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1-Year Consulting Program

Don’t let people tell you that your practice is not a business. IT IS.

Our 1-Year Program is the most in-depth and robust program that we offer. This intensive program is broken down into five phases involving a combination of workshops, seminars, in-office implementation, check-ups and consultant support – all tailored to the specific needs of your dental practice.

By participating in the 1-Year Program, you will see your practice transform into a fully functioning, successful business.  After completing the program, you are eligible to receive our continued support and training through our Continuation / Master’s Program to keep your practice maintained and up-to-date.

Phase I

The first step of the Classic Practice Program is to gather information specific to your practice. We also give you projects that will immediately start the process of becoming a more organized office.

Practice Questionnaire

We have compiled a questionnaire for doctor and staff members that will help us gather pertinent information about the office. This is the first step in our analysis. The questionnaire will help our team develop a customized program for your office. Each person in the office will be asked to complete our confidential questionnaire.

Recall & Reactivation Project

A program designed to reactivate patients that have been putting off visits to the practice and increase patient flow. This is an invaluable project that will increase patient flow.

Projects to Jump-Start Your Practice

We will work with you to handle your immediate concerns within the practice. In addition, we will evaluate open time on the schedule from broken appointments and time never filled. We will also identify the time needed for each procedure as well as establish goals for each provider.

CHOOSE 1:

Individually Customized Employee Handbook

Expert-crafted HR policies customized for your individual practice to keep you compliant with employment laws. This service includes 3-months of unlimited HR support from CEDR Solutions.

OR

Practice Enhancement Program [Alternate to CEDR Employment Handbook]

Dr. Charles Blair, an expert in CDT coding and practice overhead, will evaluate your practice and offer suggestions for increasing your bottom line.

Phase II

The next phase of your program is training held in Baton Rouge. It is divided into 2 parts. You, your office manager and your spouse will attend a full-day management/leadership training on the first day. The second and third day, bring 4 other staff members from your practice for an interesting and informative training experience, followed up by a 2-day in-office visit to you.

Part 1: 1-Day Seminar

(Leadership & Management Training for Doctors & Office Managers Only)

SEMINAR – DAY 1

  • Registration
  • Program Orientation and Brief Q & A
  • Key Points to Unlock the Potential of Your Practice
  • Leadership & Management
  • Performance Measurements
    • Measuring Patient Retention
    • Control Expenses and Profit
    • Monitoring Overhead
  • Employee Compensation
    • Suggestions to Raise Production
  • Meetings
    • Morning Huddles
    • Adding Value to Your Staff Meetings
    • Manager Meetings
  • The Effective Manager
    • Requests Made to Staff
    • Staff Motivators
    • Staying Organized with a “Things to Do List”
    • Attributes of a Successful Manager
    • Visionary Management
    • Dealing with Conflict
    • Handling Staff Member Upsets and Problems
    • Leadership and the Manager
  • Hiring Protocol
    • The Hiring Process for a Dental Office
    • Finding the Right Employee
    • Preparing to Hire
    • Use the Correct Ad to Attract the Right Staff
    • Write Ads for Each Position
    • Placing Ads (including sample ads)
    • The Applicant Contacting the Office
    • The Job Inquiry Call Slip
    • Protocol for Sorting Through Applicants
    • Scheduling Interviews
    • How to Conduct an Interview
    • Asking the Right Questions
    • The Employment Application
    • Selection of a Good Employee
    • Working Interviews
    • Reference Checks
    • Persona Credit Reports
    • Legal Hiring Criteria
    • Drug Testing
    • Background Checks
    • Letter to Applicants After Interviews
    • Role-playing the Interviewing Process
  • The New Employee
    • Getting the New Person Ready to Start
    • New Employee Packet
    • Personnel File Set-up and Maintenance
  • Training
    • Gathering Training Materials
    • Why Employees Fail
    • Training and Study Tracker Folder
    • General Policy Manual Review
    • Attending CE and Other Staff Training
    • Training Request Form
    • Financial Agreement for Training Expenses
  • Standard Operations Procedure Manuals
    • How to Create an SOP Manual
    • Checklists
    • Writing Policies
    • Job Descriptions
    • Implementing and Updating Policy
  • Employee Evaluations and Termination
    • Employee Appraisals
    • Dental Assistant Efficiency Chart
    • Policy Review Form
    • Formal Warning
    • Termination of an Employee
    • Role-playing of Termination of an Employee
    • Employee Leaving the Office Checklist
    • Employee Exit Interview Survey
    • Pink Slips – Unemployment – Your Rights as the Employer
    • Submitting Separation Notices
    • Reference Calls on Past Employees
    • Corrective Action Notice
  • Q & A

Part 2: 2-Day Seminar

SEMINAR – DAY 2

  • Registration
  • Program Orientation and Brief Q & A
  • Creating your Vision Statement and Setting Goals to implement it
  • Measuring Your Success with Statistics
  • Learning which Statistics to Keep
    • Job Tracker Techniques and Materials
  • Setting Doctor and Hygiene Production Targets
  • Introduction to Dental Dashboard™
  • Understanding Patient Needs
  • Communication within the Office
  • Removing Barriers at the Front Desk
  • Improving Telephone Skills
  • Organizing and Directing Productive Staff Meetings and Morning Huddles
  • Public Relations and Manners in the Office (Internal Marketing)
  • Introduction to Job Descriptions and Systems
  • Duties of the Front Desk Staff
  • Dividing and Assigning Essential Functions of a Dental Office
  • Meet and Greet from 5:00 – 6:30 PM. Afterward, you are on your own for dinner.

SEMINAR – DAY 3

  • Introduction to Scheduling
  • Building Your Ideal Day
  • New Patient Phone Protocol
  • The Arrival of the New Patient
  • Handling Insurance
  • The Receptionist, the Hostess of the Office
  • MOT, CD, Inactive and Deceased Patients Checklist
  • Letters and Other Communication to Patients
  • Patient Information Update Forms
  • The Scheduling System
  • Confirmation Techniques
  • Basic Process of Checking Patients Out
  • The 7 Objections to Dental Visits
  • Explanation of the Recall Process
  • Recall & Reactivation Project
  • The Importance of Reactivation in Your Practice
  • Broken Appointments and Broken Appointment Evaluation
  • Being a Salesperson for the Dental Practice
  • Accounts Receivable, Financial Arrangements and Collections
  • 3-Day Report Process
  • Implementation Assignments

Dental Dashboard

Our Dental Dashboard is an internet-based software program that allows us to track the vital functions of your practice on a daily basis and provide feedback and suggestions for improvement. This is a “real-time” consulting method which should enhance employee performance and results. Your staff will enter assigned statistics related to their duties in the practice, and our consultants have immediate access to the information.

Manuals

You will receive a set of 5 manuals, which can be used as a reference for systems:

  • “Scheduling Patients and Appointment Book Control”
  • “Accounts Receivable and Financial Arrangements”
  • “Receptionist Duties and Responsibilities”
  • 2 Flipcharts on the above subjects

In-Office Check-Up

Our consultant will visit your office for 2 and a half days and work with doctor and staff for customized consulting. Our consultant will run a staff meeting for you and check your progress of Program Implementation. All staff will need to be in attendance. Separate meetings with the staff and the doctor will occur. Opportunities unique to the practice will be addressed. Your consultant will provide you with a written evaluation of the visit with recommendations for further implementation.

As part of the 1-Year Program, your staff will receive technical training and Technical Area Consulting. At this point, we will address the efficiency of the technical area of the office. We will analyze your hygiene protocol and make suggestions as needed.

The technical consultant will observe and begin addressing the following:

  • Procedure for seating patients
  • Technical staff utilization
  • Efficiency of operatory set-up
  • Defensible documentation
  • Procedure for escorting patients to the front
  • Procedure for communicating needed treatment to the front desk staff
  • Technical abilities of the dental assistants
  • Communication between doctor and dental assistants in regards to patient needs
  • Promotion of the doctor and the practice done by technical staff
  • Presence and condition of procedure manuals
  • Organization and flow of the sterilization lab
  • Procedures for ordering technical supplies
  • Establishing an inventory system
  • Procedure for tracking lab cases
  • Evaluation of provisional restorations
  • Efficiency in the treatment rooms
  • Ways to increase hygiene production
  • Procedure for writing up a treatment plan

 

We will begin implementation in the needed areas. The consultant will begin organizing and training your technical staff while you are seeing patients. She may ask for a key technical staff member to work with her as they begin compiling job descriptions and taking pictures of tray set ups.

We will supply you with forms and documents for the technical area. You will be able to adapt them to your office and to your needs.

After the visit, you will receive written evaluations of the technical and administrative areas with recommendations for further implementation.

Phase III

The next phase of your program requires that you and up to 4 selected staff travel to Baton Rouge for 2 days, where we will provide an interesting and informative program that is followed up by another in office visit to you.

2-Day Seminar

SEMINAR – DAY 1

  • Program Orientation and Q & A
  • Share Testimonials from Phase II
  • Status of System Implementation
  • Systems Checklist for a Dental Office
  • Review of Phase II and Customer Service
  • Scheduling & Receptionist Functions
  • Introduction to Establishing Your Periodontal Protocol
  • Raise Awareness of Current Condition of Your Hygiene Department
  • Learn Ways to Increase Hygiene Production
  • Begin a Plan for Implementation
  • Role-playing of the New Patient Calling the Practice
  • Treatment Plan Acceptance
  • Scripts for Successful Presentations to Patients with Insurance
  • The Seven Objections to Accepting Treatment Plans
  • Role-Playing of the Seven Objections
  • Treatment Plan Acceptance
  • Role-playing of Treatment Plan Presentations
  • Break-Out Session
  • Technical Staff:
    • Patient Flow and Communication
    • Routing Patients
    • Defensible Documentation
    • Verbal Skills
    • Office Promotion
    • Reinforcing the Need for Treatment
    • Relating to Patients
  • Administrative Staff:
    • Finance
    • Financial Policies and Agreements
    • Utilizing the Three Day Report
    • Insurance Policies
    • Role-Playing Financial Arrangement Scenarios
  • Recall & Reactivation
  • Establishing a Successful Recall System
  • Role-playing of Recall System
  • Reactivation Project
  • You are on your own for dinner.

SEMINAR – DAY 2

  • Attendees will divide into teams and prepare skits to be performed in front of the group.
  • Finance
  • Front and back desk coordination
  • Treatment Plans
  • Recall System
  • Job Descriptions & Checklists
  • Archiving Your Office Policies
  • Process for Creating Your Standard Operating Procedure Manuals
  • Implementing New or Updated Policy
  • Technical Policies & Procedures
  • Suggestions to Raise Production
  • Consent Forms
  • Lab Forms
  • Sample Technical Policies & Tray Set-ups
  • Additional Verbal Skill Training
  • Written Exam
  • New implementation assignments
  • Reference Calls on Past Employees
  • Q & A

Manual

You will receive the “Hygiene Duties and Responsibilities” manual.

Phase IV

This vital and final phase of our program involves working with the doctor and team to “round off” the program. There will be continued phone support, staff training and an additional 2-day visit to the practice. Some practices have specific problem areas that require more attention than others, and we work with you to polish off those areas.

Phone Support

You will continue to receive phone support throughout the remainder of the 12-month period.

Free Training

We will train new team members for free up to 2 years AFTER your Program completion date. Simply pay for their travel costs to us and their course materials.

Distance Learning

Access our full library of training videos and webinars to train your team when it fits into your schedule.

Continuation Services

After completing our 1-Year Program, you are eligible to participate in our Continuation / Masters Program. By signing up for this program, you will receive our continued support to prepare you for next level success. We will customize our support regimen to your particular needs through weekly consultation as well as continued staff training. Interested? Click here to find out more.

Testimonials

ADA CERP and AGD/PACE Certification - Total of 32 CE Hours

 

Ready to take your practice to the next level or just have some questions for us?

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