Dental Scheduling Coordinator Training
The team relies on a full and accurate schedule each day. Dental office scheduling includes more than understanding how to schedule a patient. A deeper understanding of scheduling includes its various components, such as how to get patients to schedule and actually show up for their appointments, handling cancellations and managing both the doctor and hygiene schedules.
The schedule dictates the entire day in the dental office. We will teach your dental scheduling coordinator how to meet daily production goals, how to confirm appointments two days in advance to reduce last-minute cancellations and no-shows and have them develop a plan to fill any openings in the schedule. The dental schedule is a game and the scheduling coordinator is running the plays with the goal of winning the day, week and month! View our scheduling course outline here.
Where can you turn for scheduling documents and resource help (do you know how to conduct a time study)? We can help with our scheduling coordinator document library, policies, forms and more. Turn here for our Patients Running Late Policy or Recare Policy – use them as is or use them as a starting point to write your own in our scheduling coordinator’s dream library. View document templates for the scheduler.
The scheduling coordinator foundation courses are where you start, but join us monthly as we focus on streamlining your schedule, boosting your practice’s productivity and increasing revenue during our wildly popular webinar series. This is LIVE with Laura Hatch – your chance to train with her personally. Check out the latest Scheduling Webinars.
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Start your online training today. Click the enroll button below and gain access to hundreds of training videos and critical resources.
““The schedule is the backbone of the entire dental office and the dental scheduler is the primary team member to ensure it runs as smoothly and productively as possible. The dental office scheduler or person in charge of the schedule should be trained to build a productive, well-run schedule and handle the multitude of things that come up during the day. The schedule is the most important system in the entire dental office because it impacts everyone; the dentist, hygienists, assistants, front office team and the patients.”
TOP 6 DOCUMENTS TO REDUCE CANCELLATIONS
The first step on the path to fixing the problem with no shows and cancellations is to understand why it is happening, and then we can examine the detailed reasons behind a canceled or missed visit for each type of appointment.
Fixing issues in the schedule can be solved with understanding how to communicate with patients.
Ultimately the schedule is yours to run and we’ll give you the tools to optimize the dental office schedule.
Please note you must be logged in to access these documents
Recare Call Policy
Stop tracking down your patients to get them scheduled for recare. Learn how to get every patient to leave with an appointment.
Learn the importance of how to block schedule and what happens when you don’t.
How to Offer an Appointment
How to offer an appointment to a patient that fits their schedule, but ultimately fills the needs of the office schedule.
Doctor Schedule vs Hygiene Schedule
When learning how to schedule, you need to look at it from two different perspectives: The doctor’s schedule and the hygiene schedule.
Scheduler Daily Duties
Use this Scheduler Daily Duties list to stay on track and ahead of the day.
Fix Your Patient Schedule!
How often does the schedule ever run the way it looked in the morning?
Various issues come up – patients run behind, we run behind, emergencies call to schedule, we work through lunch and leave work late – that feels like our normal.
We can all agree the schedule in a dental office can make or break a day. It is also the most stressful topic of discussion between departments and between team members, because it affects everyone.
Have a Morning Huddle
Ask any well-running, productive office if they have a morning huddle, and I’m willing to bet most of them (if not all) do.
Why is this meeting so important?
Because this is where you get the team on the same page. This is the time and place to review things that may not go well during the day and plan for them accordingly.
Our documents allow for customization for your office, we have video checklists so you can assign training to each team member, and we have our team available from 8am-8pm EST on live chat to give your answers when they need it most.
THE MOST COMMON
DENTAL TEAMS FACE
We recommend watching all the video modules in each unit if you want to master your schedule, but when your in a bind, these quick tips will help your team get answers now…
How Can I Improve Scheduling?
For the management team, I would start...
For your front office team, we recommend...
Our office is closed on Fridays. We confirm Monday appointments on Thursday, but we still get a lot of Monday cancellations. What do you recommend?
Monday is a popular day for cancellations...
Articles to Help You Manage The Schedule
Calls to schedule recare and hygiene appointments are the most frequent outgoing calls in dental offices. How the front desk handles those calls is paramount to creating a full and productive hygiene schedule. How do you explain the need for ongoing care, hygiene...
It’s the one thing we can all agree on: when we walk in the office in the morning and look at the schedule, there is zero possibility the day will run as planned. How often does the schedule ever run the way it looked in the morning? Various issues come up –...
The schedule is the most powerful element in running a dental office. It can make our teams work well together, hit goals, and end the day on a high note. However, it can be the reason everything comes apart at the seams: the team can’t stand each other, the doctor...
Here is an important thing to understand about your patients who say they “just don’t have the money” for the dental work they need... Most of your patients really do have enough money to cover their dental health needs. They just choose to spend it on other...
Yes! With the right training, communication, and follow-through, there is absolutely no reason that patients cannot be moved to help make the schedule the best it can be. In fact, when done correctly, I actually encourage it. Before you start moving patients to...
Every patient should be leaving the office with their next appointment scheduled. However, there is one more important step that should happen besides booking the appointment, and that is putting in good appointment notes. When booking a patient’s appointment, it...
In a recent conversation with several front office team members, what I heard over and over is that there is a “great divide” between the front office team and the clinical team in the back. What’s usually the cause of this divide? It comes down to one single...
I’m asked this question a lot by the dental office managers and owners that I meet... and my answer may surprise you. First of all, let me emphasize how important it is to make sure that all your patients leave your office with their next appointment scheduled....
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