Dr. Dean C. Bellavia

1-716-834-5857

BioEngineering@twc.com

Optimizing Your Daily Patient Flow


Thursday, 09 October 2014 00:10
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Do you have a well-designed daily schedule?  Whether you do or do not, you can still create a better patient flow.  This pearl can show you how.

 

Using a Clinic Traffic Cop: Whether you have a lighting system or not, a clinic traffic cop is very handy to have, especially when directing the doctor coming out of an exam or during high-volume time.  This person is typically the Clinical Coordinator.


 

An On-Deck area saves a lot of staff time bringing the patients to the chair and giving them a place to brush before being seated.  You need at least one on-deck chair per clinic chair; if you have enough clinic chairs.


 

Have 2 clinic Chairs/DA or at least 1.5 Chairs/DA so that they have a place to see another patient while waiting for the doctor to check out their current patient.  If realistic, it also helps to have an experienced Clinical Coordinator check out certain patients (in lieu of the doctor) in very busy practices.


 

Sterilization: An efficient sterilization system and possibly the use of a Sterilization Tech (ST) helps to get the patient into and out of the chair quickly.  High school kids are helpful during high-volume afternoons or if a very busy practice, a full time ST or part ST part Lab Tech works very well.


 

Tray Cover Notes are very helpful.  When seating the patient, write down the time they are scheduled be done by, drawing your attention to it as you treat.  Also, to speed up the doctor’s time, have the doctor write down (or dictate) what is to be done at this visit, draw a line, and then what should be scheduled for at the next visit.


 

Next Appointment Intervals: Stop patients from arguing with the receptionist about when their next appointment should be, based on what the doctor said.  Have an automatic interval (6 weeks, 8 weeks, etc.) and just say “the usual weeks”.  If the patient must be seen in an exact number of weeks, say that exact number.  If the patient needs to be seen as soon as possible, say ASAP.  If it is critical to see them ASAP, say "0 weeks".


 

Two receptionists are usually required during high-volume time; the bookkeeper or other available person should help out.


 

Have effectively trained staff using the "Ultimate Team Training Kit".  Get the doctor into and out of the exam quickly—see the August 6th TC PROGRAM Pearl.  Stay on schedule by using “The 3-Step Decision Process”—see the May 27th SCHEDULING Pearl.


 

If you want a better scheduling design, you might find the “Ultimate Scheduling Design Kit” of value to truly maximize your daily patient flow.

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