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Keeping a dental office running smoothly and efficiently is a team effort between the dentists, hygienists, assistants and administrative staff. Free time can be a rare commodity, but for hygienists especially, it is important to have as much time as possible to pay attention to each patient’s needs. Rochelle Reynolds, RDH consultant for Advanced Automation, a provider of IT services for dental offices, says that technology can also be part of this team: “We all want to know what we can do to make our practice stand out. And what I’ve found is that the right technology really benefits everyone. If it makes my job easier, then I have more time for patients, and the patients are happier.”
Reynolds has found that focusing on the following technology fundamentals can yield the greatest benefits for improved patient experience and practice bottom line.
Online Forms and a Paperless Office
When a new patient comes in for an appointment, it can be a time-consuming process to fill out forms. One way to go digital and save a lot of time is to move to online forms, which have some great benefits:
- Patients spending less time in the waiting room
- Greater accuracy in patient information
- The ability to share files simultaneously among staff
- Cutting out the task of scanning or retyping forms
Additionally, if a new patient fills out forms in advance, the hygienist will have the opportunity to look at the medical history and information ahead of time and get a feel for the patients’ expectations before the visit. And of course, online forms can tie right into the rest of a paperless system, including dental billing software.
Instant Communication
Voice over Internet Protocol (VoIP) is just a way of communicating over an office’s network, rather than over phone lines. Everyone in the office can have VoIP headsets, which allow instant, wireless communication. “We can immediately know where the patient is, and where the staff is,” says Reynolds. “We can talk to everyone right away rather than searching the office.”
Technology in the Treatment Area
Having computers and other technology available in the treatment area has become a standard in dental offices. Here are some examples of ways to take advantage of this technology:
- Patient education playing while the hygienist types in treatment notes, made possible with dual monitors
- Digital images available immediately, so that it is clear right away if an image or x-ray needs to be retaken
- The ability to pull up a patient’s x-rays or other information on the patient’s chairside monitor so that the hygienist can educate the patient on potential needs as well as home care concerns
Additionally, a hygienist can handle appointment recalls from right there in the treatment area. “A patient is more inclined to keep an appointment this way,” explains Reynolds, “because they have an emotional connection with their hygienist.”
Computerized Charting
Computerized charting is part of any good practice management software, and definitely contributes to efficiency during treatment. One particularly useful advancement has been voice activated periodontal charting, which takes this task from a two-person to a one-person job. “Keeping the rest of the treatment process efficient frees up time for a personal connection with the patient and a better patient experience overall,” says Reynolds.
There can be a lot of information flowing through a dental office, from patient forms to charts to billing, so it is important to have a great IT system in place to handle it all. Making smart uses of technology can be a real time saver for everyone—including the patients, who will be grateful for spending less time waiting and more time receiving quality care.
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