Monday, September 15, 2014

Wow, Your Office Is So Cool

Recently I went on a daddy/daughter weekend with my 13-year-old daughter. We were originally going to go to NYC, because she always wanted to go there. Then we started looking into flights and hotels and found that a four-day weekend was going to cost us too much money. 

I broke the news to her and told her that I wanted to take her to Savannah, Ga. I had never been there. I always see it in Southern Living and it looks like so much fun, and all our friends tell us it is so nice. My daughter was disappointed but she thought Savannah would be fine. 

I told my wife, “Since we are not going to NYC, please book us something nice.” 

So our trip was on. I took Friday off and we left at 8 a.m. We rented a car (I don’t trust my vehicle to go more than 100 from the house) and my daughter thought that was pretty cool.

We rolled up to our hotel in Savannah at about 2 p.m. We stayed at a place called the Andaz.

Wow, was this place nice. We had the door opened for us and we were greeted by a staff member in the atrium. 



Yeah, this place didn't have a front desk. It had young people standing around with iPads in their hands greeting the guests. They had a key card-maker on a small table, but that was about it. This was the hotel version of the Apple store.

I was a little taken aback. I thought to myself, “Where's the front desk?”

Then I calmed down and thought, “This is how cool places look nowadays. I am cool, so I can handle this.”

Of course, I start thinking of my practice. And, since I am cool, I started wondering if this kind of concept could work at my office. But just because it is cool and I am cool, it doesn’t mean that all cool ideas are going to work for my office. 

I looked at my demographics and it turns out that 40 percent of my patient pool is over age 55. Great demographics for a productive dental office, but not so great for rationalizing why we need new computer gizmos.

I think that the older generation might be starting to feel pushed out, or maybe even left out. You know the Gen X attitude: “Figure it out quick, because the next generation of gizmo is coming out and it’s just going to build on this one.” It’s like math. If you sucked at Algebra 1, you were in real trouble for Algebra 2.

And, for the older generation, it’s being shoved down their throats and they don’t like it. I don’t want my office to treat my older generation this way.

Then I started to think about what the staff does at the Andaz when no one is walking in the door. Do they just stand around or do they play Candy Crush on those fancy iPads?

The desk at our office also is a work station. And when no one is walking in the door, my staff deals with the hundreds of other things they have to do. It just doesn’t make sense to me to have someone there just to greet patients.

But really the issue is…how should we greet patients?

I mean, you can get the same welcome from a warm smile and a “We have been waiting for you and we are excited that you are here"; you don’t need someone just standing around.

So let’s look at our offices. Do our patients actually get greeted?  

Are your front desk people looking up from their computers and smiling at the people coming in? Do you have photos of all of your patients? We take photos of all of our patients (with a camera that hooks to the computer; about $29 at Staples), so we know who is walking in the door and we can greet them by name. 

Have you thought about, when a patient needs help filling out paperwork, having a staff member come around the front desk and sit with the patient and offer assistance?

When we see another company doing something that we think is cool, we don’t necessarily have to change. But we should think about our office and how we do things. 

Maybe my office can’t be the Andaz, but just because we don’t have a staff member in the reception area just waiting to greet patients doesn’t mean we can’t do something for our patients to make them feel welcome. 

Tell me your thoughts. 

How do you greet your patients? Have you implemented something you saw being done at another company? 

Have a great day, 
John 

Friday, September 12, 2014

Too Many Choices


In school, choosing dental materials was an easy choice. You used whatever the professor told you to use. But as a new dentist, I’ve been overwhelmed with the choice overload and information overload. Is it really necessary to have 5 or 10 different types of bonding or cement material?

Don’t get me wrong: I feel thankful that I’m in a practice where I get to choose what products I use and have control over the type of treatment I provide. I know several of my classmates who are working in large clinics who would love to have my dilemma. But, at the same time, can too many options be a bad thing? 

Most people think that there is no such thing as too many choices, but as new research comes out, psychologists and economists are saying that an overload of options may actually paralyze people or push them into decisions that are against their own best interests. As dentists, that means that our patients may not receive the best care.

From dental materials to types of restorations to which treatment plan is best for a patient—as dentists, we have several important choices we must make on a daily basis. Know that what works well for your colleague may not work well for you. And, despite the pitches from some sales reps, you are not committing malpractice if you don’t use their products. So how do we choose which products to use? I have come to the conclusion that less is more. 

The first thing I did was create systems and flow charts, which has helped me to take the guesswork out of the procedure. Second, I’ve referenced places like Dentaltown or the Clinicians Report for more information. Then, if I’m still not sure, I just resort to what I used in dental school.

I would love to hear from our readers. Which are your tried-and-true, go-to items? What things can you not practice without? 

Thanks in advance for the feedback.

Grant Glauser, DDS


Thursday, September 11, 2014

Seekers

I learned a ton of valuable information in dental school, but something I didn’t pick up on was how many drug seekers I’d see in my practice. Holy moly!

We know that prescription drug abuse is the fastest growing and most prevalent drug problem in the US, and many seekers use dentists as a resource for the drugs. This has to stop—most importantly for the benefit of the abusers, but nearly equally as beneficial for us as practitioners. It’s a waste of my chair time and staff effort for someone to come into my office, who’s clearly not interested in treatment and only wants something “to hold them over until they come up with the money.” The only way we can combat this issue is as a team. I’m here to give you a few resources for your arsenal the next time you’re presented with such a case.

You know these patients. They’re smart individuals, for the most part. Their medical histories are dead giveaways:

Allergic to: Codeine, Hydrocodone, Tramadol

There’s often an infection, broken tooth, half treated root canal with a temporary filling or, on occasion, no visible issue. Their pain level is through the roof and they often jump out of the chair the second you touch their lip with a mirror. And they usually have the same spiel:

Doc, I can only have that one that starts with a ‘O’… Ox… Oxy… Oxycontin I believe is what it’s called.” or “P… Per… Perco something or another.”

Please tell me you’re not fooled by this. If so, I have news for you: there are state prescription monitoring programs! Most states have some variation, and 25 states share their information through a program titled PMP Interconnect, sponsored by the National Association of Boards of Pharmacy (NABP). In Virginia, it’s linked through the Dept of Health Professions. Are you wondering how this is useful to you?

My staff is so well versed in this program. With a single red flag, even during the initial phone conversation, they log in, enter the patient’s information, and out comes their prescription history. It takes 2 minutes, is available 24/7 and is all done online. Sometimes the list of prescriptions is upwards of 10 pages long! THIS patient is getting no prescriptions from me beyond Ibuprofen or an antibiotic. I even bring the print out into the operatory with me when I have pushback from patients about my unwillingness to prescribe. Some have gotten right out of the chair and walked out. So be it.

The problem is that these individuals “doctor shop.” They leave my office after an unsuccessful attempt at gaining a pain medication and drive right down the road to the next office. My hope is that with education and more practitioners paying notice to the issue, we can help combat this major problem.

If you’re looking for more information, there a few great resources that offer free CE on the subject. Check out the FDA, NIDA and Boston University School of Medicine.

Thanks for listening.

Donald Murry, DMD

Monday, September 8, 2014

Exit Interviews

One of the most common measures for the success of a dental practice is the number of new patients we see. There almost seems to be a competition amongst us to see who can bring in more new patients. I have always had a problem with that; I hear about practices seeing 50, 100 or more new patients in one month. How is that possible? That kind of growth would mean you would need a new dentist provider in the practice every six to 12 months, as one dentist cannot properly care for that many people. What I suspected is that as fast as some of these practices are filling up the front door, there may be an equal number leaving out the back door. Is anyone measuring that? I think we should.

Why do people leave a dental practice? Patients leave because they have died, they have moved far enough away that seeing you for regular care is too much of a burden, or for some other reason. The first two are completely understandable. When I am informed that a patient has left the practice for one of these reasons, I don’t question it. However, when someone leaves my practice to see another dentist within the same city, I do wonder what happened. In these cases, we always conduct an exit interview.

Most people do not like conflict, and when a patient leaves a dental practice, they don’t want to be confronted. Asking someone why they have left the practice puts the recipient of the question on the defensive, so we never ask why.

First, we figure out who the best person is to call the patient who has left the practice. We try to determine which member of the team had the best, most amicable, relationship with that patient, and sometimes that person is me. That team member then calls the patient. “Mr. Jones, we have received a request to transfer your dental records to another dental office. I want to let you know that we have complied with this request and would like to ask if you could help us with something.”

At this point the patient almost always agrees. Then we ask if there was something we did, or did not do, that lead to their decision to seek dental care elsewhere.

No longer are we asking why. We are asking what did we do, or not do. This has been very illuminating. Sometimes we learn it is the behavior of a specific member of the team, or a way a financial transaction was handled. When it is something that is tangible, and not just emotional, we collect this information and share it with the team at the next team meeting. We use this information not to point fingers at team members for being bad, but rather to discuss how this can help us be a better team and slow the leak of patients leaving.

It has been a powerful learning tool. As we have employed this over the years, the number of people who leave is now one third the number of new patients. So we see three new patients for every one that leaves.

One last thing we do when we are on the phone with the newly departed patient is that we thank them for giving us the opportunity to care for their oral health. We tell them that if there is anything we can do to assist them with their health care at any time in the future, our door is always open. We have had these patients say, “Wow,” and a remarkable number have returned to our practice, as they don’t get the caring service that we had provided them in our office.

Try this and let me know what kinds of responses you get as well. It’s not just about how many new patients you get each month, it is the number of net new patients that is a real measure of growth.

Back to the grind…

Warm regards,
Larry Stanleigh, DDS

Wednesday, September 3, 2014

Back to School

Here in Michigan, the day after Labor Day marks the beginning of the year for the majority of schools. The first week of school has traditionally been tough on the practice.

We see parents who didn’t realize it was the first week when they set up their children for restorative care, or they themselves not realizing that they can’t come after work because their son or daughter needs to be picked up from practice. Everyone’s routine shifts a bit that first week back to school. We have learned from that experience and equally shifted.

We don’t schedule any children during that first week of school. How? Simple. When setting the appointment, we conveniently and thoughtfully avoid giving that time to kiddos that are of school age. We also make a significant point to inform parents of school-aged kids when they are setting their own appointments that this time is going to fall on the first day of school, and ask if that will still work. We would rather have a slow (and markedly less stressful) scheduled week with possibly less production than a day full of cancellations and no-shows.

We are, of course, available to children for urgent needs. But as a rule, we try to keep the kiddos at school this week and out of the office. This protocol is not only for scheduling reasons but for patient management. Many children struggle getting back into the routine of school and often their behavior in the dental setting isn’t what we normally would see. We have been opting out, if you will, for a few years now and I feel it is one of the better scheduling procedures we have come up with.

Between our two practice locations, there are at least six different school districts close by. Our team marks in the schedule any known days where school is off so that we can inform parents. This makes it much easier to schedule appointments for school-aged children and parents love that we know when their kids have a scheduled break. It’s a win-win situation.

Do you see a change in your practice when school resumes?

Colleen B. DeLacy, DDS, FAGD

Friday, August 29, 2014

Happiness

I recently read The Happiness Project by Gretchen Rubin. The author wanted to find more happiness in her everyday life. She looked at how small, daily changes can add up to more happiness in the long term. She spent a year coming up with some ways to focus on happiness and documenting the things she did and felt. After reading this book, I was thinking about my career and how I can improve my happiness at work.

Most days, I am happy with dentistry. But, then there are the days when I wish I had gone to veterinarian school. The author has a list of commandments that seem to be the guiding principles of her happiness project. I took her commandments and modified them slightly for my own personal happiness as applied to dentistry.

1. You don’t have to know how to do everything.
I have learned it is okay to admit that you don’t know something. Sometimes patients ask questions that you really don’t know how to answer. It is okay to ask for help or let the patient know you don’t know at this point in time, but you will refer them or try to find out for them. We are only human.

2. Be nice to everyone.
We all have days when the people around us are driving us crazy, be it dramatic staff or needy patients. But making the extra effort to be kind is always worth it.

3. Let go of dental guilt.
This is one I am still working on. I spent the first year of practice obsessing over things I had no control over. Is Mrs. Smith going to have post-op pain? Is that tooth I crowned on Mr. Jones going to need endo? There is nothing we can do about treatment once we have left the office, and it is best to not obsess over it. We did not cause the decay or the infection, so we shouldn’t feel guilty for normal post-op levels of discomfort.

4. Don’t let perfect be the enemy of good.
Most clinicians I know are perfectionists. Sometimes we need to ask ourselves, “Is it functioning? Is it really going to benefit the patient to have this done and/or re-done?”

5. Act the way you want to feel.
If you want to work in a happy office you need to act happy. Moods are contagious. If you can fake your way into a good mood, maybe other people will be influenced into actual good moods, and that can come back to you.

6. Have hobbies outside of dentistry.
I have gotten a lot of happiness out of hobbies that have nothing to do with dentistry. Taking a break from one passion for another is very rejuvenating. I love fiction, baking, soccer, and my two dogs. All these things take my mind off a stressful case and give me more to talk about with patients.

7. When in doubt, wait it out.
I have never regretted not doing treatment. If symptoms are vague, most people will understand that you don’t want to do irreversible things if the symptoms aren’t telling a clear story.

8. It is called “practice” for a reason.
There is always room to grow: new things to learn, new technologies to try, more CE to take. When you are satisfied with everything you are doing, you stop trying to improve.

9. Slow down, you’re in a hurry!
A dental school professor of mine used to always say, “If you don’t have time to do it right, when will you find time to do it over?”

10. You can’t make chicken soup out of chicken s***.
This is another saying of a dental school professor. We all have those cases where patients want Hollywood smiles but the foundations are crumbling. Is this a chicken soup case? Or is it chicken s***?

Sarah Meyer, DDS

Wednesday, August 27, 2014

Health, Ethics, Cheese and Crackers

I read Salt Sugar Fat: How the Food Giants Hooked Us recently, and it changed how I look at business and ethics. I didn’t know how badly I needed to read this book until I picked it up a couple weeks ago. I was so interested in the history of the foods we eat, and the foods I grew up with, that it took some serious willpower to put it down.

I am all about free markets and businesses making money selling things that people want. These are things that have made our country great. It keeps us inventive and driven. It helps give us motivation to grow and develop, to do things better, to be the best we can be.

But this book describes a concern about the ethics and the practices of some of the largest and most successful businesses in history. There is a drive in the food business to sell us products so they can make money for stockholders and owners. This is what the free market and capitalism is all about, right? Sell more cereal and cookies and pre-packed lunches and yogurt; give people what they want and you make everyone happy.

At what cost? Some of these companies have scientifically developed their foods so that they are the most appealing, so the “bliss point” is achieved. What is it we really want from our food? Long shelf life and lots of calories? Are the food companies really doing what they should be doing? Or is it up to consumers to buy what is healthy or not?

Salt Sugar Fat: How the Food Giants Hooked Us is revealing and should be considered mandatory reading for anyone interested in nutrition and health.

Michael Lemme, DDS

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