Time Management | Dental Practice Solutions

Mastering Hygiene Patient-Doctor Exams: 5 Steps to Boost Case Acceptance

By: Debbie Seidel

August 14, 2023

One dental practice goal is to provide comprehensive care to every patient. The dental hygiene patient-doctor exam is a crucial opportunity to assess your patient’s oral health, discuss treatment options, and foster a strong patient-dentist relationship.

Dental hygienists, you can boost case acceptance by building a strong foundation during the first part of each dental hygiene appointment.

In this blog, you will learn five steps to effectively complete the hygiene patient-doctor exam, ensuring your patients receive the utmost care and attention they deserve.

The bottom line is a boost in your case acceptance and keeping patients returning to your dental office.

Step 1: Review the patient’s clinical record.

Before seating patients, at the beginning of the day, it’s imperative to gather your team for a quick team huddle.

Before the team huddle begins, hygienists must thoroughly review notes in each patient’s clinical record and during the team huddle, they must communicate important patient information about patients being seen that day.

This does not mean flipping through patient charts or scanning the online schedule! *Preparation before the team huddle is imperative to make this an efficient huddle.

Every team member comes to the morning huddle prepared to communicate important information. Coming prepared means your huddle will take approximately ten minutes.

If you are not currently holding morning team huddles this will take practice. You must have a huddle strategy and you will create a quick huddle and the result is an amazing day! Think less stress and more productivity!

** Time Management Example

Example of huddle hygienist communication:

Any health issues the team should be aware of? Ex: pre-med? Etc.
Does the patient need X-rays today?
1. What type of x-rays do they need?
What type of exam is the patient scheduled for?
1. Comprehensive exam (more than a quick 5 mins exam)
2. Periodic exam
Does the patient have unscheduled restorative needs?
Etc.

Step 2: Seat and greet the patient:

This is a time for rapport and discovering what the patient wants their smile to look like.

Does the patient have any areas of concern?
If the patient has unscheduled treatment, this is a great time to use motivational interviewing to discover how you can get the patient to schedule for necessary care.

This is your time to review the medical history, ask about surgeries, new medications, etc. See the above image. During the first 15-20 minutes of the hygiene appointment, this is your time to collect all the important data.

Always explain to the patient what they can expect during their time in your chair.

Make your patient a part of the data collection and treatment process. This also alleviates any confusion around what they are seating in your chair for.

True story! Once I started teaching this one thing, patients were stating they thought they were coming to the office for “A” when they were scheduled for “Z”!

Examples of data collection: RMH, blood pressure screening, “cavity detecting x-rays”, “gum exam using a ruler to look for any abnormalities of the gums”, etc., etc.

Step 3: Treatment planning.

Show the patient any abnormalities you discover during the exam process. Use an intra-oral camera or an iTero scan to show patients what is happening in their mouth and with their total health. Collaborate with your patient. Make them part of the process.

Now is the time to communicate the risks and benefits for accepting your care. Explain if, and when your patient does have oral inflammation, that inflammation (“gingivitis and gum inflammation”) can cause other systemic diseases such as stroke, heart attack, high blood pressure, diabetes, and even Alzheimer’s disease.

Use words that are descriptive and easy for the patient to understand what is happening in their mouth.

Examples of words to use: inflammation, infection, bleeding, pus, hole, bacteria, prevention, gum disease, etc.

Step 4: Timing of the hygiene patient-doctor exam

At about 30 minutes into a sixty-minute hygiene appointment, the hygienist should have completed all the patient assessments and reviewed a plan of care with the patient.

This is the perfect time for the hygiene patient-doctor exam. There is no need to wait until the end of a dental hygiene appointment to complete the patient exam.

Refer to step 1. The morning huddle is the best time to orchestrate which hygiene patients need an exam and the doctors assistant knows ahead of time when they will direct/lead the doctor in to the hygiene room for an exam.

The doctor’s assistants are responsible for guiding the doctor to be where they need to be, when they need to be there. Think about hygienists as the air traffic controllers.

Example: The doctor is prepping a crown and waits for an impression. The assistant will direct doctor to complete the hygiene patient exam while the assistant is finishing up the impressions.

Step 5: Doctor-hygiene patient exam process

Collaboration is one key to building trust and accomplishing patient engagement. When the doctor walks into the hygiene treatment room to complete the patient exam, it’s possible the hygienist is polishing or scaling the patient’s teeth.

At this point, the hygienist will move to the side of the patient and bring the doctor into the loop of what has been discussed, etc.

Example: What did the hygienist discover during the seat and greet with their patient? Maybe Mrs. Jones is going to Europe for vacation next week. This is all part of rapport. Personal connection builds trust and patient loyalty.

The hygienist will report to the doctor all that has been completed up to this point and what the patient will return for in the future.

Example when doctor enters to do the hygiene patient exam: “Hi Doctor Good Tooth, I just found out that Mrs. Jones is going to Europe for six weeks this summer!

Doctor can respond as they are washing their hands, putting on their gloves, etc.

We reviewed her medical history and there are no changes, no significant findings. I asked her about one thing she would like to improve about her smile and she said she wants to whiten her teeth!

Doctor can respond as they are looking around the patients mouth.

I told her about our new Smile Club and she would like to get started whitening today! We checked her blood pressure and it’s great! It was 120/70. I completed an oral abnormality screening and her hard and soft tissues look healthy. Next, we checked the health of her gums and we did talk about a few areas of inflammation and bleeding. I am going to review her floss technique and next time she returns I think these areas will be much healthier.

Doctor can respond as appropriate.

Next time she returns in six months for her preventive care with me, she will need a full series of the x-rays and I will have her see you for a comprehensive exam in six months. I think that everything else looks great!”

Doctor can now look at the patient and respond accordingly.

Do you see how this communication can be completed while the doctor is visually looking around the patient’s mouth?
The hygienist made this super simple for the doctor to sit down, look in the patient’s mouth, have a quick, run conversation about Mrs. Jones’ trip to Europe and then the doctor is gone!

No one is waiting for the hygiene patient exam to be completed. The doctor left in five minutes to return and complete that prep patient in their other room and the hygienist finished up the patient on time.

**See above image which shows an example of how the hygienist can facilitate ease of the doctor- hygiene patient exam to increase case acceptance.

Conclusion:

Effectively completing the hygiene patient-doctor exam requires a seamless transition from the dental hygienist’s initial assessment to the treatment discussion.

By following these five steps—pre-planning patient care at the beginning of each day (the team huddle), simple discovery sessions between the hygienist and patient, treatment planning using visual aids prior to the hygiene patient–doctor exam, breaking down the words into what the patient understands and then using those same words during the doctor-patient exam, means you will more efficiently and effectively engage your patients to ensure they receive the highest level of care.

Remember, this approach enhances patient satisfaction and contributes to a thriving dental practice built on trust. This will allow patients to be in charge of their care.

This is one important method to get patients to “want what they need.”

Breaking down the words you use when communicating with patients and having everyone on the team use the same words will build trust, and help patients understand the value for completing necessary care- even preventive care.

The bottom line is happy patients, a boost in case acceptance and patient retention in your dental practice.

If you would like to learn more about integrating this process or other systems to optimize your hygiene department schedule a complimentary discovery call here.

Improving Dental Hygiene Patient Compliance: Strategies and Benefits

By: Debbie Seidel

August 2, 2023

As dental professionals, we understand the significance of maintaining optimal oral health. A well-maintained dental hygiene department not only ensures patient satisfaction but also contributes to the overall success of a dental practice. One crucial aspect that directly impacts patient outcomes is patient compliance with oral hygiene and treatment recommendations.

In this blog, we will delve into effective strategies to improve dental hygiene patient compliance, leading to enhanced productivity and patient loyalty. By implementing these techniques, you can create a thriving dental hygiene department in your practice and, ultimately, ensure the best possible oral health for your patients.

The Importance of Patient Compliance

Patient compliance refers to the extent where patients adhere to prescribed oral care routines and follow recommended dental hygiene practices. Unfortunately, despite the best efforts of dental professionals, many patients struggle with maintaining consistent oral hygiene habits. What we say goes in one ear and out the other.

This lack of compliance can lead to various oral health issues, including cavities, gum disease, tooth loss, and numerous systemic conditions such as heart attack, stroke, diabetes, high blood pressure, Alzheimers, etc, etc. As a dental professional, addressing and improving patient compliance is a pivotal step in promoting preventive dentistry and long-term overall health.

Effective Communication

Clear and concise communication with patients plays a crucial role in improving compliance. Dentists and dental hygienists must take the time to educate patients about the importance of good oral hygiene and how it directly affects their total health. Utilizing visual aids such as charts, diagrams, and videos can enhance patient understanding and make oral health recommendations more relatable.

Encourage patients to ask questions and address any concerns they might have regarding their oral care routine. Use motivational interviewing which is an effective way to talk with patients. This is an evidence-based approach to help your patients accept the care they need. *See the reference below in references for more information about Motivational Interviewing.

Personalized Care Plans

Every patient’s dental needs are unique. Tailoring dental hygiene plans to each individual patient can greatly enhance patient compliance. Conduct thorough assessments of their oral health, including systemic risk factors and previous dental history, to create personalized treatment plans. Engaging patients in the process and discussing their specific needs fosters a sense of ownership and responsibility for their oral health, increasing the likelihood of compliance.

Let patients know what exams and assessments you are completing. Always make them a part of your assessments. Collaboration is key if you want your patients to “own their disease.”

**See above image for time management strategies to help the dental hygienist “Complete it all!”

Establishing Realistic Goals

Setting achievable oral health goals is vital in maintaining patient motivation and compliance. Collaborate with patients to set specific, measurable, and realistic objectives that align with their oral health needs. Understand where they are in their world and help them determine what they will commit to implementing outside your treatment room. Break down the goals into smaller milestones and celebrate their achievements, reinforcing positive behavior and commitment to their dental hygiene routine.

Utilizing Technology

Incorporating technology into your daily schedule can significantly improve patient compliance. Implement reminder systems through emails, text messages, or automated calls to prompt patients about upcoming appointments, follow-ups, and oral care routines. Discover fun ways to track your patients oral hygiene progress, and make this interactive for your patients.

It’s important to monitor your patients oral and total health. Show patients their progress. Congratulate them. Find ways to make oral hygiene changes feel good for your patient and create positive experiences.

Talking about technology, does your dental practice offer patients full-mouth scans, soft-tissue diode lasers and guided biofilm therapy options?

These are leading-edge technologies that will greatly benefit your patients oral health, reducing inflammation and will become great practice builders. Stay on top of the latest technologies that can assist in creating total wellness for your patients.

Emphasize Preventive Dentistry

Promoting preventive dentistry is key to reducing oral inflammation. Oral inflammation triggers numerous systemic diseases.

Encourage routine dental hygiene appointments, as preventive care allows for early detection of disease and timely intervention. Educate patients about the long-term cost-saving benefits of preventive measures compared to extensive treatments for neglected oral health issues.

Enhancing patient compliance offers numerous benefits, not only for the patients but also for your dental practice:

Better Oral Health Outcomes: Improved compliance leads to better oral health, reducing the risk of dental problems and enhancing overall patient satisfaction. Optimal oral health supports total health.
Enhanced Patient Loyalty: Patients who feel cared for and supported in their oral health journey are more likely to remain loyal to your practice. They will become your raving fans!
Increased Productivity: A proactive dental hygiene department that prioritizes patient compliance can lead to increased productivity, improved patient flow, and higher revenue.
Positive Word-of-Mouth: Satisfied patients are more likely to refer friends and family to your practice, further boosting your reputation and patient base. Every team member needs to ask for positive patient reviews!
Professional Fulfillment: Witnessing the positive impact of improved patient compliance can provide a sense of fulfillment and motivation for the entire dental team. Share the success of patient outcomes and always remember to celebrate your successes.

Conclusion

Improving dental hygiene patient compliance is a pivotal step to enhancing productivity and success within your dental hygiene department. When you adopt effective communication strategies, personalized care plans, and emphasize preventive dentistry, you can foster patient compliance and achieve total health outcomes.

Remember, patient compliance is a collaborative effort, and by supporting your patients in their total health journey, you can cultivate loyal and satisfied patients who are more likely to refer others to your practice. So, let’s work together to build a thriving dental hygiene department and ensure the best possible health for all our patients.

Consider updating and optimizing your hygiene department with a complimentary discovery call.
Schedule here . You can also send us a message here.

Reference.

* Motivational Interviewing. Read More Here

Taking A Stand. Stop the Insanity!

By: admin

August 12, 2019

It’s most likely that you are a dental professional.

I want you to know that I am taking a stand for dental professionals.

You work too hard.

I am taking a stand and want to Stop the INSANITY!

WHY DO I CARE?

Here’s the thing, I was a dental hygienist, this year marks 35 years and I get it.

I understand how hard it is to stay on time. I was a dental assistant and I understand that you get behind and that procedures take longer than you expected

I understand that patients come in stressed out and in the sterilization room instruments are stacked up, and the front office, you know, you are feeling like you just can’t get it all done!

As a dental consultant and a dental influencer, I am speaking to young dentists and I’m meeting doctors who graduated from dental school with a dream to own their own their own dental office.

WHAT CAUSES DENTISTS STRESS?

And they were so excited about the office and that first day with their name on that door and what they had was no idea that now, they are overseeing a website, marketing efforts, employees, HR and they are choosing who is going to do that payroll!

There’s been a transition of employees in the office because of the new doctor.
And I’m taking a stand because you see, I want to put a stop to the insanity.

It’s time that dental professionals STOP feeling stressed out and working so hard.

Take a look at our Dental Practice University which has a wealth of information for you and the entire team to STOP working so hard!

A PROVEN SOLUTION FOR DENTISTS AND THEIR TEAM

You can get this information over 14 days FREE.

Register 14 Days FREE Here:

Click the link and take advantage of Free team training.

I am on a mission for you to spend less time stressed and more time smelling the roses.

Still not sure?

Want to talk to us?

Click this link to schedule 30 minutes to find out more.

Or you are welcome to Email Us to Schedule a Time: admin@dentalpracticesolutions.com

Or Call to Schedule a Time: 949-351-8741.

See you on the other side of this!

ABOUT DEBBIE SEIDEL-BITTKE, RDH, BS

Debbie Seidel-Bittke, is founder of Dental Practice Solutions and Dental Practice University and AGD Learning Center. She is committed to helping dentists optimize their systems through improving productivity in the hygiene department and without working harder.

As owner of Dental Practice Solutions, Debbie and the entire team, support dentists to not only optimize their systems in the practice but they are the experts in hygiene department productivity.