Heads Up for 7-25-2022

Rachael
Jul 25, 2022
4 min read

Hello again, Team! I hope you've continued to enjoy our rain and all the beautiful green that continues to come with it. As a prep for this team meeting, I wanted to focus on a few things that we'll discuss as a team. It's helpful to have a group prepped for a meeting when you want others to contribute versus having a surprise agenda. Here's to starting new, good habits!

Updating Employee Paperwork

I've just learned that we are responsible to continue updating specific paperwork in order to have legally correct personnel files. Part of this requirement includes updated I-9 information and contact information. I will have files prepared for each team member that needs paperwork and I need these back within one week.

I will also have forms to update your beneficiaries for the Principal Life insurance policy - which is at no charge to you, but a 100% benefit to you and your loved ones. If you'd like to sign up for that, I will also have that paperwork at the meeting.

Updating Health Histories

I'm sad to report we've had several occurrences of health histories not being input 100% or not accurately input at both HCD and EVG. We've had patients that have been here long term that have not reviewed their health histories with anyone in the back. Once this was gone through with them, they found diseases they never had. Please, PLEASE slow down - take the time to review the Health History in the Doc Center on your own. You MUST review their Health History in the Dentrix module when they sit down. Have it in front of them. Read it for them if necessary. Make sure they tell you verbally what is correct, what is no longer a concern or medication, and what is new. This is a MUST - there are no EXCEPTIONS.

Posting Products

Products are considered part of production for our providers when they have educated or encouraged their patient to purchase products. For example, if Diane discusses Oxyfresh with her patient, Bob, and Bob decides to purchase 12 gallons of Oxyfresh, those are all posted to Diane's provider code HDM1. Another example, Dr. Henrie discusses MI Paste with his patient, Sally, and Sally decides to purchase 1 MI Paste. This is then posted to Dr. Henrie's provide code DCH1. If Joe comes in from the street and says, "I want to purchase your Curaprox brushes," then his purchase is posted to the HCD code PHCD. This is because he came on his own and purchased product.

Tracking the products in this manner is way to show how our providers are helping their patients with the products we have on hand.

Counting New Patients

We track the number of patients in various ways. One very important stat is the number of new patients to our practice. A patient is counted as a new patient at their first visit. Whether the visit is a consult, limited exam, or NPEX, they are counted as a new patient on the day a file is created in the Family File with Dentrix. If they came in for a consult before, and then scheduled for a NPEX at a future date, this is considered a conversion versus a new patient on the date of their future appointment.

Looking for New Team Members

As we move into the fall, we will have changes to our team and we need your help finding the best of the best! Kaitlyn will be going to school mid-August and Kristen will be leaving us for new adventures in August. With this in mind, we are looking for new assistants for our team. Please keep an eye and ear out for anyone you think will match our culture and mindset for growth and positivity. We can always train as needed when we find the one that matches our HCD Agreements, aka our culture.

Recycling Downfall

Unfortunately, the time has come for the recycling at HCD to end. The amount of items for recycling continuously builds and is not taken out in a timely manner. This creates unsightly clutter and reduces our space for storage because of the large stacks of boxes and plastic bottles. As such, we will end this option - unless someone wants to take it daily... which is a lot, but can be done.

2023 Planning

We will be planning for 2023 over the next few weeks. Providers, please turn in your vacation schedules by the end of next week. I know it's hard to know your time, but this will make it easier for scheduling when we know or have a general idea as to when you'll be out and/or how many days you'll be out for the year. Thank you for your attention to this matter!

As a reminder on the symbols = yellow circle is Diane, purple asterisk is Lori, green diamond is Kathleen, blue shield is Jillian, pink square is Guadalupe, peach square is the plan for a new hygienist as needed.

And, yes, there will be paper copies available at the team meeting.

August Schedule

Lots of changes coming in August. DCH and DKM will be out for a week each. If you'd like to work during this time, please let me know as we do have projects that still need to be completed.

And speaking of projects... please remember to complete the July projects by the end of the week. We will review the outstanding tasks together on Thursday.