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So, you have an impressive 48-hour prior SMS or similar contact that is driving your patient communications. But once the patient arrives, is it all you can do to find their last radiographs or that referral response you were waiting for?
Proper preparation of patient dental health records and radiographs is crucial for ensuring a smooth and efficient workflow in any dental practice. This step-by-step process helps by reducing waiting times, minimising errors, and providing high-quality patient care.
Daily Preparation Routine:
At the end of each working day, the designated staff member responsible for preparing the patient dental records, lab work and radiographs for the next day must be fully prepared.
Ensure the designated staff member is trained and familiar with the clinic's protocols and privacy regulations.
Gathering all required information:
Begin by reviewing the appointment schedule for the next day.
For each scheduled patient, retrieve their dental record. This involves accessing the clinic’s electronic health record (EHR) system.
Read it well, read past notes and comments and explore it like a detective.
Printing Relevant Documents:
Print any necessary documents that might be required during the patient’s visit. This could include recent referral letters, consent forms, or treatment plans.
Ensure that any electronic records are updated and accessible from the relevant devices or workstations that will be used during the patient’s visit.
Ensuring Radiographs and lab work are Ready:
Verify that all required radiographs (OPG, CBCT scans, etc.) are available and ready for review. This will involve checking the digital imaging system.
If new radiographs are required for the next appointment, make sure the equipment is calibrated and prepared for immediate use.
Call the lab two days prior to check work will be back on time. It’s too late the day before.
If you are to send lab work away, make sure you have made contact and booked with the dental laboratory.
Be thorough:
Review each dental record to ensure that it includes complete and up-to-date patient information. This includes personal details (name, contact information, health insurance details), medical history, and any recent changes in health status.
Make a note if the patient medical history needs updating and make sure it is done for legal purposes.
Ensure that all previous visit notes are present and comprehensive. This provides the healthcare provider with a clear picture of the patient’s treatment history and any ongoing issues.
It is important to upload any letters received via Mediref in response to a referral.
Organise all the above in time for the daily morning Huddle:
Electronic Health Records (EHR):
Use the EHR’s scheduling, and internal communication features to notify staff of any special preparations required for specific appointments.
Ensure that all electronic devices (tablets, computers) are charged and functioning correctly for easy access to digital records.
How will your dental practice benefit?
Efficiency and Time Management:
Proper preparation saves time for both the clinicians and patients, leading to more efficient appointment handling and shorter waiting times.
Staff can quickly locate and use the necessary information, reducing delays and potential errors.
Enhanced Patient Care:
Having complete and organised dental health records ensures that healthcare providers have all the information they need to deliver informed and effective care.
It helps in identifying any potential issues or special needs of the patient before the appointment begins.
Reduced Errors:
Double-checking and organising dental health records minimise the risk of missing or incorrect information, which can lead to errors or miscommunication.
It ensures that all necessary documentation and radiographs are available, avoiding the need for last-minute searches or repeat procedures.
By following these detailed steps in preparing patient dental health records, associated patient documentation and radiographs, a dental practice can improve its operational efficiency, enhance patient satisfaction, and maintain high standards of care.
Call Jo on 0414 989 628 to support your Front Office training requirements.