires a culture where every team member, from the administrative staff to the clinical staff, understands their role in safeguarding patient and practice data. Regular training, briefings during staff meetings, updating policies, and communicating clearly are key to building this defense.

Practical Cybersecurity Measures

To enhance your cybersecurity, consider these steps:

Adapting to Evolving Cyber Threats

Cybercrime are constantly evolving, and so should your defenses. Stay updated on cybersecurity trends, participate in webinars, and refresh your training regularly. Cybersecurity is an ongoing journey, not a one-time task. There are free resources available specifically for dental practices.

The Role of Specialized IT Support

Just as dentistry has specialists like endodontists and periodontists, cybersecurity needs specialized IT expertise. General IT providers may not have the nuanced understanding required for the unique challenges in dental practices, such as protecting sensitive patient data and complying with healthcare regulations. Specialized dental cybersecurity professionals, with their focused training in breach and threat prevention, are better equipped to handle these specific needs.

Security Risk Assessments: The New Patient Exam Analogy

Think of a security risk assessment as a new patient exam for your practice’s digital health. This assessment, much like a comprehensive dental check-up, evaluates your IT environment to identify vulnerabilities in software, hardware, and user practices. It’s a diagnostic tool that helps formulate a strategy to mitigate risks and strengthen your digital defenses.

The Impact of Basic Security Awareness

Even basic security awareness among your team can significantly enhance the security of patient data. Training to recognize cybercrime and adopt safe digital practices is akin to teaching good oral hygiene to patients. It’s a fundamental aspect of overall care.

The Go-Forward Plan

In the realm of dental healthcare, the integrity of your cybersecurity measures is as vital as the quality of the dental services you provide. Education is key in cyberspace, and prevention is always preferable to remediation. By securing your practice, educating your team, and seeking specialized cybersecurity support, you can effectively combat digital threats.

Cybersecurity is challenging, but with a united effort, it’s a battle that can be won, one click at a time. Remember, you’re not alone in this; together, we can safeguard practices and patients’ data against the rising tide of cybercrime.

Together, we can make dentistry safer online.

About the Author

Anne Genge
Anne Genge | Certified Information Privacy & Cybersecurity Professional

Anne is the founder of Myla Training Co., Canada’s first-ever online privacy and cybersecurity training platform for dental professionals. With over two decades of experience, Anne has become a leading expert and trainer in this field. Anne collaborates closely with practice owners, managers, dental teams, and IT providers to ensure the safety of patients and practice data while enabling compliance with privacy regulations. Anne can be reached at anne@myla.training or call 877-363-9229 x702.

Feeling overwhelmed? Missing important details? Wanting to feel more prepared when walking into the operatory or when answering an incoming call? You’re not alone. Here are 5 ways to get your team in sync using tools they already have to improve communication at your dental practice.

1. The Huddle – a daily team touchpoint 

Given how hectic today’s practice has become, it’s understandable that we’ve started to forget about the daily team check-in, aka the huddle. The huddle plays an important role in that it gives you a chance to discuss challenges and create a plan to resolve them together, enhancing communication at your dental practice.

It’s best practice to make it a habit, build it into your scheduled routines, and make it count.  

For those who have never experienced a huddle, it’s a chance for the team to get together to set goals, discuss patient needs, assign tasks and prepare for the day ahead, improving communication at your dental practice.

The typical huddle is anywhere from 10 – 20 minutes and is meant to be brief and direct. Having access to the huddle via a workstation in the meeting room or ClearDent Cloud can be a benefit when viewing the day sheet and patient charts. 

The huddle is your team’s communication hub. After a few meetings, you’ll notice the days are running smoother, the office is more cohesive, and the team is in sync. Your patients will notice too! 

2. Make digital the norm

The sentiment of “A place for everything and everything in its place” couldn’t be more appropriate in a digital world, especially when handling sensitive patient information and improving communication at your dental practice.

Phone Calls: 
First, we must abandon the urge to grab the pen and notebook when the phone rings! Make it a habit to open the patient’s profile and enter information in the appropriate place. Here is an example of a “best practice” conversation fully integrating digital into the discussion. 
 
Example: 

[Phone rings] 

Receptionist: Good morning, thank you for calling XYZ Dental, Lisa speaking, can I start with your name? 

Caller: Hi, it’s John Smith 

Receptionist: [Immediately] Hi John, give me just a moment while I pull up your profile. (Patient recognition) 

Caller: Ok, but I don’t have a lot of time. I am heading over to the school to pick up my son. He fell and I think his tooth fell out. 

Receptionist: [Who can see the family file] Oh my goodness, I’m sorry to hear that. I hope Danny is ok. I will let Dr. Smith know you’ll be heading over. Do you have any other information about his condition? (Empathize, restate the problem, let the patient know you heard them and are going to work with them, ask for more information) 

The receptionist can talk to the parent, enter notes, and view the child’s information, making interactions more personal. Remembering the child’s name builds trust and shows they are valued at your practice. 
 
All of the information gathered during the call is logged directly into the patient file – without the need for hand-written notes that must be added to the file later.

Sticky Notes and Notebooks: 

Next, let’s remove the labels and sticky notes from the monitor and front desk area. This clears the clutter and to incoming patients, makes the office look more organized. 

Reminders and notes may include: 

Find a digital home for all these items. Use the to-do list in your practice management software, place a digital sticky note directly on the scheduler, indicate lab case statuses on the scheduler view, and associate those lab cases with upcoming appointments. Even a reminder like turning off the monitor can be resolved by setting the proper power settings. 

Next, create systems using a digital to-do list to assign tasks to team members. Do not keep a paper notebook of tasks! Things will get lost or missed. Tasks written five pages back are often left outstanding and lose their priority and importance. If you are away for the day, is anyone going to pick up your notebook, decipher your notes and flag items that were due today? The goal is to keep all team tasks digital!  

Set start and due dates, use the priority option to flag items of high importance, associate the task with a patient, and even mark the task as private. Assigning tasks gives ownership to the team members and ensures that items are being taken care of consistently. A good practice management solution will have all this functionality built-in, and you shouldn’t have to purchase other third-party solutions. Here’s an example of how productivity tools enhance efficiency when managing multiple locations: 

The Office manager had a meeting with the clinic lead in location B and would like to create follow-up tasks. While the Office Manager is at location A, she accesses location B directly from her browser and adds the tasks to her clinic leads to-do list. 

Going forward, continue to find ways to digitize the clutter. Scan documents like insurance responses, referral letters, and requests for information directly into the patient file and then securely shred them to ensure patient privacy.   

Relying on a single team member to possess the answers to every question can create bottlenecks and inefficiency in office operations. It’s important to foster a collaborative environment where patient information isn’t confined to just one person. Sharing information openly among the staff ensures everyone is well-informed and can step in seamlessly when needed. When individuals (unintentionally) hoard information, it not only restricts the flow of knowledge but also poses a significant risk, particularly when that team member is absent. In their absence, crucial details may be inaccessible, leading to confusion and potential disruptions in patient care. By encouraging transparency and open communication at your dental practice, practices can operate more efficiently, ensuring that vital patient information is readily available to all team members.

Going digital doesn’t need to happen in a day. Set goals and take it step by step. The process of clearing the clutter will gain momentum naturally!

3. Follow up with follow-ups! 

Consistent follow-up is critical for revenue production, and failing to do so can create a perception of disorganization. Implement effective office systems to ensure daily tasks are completed, avoiding reliance on others to handle them later. 

Establishing a follow-up schedule provides a sense of structure, making things feel less overwhelming and allowing the team to concentrate on the task at hand without feeling pulled in multiple directions – leaving incomplete tasks everywhere. 

The office should set practical communication goals for the week. While exceptions and urgent situations will always arise, these goals serve as a framework to maintain organized lists and prevent tasks from being overlooked for an extended period. 

Here is an example: 

Every day:

Monday:  

Tuesday:  

Wednesday:  

Thursday:  

Friday:  

Patients will say yes more often if they receive personalized care from compassionate providers.​ 

4. Patient Communication: How much is too much?  

Effective communication with patients is important in any healthcare setting as it fosters trust and understanding. However, it’s equally important to recognize the boundaries of communication, understanding that there is a fine line between being proactive and overwhelming patients with excessive contact. Striking a good balance is key, ensuring patients are well-informed without feeling inundated. By being mindful of your contact policies, providers can maintain respectful communication, enhancing patient satisfaction and overall patient experience.  

The office should keep these things in mind when setting up communication templates, automated notifications, and reminders, as well as outreach by the team for surveys, inactivation updates, and follow-ups. Leverage technology to seamlessly connect with both your office and patients, enhancing communication at your dental practice and improving efficiency.

5. Communication is more than words 

Effective workplace communication is about active listening, the ability to understand unspoken feelings, and responding with genuine empathy. It’s in these subtleties that true connection and understanding are found, making communication a holistic exchange that encompasses the complexities of human expression and connection within a professional setting. 

Avoid Miscommunication

Choose the proper communication method: Knowing a patient’s preferences is key to effective communication, but so is choosing the proper communicator. In situations like treatment coordination, scheduling, or A/R collections you want to have the proper team member communicating with your patients. One team member may be a better fit according to their experience, efficiency, position or the audience they are going to speak with.  

Message: The message being conveyed should be clear and concise. 

Feedback: Feedback plays a pivotal role in effective communication by offering valuable insights into the reception and comprehension of a message. Actively seeking feedback allows the communicator to gauge the audience’s understanding, ensuring that the intended message aligns with the received one. For instance, in a professional setting, feedback can be instrumental in refining treatment plan presentations, proposals, or instructions. It provides an opportunity for the team member to identify areas of confusion, clarify misconceptions, and adapt their communication style to resonate better with the patient.  

Culture: Understanding the cultural context is important for effective communication. It means being mindful of the customs, traditions, values, and norms prevalent within a specific community or group. For instance, in some cultures, direct eye contact signifies confidence and sincerity, while in others, it may be perceived as disrespectful. Similarly, certain phrases or gestures might carry different meanings across cultures. Being culturally aware helps communicators choose appropriate language, tone, and body language, ensuring their message is received as intended and minimizing the risk of misunderstandings. 

I know that you believe you understand what you think I said, but I am not sure that you realize that what you heard is not what I meant.

Robert McCloskey

Conclusion

When feeling overwhelmed and seeking a sense of preparedness, it should be reassuring to know that many dental professionals share these sentiments. Using these practical solutions will help to bring your team back in sync. The daily team huddle serves as a valuable touchpoint, providing a structured opportunity to align everyone’s focus. Embracing digital solutions proves essential in streamlining communication at your dental practice and information sharing, enhancing overall efficiency. The emphasis on thoughtful follow-ups emphasizes the importance of consistent, yet respectful communication, avoiding overwhelming contacts. Communication transcends mere words; it’s about understanding unspoken cues, fostering empathy, and building meaningful connections. By implementing these strategies, teams can navigate their challenges effectively, ensuring a cohesive and well-informed work environment.

There have been many advancements in the dental industry over the last decade, but none have come close to the potential of the cloud. Cloud technology is currently being used in almost every business. It’s changed how we use the internet and interact with the world around us. In dentistry, the cloud presents endless opportunities for dentists. It has the potential to revolutionize practice workflows, standardize operations, and promote limitless growth, thereby allowing you to spend more time doing what you love — treating patients and growing your business!

So, how can the cloud benefit your dental practice? While there are hundreds of advantages to using cloud-based practice management software, here are 6 core benefits of switching to the cloud.

1. Access Patient Information from Anywhere

Being able to access your patient information from anywhere can be a lifesaver. Luckily, with the cloud you can easily access patient files, schedule appointments, view treatment notes and process payments from anywhere. As a group practice owner, Dr. Timucin Ari, said: “With the cloud system, I can use any computer at the hospital, pull up all the information, update my treatment plan, and without going to the office, I can finish my charts after seeing the patient, and sign them right on site.”

So, whether you need to access patient information from the hospital like Dr. Ari, equip your remote workforce with all the information they need, or check in on your other locations to ensure everything is running smoothly, the cloud provides the interconnectivity and flexibility needed to have your practice run smoothly, wherever you and your staff may be.2. Your patient base is growing, and so are your management issues.

2. Build a Remote Workforce

One of the most well-known benefits of running your practice on cloud-based dental software is the ability to create a remote workforce. For decades, dentists have dreamed of having an off-site call center to manage all incoming calls for appointments, emergencies, billing questions, and more. With the new cloud solution, your team can access patient records, x-rays, notes, treatment plans, and billing information from anywhere – which enables you to easily structure your workforce with remote work and mobility in mind. 

3. Monitor Practice Performance

Regardless of whether you are a single practice owner or run multiple dental practices, keeping an eye on performance is key to growth and profitability. With the interconnectivity brought by the Cloud, you will always have a high-level view of key performance metrics for each location, as well as information on how the practices in your portfolio are performing relative to one other. This real–time view helps you make more informed decisions around the operational and financial aspects of your dental practice(s).

4. Scale More Easily

If you’re a dental practitioner who is looking to set up multiple locations and ensure long-term success, it’s essential to invest in the right infrastructure from the get-go. By embracing cloud technology, you can take advantage of limitless growth opportunities while saving up to 67% in infrastructure costs. As your practice grows, you can expand without having to make significant capital investments in hardware or software. This means that you can focus on delivering high-quality care to your patients while also staying ahead of the curve with technology and innovation. 

5. Standardize Your Operations

One of the key benefits of the cloud is its ability to provide a standardized set-up process that can be easily replicated across multiple locations. This means that you can establish successful systems in one location and then quickly and easily roll them out in others. With curated templates for clinical notes, referrals, and treatment letters, you can streamline your operations and save valuable time and resources.

6. You sometimes run out of materials unexpectedly.

Nowadays, unexpected system disruptions, data breaches, and lost data are constant worries for dentists and office managers. Dental practices end up spending more every year on server maintenance, data back–ups, and IT services to prevent costly security issues. Cloud-based dental software like ClearDent, offers the reliability you need for your business to feel secure – at all times. Our platform is powered by Microsoft Azure’s secure facilities, ensuring tier-one security and protection for your confidential patient information, financial data, documents, and images while saving you thousands in server maintenance and IT costs.

Conclusion

Moving your dental practice to the cloud and converting your patient charts, notes and x-rays can seem like a daunting task – but at ClearDent, we’ve worked hard to make the transition smooth and simple. There are many benefits that make it worth it. Moving to the cloud gives your dental practice more modern functionalities that server-based software can’t offer such as the ability to manage a remote workforce, scale at a fraction of the cost, standardize your operations, access the system from anywhere and even work from home. And because everything is in the cloud, there’s no disruption to your day-to-day operations while you get up to speed on your new system.

Want to see how cloud software can revolutionize the way you work? Schedule a demo now.

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Charting and digital imaging were meant to grace your screen: don’t they look great together?

Most dentists eventually realize that, by removing the need to rifle through paper charts, their standard of patient care can improve. In fact, gathering information by switching software programs or finding a paper chart is a thing of the past. Dentists are now treating patients with tools stored in a single location, that are retrievable with a few clicks.

Digital Imaging in 2021

Since this blog post was published in 2020, the state of digital imaging in the dental software space has changed. Some practice management software vendors have announced they will be discontinuing digital imaging support this year.

ClearDent believes that supporting digital imaging is essential for a practice management software company, unlike those vendors.

When dentists provide extraoral X-rays, including panoramic (Panorex) X-rays, they need to access the information through practice management (PM) software. 

Choosing A Practice Management Solution

Dentists who begin searching for an ideal practice management solution face several challenges. Teams commonly consider all benefits and consequences of switching to a new practice management software provider, which can feel overwhelming with all the options.

The marketplace offers many dental software alternatives: some vendors support digital imaging, while others lack similar support.

As cloud-based software becomes more readily available to the dental industry, these protocols can become even more obscure and difficult to understand.

Here are some identifying questions to help you choose the right solution (on-premises or cloud) for your specialty practice.

Most importantly, will your vendor continuously support the development of critical features needed to help you run an efficient practice? The last thing your team needs is to waste time finding decentralized information or relying on third-party integrations. Third-party integrations carry security risks, leaving practices vulnerable to data breaches. 

Switching to ClearDent

Every dentist who has shifted to ClearDent have been able to capture, store, and retrieve patient data all in one place. 

Over 1,400 practices from coast to coast in Canada have already switched to ClearDent.

Learn how your dental practice can be powered by ClearDent – our demos are free.

Talk to our Solutions Experts today!


So, you’ve successfully made the jump into the digital age by implementing software to help manage your practice. Maybe your contract is coming up for renewal, or you’re starting to wonder what else can be streamlined in your business by implementing more technology. We’ve scoured the latest tech features from practice management software providers to give you a list of problems in your dental office that the latest code can resolve.

Digital Ledgers

A well-designed digital ledger means fast and easy access to patient financial information, completed treatments, insurance and claims submissions, billing, and even printed statements. By digitizing billing, you remove lots of human error risk and the time it takes to complete, ensuring a faster response from insurance companies and payment.

Explanation of Benefits (EOB) and Coordination of Benefits (COB)

When invoicing, speed and accuracy are everything. Having a system that automatically updates the insurance co-payment amount in the transaction based on EOB provides instant and correct calculations of a patient’s portion of the invoice. This facilitates accurate, real-time patient collections. If your patient has dual insurance companies, a software system capable of handling COB electronically will do the job of forwarding the portion unpaid by their primary insurance to the secondary insurance to determine the eligible portion to be paid, and then forward any remaining to the patient, enabling real-time patient collection even in the trickiest case. These tech features ensure seamless handling of complex billing scenarios, enhancing efficiency and patient satisfaction.

Electronic Data Interchange (EDI)

Submitting electronic claims is only one of the many things in a software system approved by CDAnet and ITRANS for EDI in Canada. You can learn more about EDI integrations through the Canadian Dental Association and their own CDAnet website. Some software systems can support all the EDI functions, such as the ability to transmit documents and dental images electronically, which speeds up insurance benefit adjudication, to future-proof your investment.

Ortho Contract Billing

Many software providers offer contract billing for ortho treatment to keep you on track for both treatment and billing. For ongoing treatments, you can automatically submit claims, send invoices, and update ledgers.

Dental Patient Scheduling

A staple of any dental practice software, the ability to integrate scheduling directly into calendars with easy viewing and updating is one of the biggest time savers you can find. Simplifying to the level of drag-and-drop, maximizing your schedule takes a second or two, instead of minutes or hours. A clear and easy boost to the art of schedule making.

Automatic Patient Reminders

An extension of expanded patient communication, automatic reminders remove the burden of early morning check-ins. Select a message for people a week before their appointment, starting their treatment, or who haven’t been in for a check-up for 6 months, and let the software take care of the rest.

Patient Communication

Increasingly, patients prefer to communicate over a silent text, rather than a call they might have to step outside to take. Comprehensive software will allow you to shoot out an SMS or email to confirm appointments, reminders, and everything in between. Automating reminders and confirmations takes even more strain off your front desk. Consider the increased value of group messages as well. Software that can message a single cohort means your staff can send one quick group message when trying to fill a hole in your schedule instead of calling or messaging each person individually. These tech features streamline patient communication, making it more efficient and effective.

Complete Patient Clinical Record

With built-in charting and imaging, x-rays can be fine-tuned to be seen in greater detail. Save even more time by automatically rotating, mounting, and labelling the image with the correct tooth number before attaching it to the odontogram. And, with periodontal charting built in, and click-to-include clinical notes, everything you need is just a click away.

Production Growth Reporting

Well designed, and easy-to-understand reporting is key to analyzing the metrics of your business. By visualizing the important day-to-day information, you can get comprehensive, at-a-glance insights into things like cancellations, comparative productivity, and average earnings.

Practice Communication

Sharing pertinent information from the operatory to the front desk means that reception can pre-verify completed procedure codes, submit an electronic claim right after treatment is complete, and prepare an accurate patient invoice if required before the patient arrives for checkout

Staffing + Hours

Ensure there is coverage for all your patients and appointments with a system that allows you to see your schedule while also tracking staff hours from sign-in, to sign-out. Removing the manual counting of hours and the required comparison to the shift schedule will also translate to a smoother run of payroll.

Inventory Management

Don’t get caught with low stock. An inventory management tool keeps track of quantities and can notify you when supplies are close to depleted. Top-of-the-line inventory services will also provide vendor price comparisons, so you know when you’re getting the best deal.

Mobile Applications

If you’ve become accustomed to late hours in the office pouring over your schedule and checking in on patients, it’s time to consider support for mobile apps. Many software solutions now offer a way to securely access records and even connect with multiple practices or locations with much more convenience. A few companies will even offer tablet or iPad apps to speed up patient check-in and record reviews!

Want to learn more about tech features and what practice management software can do for your office? Download the free guide today!

Without proper dental scheduling, there are many ways that time can be wasted in a busy clinic. And when time is lost, revenue and morale take a hit too.

A full schedule does not always translate to productivity and profitability. The goal of an efficient schedule is to run your dental clinic smarter not harder, maximizing time and revenue. A well-managed appointment scheduling system allows you to anticipate, prevent, and react to unexpected changes while minimizing the impact to both your team and patients.

Everybody suffers with an ill-managed schedule:

The role of a dental scheduler is not an easy one but we’ve got four dental scheduling tips that will help you avoid the problems above, run an efficient schedule, and optimize your clinic to its fullest potential.

Set goals for your clinic

Your dental clinic is a business like any other. Before you delve into the nitty-gritty of day-to-day scheduling, take a step back and look at the whole picture.

Ask yourself what is it that you’re trying to accomplish; it will help you set a production goal for your dental scheduling.

To create a profitable schedule, work backwards:

  1. Determine how much profit you want to make in a year,
  2. Then translate that to a monthly goal,
  3. And get your daily average production goal by dividing your monthly goal by the total number of working days in a month.

This gives you an idea of how much production you should aim for in a day. Use this goal as you schedule a mix of routine and complex appointments. However, remember to be mindful of available resources, which leads us to our next tip.

[Keep track of your goals easily using ClearDent analytics, aka ClearInsight – book a demo today to learn more]

Schedule dental appointments strategically

When scheduling appointments, you have to consider factors such as available time slots, types of procedures, cancellations, and much more to ensure the mental, emotional, and financial health of your dental clinic and team. Use these tactics to strategically schedule appointments:

1) Organize your daily schedule in blocks to accomplish your goals

Designate time blocks for different types of procedures, such as:

Determine how long procedures take by timing each accurately for the most common length. Don’t forget to factor in time for the anesthetist, hygienist, and dental assistant. This exercise will give you a good idea of the average time needed for each procedure.

For example, complex restorative procedures can sometimes require 2 hours or even more. While on the other hand, new patient consultations don’t require as much time but are equally as important. You need to allocate enough time to a first appointment so the team can make a good first impression and build a relationship with the patient – new business is critical to growth.

For longer procedures, consider blocking off a specific time slot for that type of procedure each month so when a patient wants to book a longer procedure, there’s an appointment available.

Set up your schedule with blocks dedicated to each type of appointment in a way that helps you reach your production goal. Complexity and time involved for each procedure are both useful to know when scheduling appointments so that you can make sure to properly block off enough time for the procedure, as well as to let patients know how much time they need to take out of their schedule.

2) Stagger the schedule

Creating an effective schedule is almost like a puzzle. When scheduling appointments, always keep your team in mind. Complicated procedures can be mentally and physically draining for both dentists and dental assistants. Schedule procedures in a way that gives dentists and assistants some buffer time to recover by alternating routine and complex procedures.

3) Maximize the team’s time

Avoid dental assistants waiting for the dentist by scheduling their tasks separately. This way, both dental assistants and dentists can perform tasks concurrently, maximizing everyone’s time. In addition, try to schedule appointments so that the dentist is able to use at least two chairs at any given time, rotating between the patients.

Set up proper clinic practices

There are certain procedures you should have in place that allow you to organize your schedule more efficiently.

Keep detailed notes on your patients

Some appointments require more time depending on the patient, and detailed notes can help you plan for that. For example, a dental cleaning will take longer on someone with gum disease than one that does not or certain patients may be chatty, while others just want to get in and out. Maintaining notes about patients’ preferences and history can help you properly schedule sufficient time for each.

Automate patient recalls

Ensuring your patients return for regular check-ups helps keep your schedule populated. Using an automated patient recall system takes the onus off of you to keep track of when it’s time to reach you. You can set up reminders in the form of email, text, or phone call that automatically go out letting them know it’s time to reschedule.

Minimize patient cancellations

No-shows and last-minute cancellations are an unfortunate but inevitable part of running a dental clinic. However, there are ways to minimize its impact.

Send appointment reminders

Considering appointments are often made weeks, even months, in advance, relying on patients to remember their appointments is likely to lead to many unnecessary cancellations. Prevent this by sending reminders a couple weeks before the appointment date, asking patients to confirm the appointment and allowing them to reschedule if the time no longer works for them. Follow up with another reminder within 24 hours of the appointment if they haven’t confirmed.

These days, many dental solutions have patient communication tools that not only sends these appointment reminders automatically but allow you to communicate with your patients through their preferred method of contact, whether it’s by email or text.

Have an on-call list

A patient waiting list can help you fill gaps that last minute cancellations create in the schedule. There are a number of dental systems that help you maintain online waiting lists. These allow you to send out a mass notification of an opening to patients on that list, rather than having to go down the list and call each person. This instant communication significantly increases your chances of filling the slot.

Creating an efficient appointment scheduling system is a fine art, requiring carefully honed skills over time. These tips will help you schedule effectively and run a well-optimized dental clinic.