2 Vital Systems to Save Time and Money on Orthodontic Cases

In the last blog post, I showed you the key to keeping patients happy by mastering efficient, predictable orthodontic mechanics. 

In this blog, you will discover two vital systems that help make that process a smooth one that will keep your patients happy and informed, and help your practice stay on track to success and ultimately, save time and money on every Orthodontic case.

This will cover steps #4 and #5 of our 7 Steps to Implement Orthodontics in Your General Practice.

Step # 4 Efficient process flow from new patient to bracket removal and retention

In all procedures in general dentistry, there should be a typical process flow.

For example, a patient requiring endodontics has a specific process flow from the initial open and drain to the process of full canal cleaning to obturation.

These processes are essential in maintaining an efficient practice with regards to scheduling, time allocation and understanding of the staff role at each appointment.

This is no different in orthodontics and the most successful practices are those that can master an efficient process flow that also provides the WOW factor for patients at various stages in the orthodontic treatment process.

You are going to see an example of how a process flow should look in orthodontics.This process flow has been established to ensure all elements surrounding each patient’s actual treatment are captured to provide the best possible treatment experience.

Step 1

Patient phones for new patient exam
Build Doctor hype to new patient (i.e. “Dr Poon is fantastic with patients..”)
Collect new patient’s details for registration, including:

  • How they heard about us
  • Patients primary concern

Step 2

Practice to send out Welcome Pack, including the following items:

  • Welcome letter
  • Primary concern form
  • X-ray referral form
  • Orthodontics practice brochure
  • Child information sheet

Step 3

Doctor to phone new patient two days prior to exam appointment

Step 4

The initial new patient exam will include:
Initial smiling photo for ‘before and after’ simulation
Doctor exam
IACT presentation
Doctor and patient discussion regarding what is involved in the treatment, fees and payment options
Post examination, send out letter to:

  • patient
  • patient’s general dentist
  • Patient’s general medical practitioner

Treatment coordinator to send out hand written note to patient
Gift (i.e. movie tickets) and note to referring patient (if applicable)

Step 5

Follow up letter for non-conversions including ‘before and after’ simulation images
Follow up phone call to non-conversions, by Treatment Coordinator one week after letter posted, to discuss:

  • initial exam
  • whether they received the ‘before and after’ simulation images

Step #5 Clinically and administratively efficient systems for different treatment types

The most efficient dental practices also have structured clinical and administrative procedures. This is exactly the same for orthodontics. The only difference is that orthodontics has its own nuances.

From an administration point of view there needs to be efficient systems commencing from the new patient exam that starts with an exact identification of the patient’s chief concerns and their desired outcome, a seamless approach to the quotation with different payment options to providing excellent informed consent to an appropriate signed contract outlining everything that is pertinent to the patient to protect the practice.

This needs to extend throughout all relevant stages of treatment to keep the patient fully informed until the final completion of treatment and their retention phase.

Clinically, every type of treatment whether it be aligner therapy, early treatment using a palatal expansion appliance or fixed appliance therapy with or without extractions should have their own clinical system and a step by step, visit by visit approach to treatment  ensuring consistent predictable quality outcomes and an easy system to train all staff, including hygienists who may also be providing some of the clinical care.

Implementing orthodontics successfully in your practice is not only about learning the skills necessary to carry out treatments and procedures, it’s also about having the right systems in place to improve patient experience and deliver high calibre service.

Only with us will you get the depth of training, access to the latest digital technologies in orthodontic innovation, plus training in proven systems that enhance patient experience to encourage retention.

All that adds up to the best possible treatment outcomes for your patients and better business success for the future of your practice.

If you would like to talk to us further about our training courses, click here now to set up a one on one Discovery Session call. We can have a chat and answer any questions you might have about getting started.

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