#16 – Runs the Huddle | Dental Practice Coaching

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#16 – Runs the Huddle

Starting a day is like starting a relationship – the first 15 minutes are critical.

The huddle is designed to be the most critical 15 minutes of our day. The reasons we huddle are:

1. To make sure each clients appointment goes smoothly
2. To reduce surprises and stress
3. To improve the coordination of services we provide
4. To improve our productivity
5. To be more effective as a team

Each staff member has certain responsibilities at the start of a doctor’s day (no matter what time this ‘day’ starts). Arrive at least 15 minutes before the huddle to get your opening duties completed and be ready for the huddle.

1. Secretary – runs the huddle
a. Problem clients (late, now show, fearful, payments)
b. Problem situations
c. Holes to try to fill – today and tomorrow
d. Collection problems – need financial arrangements
e. Information needed to complete folder
f. Information on new clients
g. Keeps everyone on track and minimizes chit-chat until the agenda is finished. Then enjoy the chit-chat.
h. Previous day – why did the cancellations/no-shows happen, payment problems, success stories
i. New clients – what brings them in?

2. Chairside
a. Are all of dentists’ appointments scheduled correctly?
b. Do we have enough rooms?
c. Are all lab cases correct and ready?
d. Where in the day can you release from your dentist to do other duties?
1) Clean and sterilization
2) Emergencies
3) Lab work
e. Is the dentists’ time being used effectively?
f. Any incomplete records – need health history, pictures, X-rays, etc.
g. Any “crunch” times in the day
h. Set up the room(s) for the first client(s)
i. What happened yesterday that effected our schedule/ production
j. Any medical alerts?
k. Any difficult clients?
l. Any emergencies to fill Dr. schedule holes

3. EFDA
a. Mis-schedules
b. “Tight” running parts of the day
c. Apprehensive clients
d. Where emergencies fit in best
e. Major cases – what comes after today’s appointment
f. Information needed to complete folder (picture, time for next appt.,etc.)
g. Any special equipment needed
h. All recommended Tx completed

4. RDH
a. Need 5-year reviews
b. Prescription fluoride
c. X-rays
d. STM
e. Correct length of appointments
f. All recommended Tx completed – ideas for commitments
g. Which clients need dentist’s exam
h. What happened yesterday that effected your schedule/production?
5. Cleaning and sterilizing person
a. All rooms well stocked

Have each person bring a copy of the schedule and a pen to make notes. Also, check with each staff member. How do they feel? Any reason they won’t be in top shape? Begin with yesterday’s schedule. How did it go? Everyone needs to be ready to go 15 minutes before the huddle. Rooms set up, lab work checked out, trays ready, schedules printed, answering machine reviewed, etc. When you come to this meeting be in top form. Don’t drag in grumpy. Be positive. Reinforce a good attitude to start the day. If you have to fake a happy, positive, warm, friendly attitude early in the morning, then fake it. This isn’t a social event, it’s the start of your professional day.

______________________________________
Doctor signature date

The On Track Huddle

1. Is all staff present? Did everyone clock in? Anyone late yesterday?___ Document if anyone is (attendance tracking sheet)

2. Any Bdays or anniversaries?

3. Yesterday’s schedule: the good, the bad, and client feedback.
a. Anyone running late?
b. Care to share cards given out
c. How many periodic exams was the Dr. scheduled to do ________ how many completed ________

4. Production goals- dentist
a. The goal is $______. Daily Goal is: $_____Month-to-date we need $_____ to meet goal.
b. Yesterday you were scheduled for $______.
c. You actually produced $______.
d. Variance because: _________________________________________________
e. Care to share cards given out?_________________________________________
f. Today you are scheduled for $______.

5. Today’s schedule- lets review: doctor
a. Which hygienists is dentist checking?
b. Emergencies: Where do they fit into today’s schedule? _______________________________
c. Who needs Care to Share cards today? Doc and hygienist.
d. C & S: who and when? _______________________________
e. Lab cases ready?_____________________________________

6. Production goals: Hygienist
a. The goal is $______. Daily Goal is: $______Month-to-date we need $______ to meet goal.
b. Yesterday you were scheduled for $______.
c. You actually produced $______.
d. Variance because: _________________________________________________
e. Periodic exams scheduled vs completed_________________________________
f. Today you are scheduled for $______.
g. Hygiene commitments review:

7. Review hygienist’s schedules.
Today’s commitments

8. Secretary
a. Any client problems? – upset, frightened, past poor appt; long wait, etc._________________________
b. Holes in any schedule we need to fill? (RDH → doc or doc → RDH)
c. Financial arrangements complete for all treatment yesterday and planned today?
d. Which secretaries are available for FAs today? __________________________
e. VIP’s: top clients, family/friends, staff, community leaders/business people.
f. Projects: ___________________________________________________________
g. All lab cases on schedule, who is checking?
h. Openings in Doc and hygiene schedule tomorrow ______________________________
i. Is there a case presentation scheduled in the next 3 days?
j. Do you have all your pamphlets for today’s treatment?
k. What’s the best thing that happened yesterday?

*** To be checked off you must record your huddle and turn in to team leader to review.
_________________________________ __________________
Signature of TL Date

_________________________________ __________________
Signature of Huddle Dr.  / Date

The On Track Huddle- Pediatric Dentist

  1. Is all staff present? Did everyone clock in? Document if anyone is (attendance tracking sheet)
  2. Any Bdays or anniversaries?
  3. Yesterday’s schedule: the good, the bad, and client feedback
  4. Anyone running late?
  5. Care to share cards given out
  6. Production Goal _____________________
  7. Today’s schedule- lets review: doctor
  8. Where will we put emergencies? __________________________________
  9. Consults for today:
  10. Any Medical Alerts?
  11. Assistants do you have the project list? Do you have time for projects?
  12. Who is checking charts? __________________________________________
  13. Do you have all of your pamphlets for today’s treatment?
  14. Secretary
  • Holes in any schedule we need to fill? (RDH → doc or doc → RDH)
  • Financial arrangements complete for all treatment last time and planned today?
  • VIP’s: top clients, family/friends, staff, community leaders/business people.
  • All lab cases on schedule, who is checking?
  • Openings in Doc schedule next time ______________________________
  • Is there a case presentation/ambulatory consult in the next 3 days? If so is it completed?
  • Do you have all your pamphlets for today’s treatment?
  • What’s the best thing that happened last time?

REMINDER:
Pass out New Patient PC Bags