Dental Claims Cleanup, LLC
                                 


                       [email protected]

Dental Billing Service
& Accounts Receivable Management

3649 Erie Blvd. East, Unit 10
Dewitt, NY  13214
800-652-3431

Dental Office Systems Manual

Through the years, we received consulting from various companies in my personal dental offices.  We have adapted and tweaked the best of the systems, and created new ones that led to the birth of Dental Office with Systems business systems manual.  The manual covers all aspects of the dental office business and comes with digital forms that can be edited with individual office information ready for use and printing.  The manual is also in a digital format so that it can be edited to the specifics of the individual office.  See below for the Table of Contents.  The manual is $350 and will be emailed to you as 2 emails: one with the manual, the other with the digital forms.  We can also provide training that follows the manual.  Please see the training web page for pricing.


A Dental Office with Systems

Administrative Guide to Operating a Dental Office Business by Dr. Dorothy Kassab


Table of Contents


Establishing Your Practice Vision. 1

Choose Your Practice. 1

Understanding the Dental Service Cycle. 5

Why Have Business Systems in a Dental Office?. 5

The Am Huddle. 5

AM Huddle Components. 6

Team Daily Statistic Reporting Form.. 8

Preparation for the AM Huddle. 10

New Patient Management 11

THE PHONE GREETING.. 11

THE “WELCOME” AT ARRIVAL. 11

Health History Form.. 13

. 14

Appointment Agreement Form.. 15

Financial Policy Form.. 16

Patient Consent & Compliance Assurance Form.. 17

Patient Expectations Form.. 18

Record Release Form.. 19

Patient HIPAA Acknowledgement and Designation Disclosure Form 20

HIPAA Policy Notice for the Waiting ROOM.. 21

New Patient Phone Call Form.. 30

Emergency Telephone Call Form.. 32

Benefits Verification Form.. 33

BENEFITS VERIFICATION. 34

Successful Schedule. 35

Why Template Your Schedule?. 35

Setting Daily Goals 35

Hygiene Department 37

ACCELERATED HYGIENE.. 37

Example of Accelerated Hygiene Schedule. 39

TREATMENT PLANNING.. 40

TREATMENT PLAN PRESENTATION. 40

CLINICAL NOTES and TEMPLATES.. 42

CLINICAL NOTES TEMPLATES. 43

Comprehensive Exam, FMX, trx pln. 43

Emergency Exam.. 43

Recare Hygiene Visit 43

Child Hygiene Prophy Exam.. 44

Perio Maintenance Hygiene Visit 44

Perio Therapy using Diode Laser 44

Sealants 44

Composite Restoration. 44

Extraction. 44

PFM Crown Cementation. 45

Cerec Crown. 45

PFM Crown. 45

Bridge. 45

Denture Impressions 45

Nightguard. 45

Orthodontic Case Presentation. 45

Periodic Ortho Visit. 45

Suture Removal 46

Frenectomy. 46

Dry Socket 46

ZOOM Whitening Procedure. 46

ZOOM Whitening Consult 46

Denture Adjustment 46

Bite Adjustment 46

Root Canal with Core. 46

Recement Temporary Crown. 47

Follow-up Letter from Specialist Summary. 47

Stainless Steel Crown and Pulpotomy. 47

Soft Reline of Denture. 47

Implant Body Placement 47

Mini Implants placement 47

TMD Evaluation. 47

Missed Appointment 48

Patient Phone Call 48

Financial Presentation. 48

Front Office Business Administration. 49

FINANCIAL AGREEMENT. 49

Financial Agreement Form.. 50

Money Management & End of Day Closeout 51

PRE-PAYMENTS. 52

SCHEDULING APPOINTMENTS. 52

PRE-APPOINTMENT INTERVIEW.. 52

Appointment Pre-Booking Interview Form.. 53

CONFIRMTION OF APPOINTMENTS. 54

HYGIENE REACTIVATION. 54

Assistants Department 55

HEALTH HISTORY REVIEW.. 55

CONSENTS TO TREATMENT. 55

Consent Form.. 56

NEXT APPOINTMENT REVIEW.. 58

UNSCHEDULED TREATMENT CALLS. 58

Dental Billing Management 59

PRODUCTION VERIFICATION BY PROVIDERS. 59

WEEKLY REPORTS. 59

CLAIMS MANAGEMENT. 59

PATIENT BALANCES MANAGEMENT. 59

In-Office Programs. 61

NEW PATIENT EXPERIENCE: 61

CASE PRESENTATIONS. 61

FINANCIAL PRESENTATIONS. 66

INTERNAL MARKETING.. 66

IN-HOUSE DENTAL BENEFIT PROGRAM.. 67

COMPREHENSIVE EXAMINATION. 68

What is a “Hand off” 68

PERIO PROGRAM.. 68

Technology In Dentistry. 70

DIGITAL RADIOGRAPHS. 70

VISUAL PATIENT EDUCATION SYSTEM.. 70

INTRAORAL PICTURES. 70

CAD-CAM Technology. 76

Technology Support and Compliance. 76

Specialty Services. 77

Orthodontics. 77

Periodontics. 77

Oral Surgery. 77

Root Canals. 77

CEO of Multi-location Dental Services. 78

Job Descriptions 78

Train Trust Let Go/Performance Evaluations 82

Performance Evaluation Form.. 83

Manage by Statistics 87

Effective Meetings 87

To be Discussed Form for weekly meetings. 88

Management Monitors 89

Goals 90

Budgets/Expenses and Accounting. 90

Theft Protection. 91

Incorporating an Associate. 95

Day 1 on the job. 95

Day 2 on the job. 95

Day 3 on the job and the rest of week 1. 95

Week 2 on the job. 96

Week 2 Evaluation. 96

Week 3 on the job. 96

Week 3 Evaluation. 96

Human Resource. 96

JOB DESCRIPTIONS.. 96

New Patient Coordinator 96

Concierge. 97

Hygiene Coordinator 99

Certified Dental Assistant 100

Remote Assistant Manager 101

Scheduling Coordinator 102

Public Relations Receptionist 104

APPLICATION FOR THE POSITION.. 105

.. 107

.. 108

PROSPECT INTERVIEW... 109

PROSPECT REJECTION NOTIFICATION.. 110

UNIFORMS.. 111

KEY DISTRIBUTION.. 111

CONFIDENTIALITY AGREEMENT/HIPAA. 111

NEW EMPLOYEE SETUP FORM FOR PAYROLL SERVICE.. 116

W-4 CLAIM REPORTING.. 117

TIME SHEETS.. 118

TIME OFF REQUESTS.. 119

DIRECT DEPOSIT AUTHORIZATION FORMS.. 120

EMPLOYEE COACHING FOR IMPROVEMENT REPORT/CONFLICT RESOLUTION 121

COMPANY POLICY MANUAL. 121

SALARY EXEMPT/HOURLY NON-EXEMPT STATUS FORM.. 157

HEP B VACCINATION CERTIFICATION FORM.. 157

OSHA TRAINING CERTIFICATION.. 158

HIPAA TRAINING CERTIFICATION.. 158

CPR TRAINING CERTIFICATION.. 159

ACCREDITATION SUBMISSION.. 159

LICENSURE CERTIFICATION CE REPORTING AND TRACKING.. 159

ACCIDENT REPORT FORM.. 159

Dental Facility Maintenance & Management 161

HOUSEKEEPING.. 161

Spore testing of our sterilization mechanism.. 161

Traps 161

Amalgam traps 161

X-ray machines registration. 161

Diode or Hard Tissue Laser 161

Porcelain Collection During Adjustments 161

PROTECTION.. 161

Eye wash station. 161

Hydrochloric Acid Reversals 161

Patient eye protection. 161

Lead shields with Thyroid collars 161

Needle holders 162

Safety Glasses 162

Gowns, scrubs, lab coats 162

END OF DAY CHECKLIST. 162