#30– Tasks For Our High School Senior Helpers | Dental Practice Coaching

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#30– Tasks For Our High School Senior Helpers

Although your job will probably not lead to career development, I hope you enjoy your time with us. Our hope is that you will learn what it is like in new interesting skills. You will be given several important responsibilities.

You will clock in and clock out like everyone else to determine your hours. Also, like everyone else, you will have an opportunity to advance in both responsibilities and pay.

Your job responsibilities are divided into groups of ascending difficulty

1. Basic skills
2. Extended skills
3. Advanced skills
4. General Level 1

When you have learned the basic skills, get “checked off.” You will then receive a pay raise. Later, if you choose, you can complete the extended skills (review with the high schooler/senior coordinator) and advanced skills. When these steps have been “checked off” you will receive another pay raise.

Finally, by completing the General level 1, you can receive the level 1 pay rate our secretaries receive. Dr. will review the general level with you. When you have finished about half of the material, arrange a half-hour appointment with Dr. to review your progress. You can advance in responsibilities and pay as far as you like. Remember though, that your school grades come first. Your friends and social life come second. No one expects you to progress beyond your basic four tasks. Those you will need to do well. The rest is up to you.

Several of our high school students have chosen to continue working with us between terms and over summer breaks while they were in college. All of us enjoy helping you meet your financial obligations during your college years. The more skills you develop, the easier it is for us to find a place for you while you are in college.

1. Review the admin ideal day along with the high schooler’s ideal day each morning. Review what was completed and what was not completed.
a. check for notes to and from
b. make notes on it if need to
c. make a copy and put it in the project folder (this should be checked everyday by the high schooler)
2. Review with the admin for that day the high schooler’s ideal day.
a. Ask questions if you see things that did not get completed
b. Review with them that they are responsible for what the high schooler does not get done.
3. Repeat everyday

Level 1 Secretary

I. Basic Skills (Greeters/ High School Breakdown)

1. _________ Files charts efficiently and keeps files pulled and filed appropriately. (#1)
2. _________ Pulling charts for the following day (#3)
3. _________ Uses copier (#5)
4. _________ Tasks for our greeters (#29)
5. _________ Use of our telephone system (#19)
6. _________ Uses personal organizing system (#13)
7. _________ Confirming Appointments (#17)
8. _________ Keeps reception room and business office clean and neat (#4)
9. _________ Uses fax machine accurately (#6)
10. _________ Duplicating x-rays (#7)
11. _________ Comfortable with Word, Excel and Learns basics of Dentrix (#2)
12. _________ Word excel Test (#2)
13. _________ Tasks for our high school helpers (Part Time Ideal day) (#30)
14. _________ HIPAA (#8)
15. _________ OSHA (#31)
16. _________ Learn to be safe and avoid injuries (#14)
17. _________ Typing (#28)
18. _________ Computer literacy (#16)

Completions approval ______________________Date_______

II. Extended Skills

1. _________ Noting referrals in charts (#12)
2. _________ Scheduling Concepts / Schedule using Dentrix (#22)
3. _________ Understands and uses telephone professionally (#20)
4. _________ Filing bin – Files X-rays, mail, transfers notes to charts etc. (#9)
5. _________ “How Feeling” calls & transfer of record calls (#15)
6. _________ Establishes daily routine & track open time (#27)
7. _________ Handles no shows and cancellations (#21)
8. _________ Make chart entries to summarize (#10)
9. ________¬¬_ Reviews notes on doctor’s tapes for follow up action (#18)
10. _______¬¬__ Scheduling – Prophies, Emergencies, New patients, Welfare (#23)
11. _________ Handles an upset client at the front desk (#24)
12. _________ Makes copies of end of day reports (#11)
13. _________ Specialists referrals (#26)
14. _________ Scavenger hunt (#32)

Completion approval________________Date_______

III. Advanced Skills

1. _________ Scheduling- Family Dentistry treatment
2. _________ Scheduling- Specialists
3. _________ Checking clients out (#25)

 

Part time Ideal Day

Week of ______________ Mon Tues Wed Thurs Fri Sat
Review notes from evening part time staff
Find missing charts from huddle
Pull Charts 3 Days out (WW/EW)
File Charts – WW/EW
Clear out filing bin
Review notes from Team
Confirm all charts pulled for tomorrow (WW/EW)
File Charts (WW/EW)
Make copies/Review charts (3 days)
Check project bin/work projects
Break Downs – note # done
Filing Charts (WW/EW)
Print Schedule for all providers

 

 

 

 

 

 

 

 

IV. General Level I Completed (high schoolers)

Completion approval__________________Date_________

Administrative Support Ideal Day

Notes between AM and PM
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Special Projects to work on:
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Number of outstanding projects _____
Progress on projects:
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Step by Step of Administrative Support Ideal Day

3:00 – Review notes from Secretary Team
See ideal day in secretary book

3:15 – Confirm all charts pulled for tomorrow *This is your #1 priority*
Print off schedules for each provider for the following day
Verify each chart is in each providers bin with the printed schedule
*Be aware of patient having 2 appointments with different providers – chart goes to first provider*
If missing charts – check main wall first. If they are not there, look them up in the computer to see age and date of last appointment – this could direct you as to where the chart could be. Any patients who have been in recently could be on doctor’s desks, review bins, or with one of the secretaries. Check the charts that are pulled in advance next to room #1 to see if the chart was placed in a different day or if appointment was rescheduled to a sooner date but chart hadn’t been moved.

3:30 – File Charts
Charts in empty bin next to copier are to be filed back on main wall (remember for duplicate last names to file alphabetically by first name)

File red and blue charts WW – these are the Pedo(Red) majority of the pedo patients are scanned Dr Mason is digital and Welfare are the Blue charts

4:00 – Make copies/Review Charts (3 days)
These tasks can be done at the same time.
Check the “copies” purple folder next to the copier
Always use the master of the document that needs printed
As you are making copies, pull charts for 3 days out for each provider and place them in the appropriate bins. If already pulled for that day – verify that all charts are there with the current schedule.

4:30 – Check project bin/work projects
There are 3 places projects could be for you to work – the red folder labeled “File” next to the How Feeling bin, the tray under the secretary bins – To Do,” and your bin across from rooms
#10-13 (on Dr. Pierson’s side)
Red “File” bin – file each document/x-ray in the according patient’s file. It is very important this folder is cleared out daily therefore if the patient comes in, their information is already in their chart and no one has to search for them.
“Helpers – To Do” – normally will have directions as to what is needed. Usually transferring patient information to another doctor will be here – make copies of x-rays (see duplicating x-rays #23), and copies of any other documents that the doctor would like to send – ask a secretary for assistance. Put all of the documents and x-rays in a large envelope and send to appropriate office. If there are x-rays in the envelope write of the front with a sharpie “X-rays- Do Not Bend.” Send the signed letter by the doctor to the patient – will already be addressed. Make sure patient status has been changed in the computer to inactive. If not, double click the large box with patient information at the top of the patient file in the computer and change status from “patient” to “inactive.” Place chart in the closet in the space labeled “breakdowns” (below colored letter stickers for charts).

Your bin across from rooms #10-13 on Dr. Pierson’s side review bins – various projects will appear – normally have directions attached – if not, see the person who delegated/assigned it – DON’T BE AFRAID TO ASK QUESTIONS!!
Filing bin – file each document/x-ray in the according patient’s file. It is very important this folder is cleared out daily therefore if the patient comes in, their information is already in their chart and no one has to search for them.

Transfer records – print copies of x-rays (see duplicating x-rays #23), and copies of any other documents that the doctor would like to send – ask a secretary for assistance. Put all of the documents and x-rays in a large envelope and send to appropriate office. If there are film x-rays in the envelope write on the front with a sharpie “X-rays- Do Not Bend.” Send the signed letter by the doctor to the patient. Make sure patient status has been changed in the computer to inactive. If not, double click the large box with patient information at the top of the family file in Dentrix and change status from “patient” to “inactive.” Place chart in the closet in the space labeled “breakdowns”.

6:00 – Breakdowns – note # done
When doing breakdowns you will keep:
– All treatment sheets
– All hygiene sheets
– Most recent health history
– All x-rays
You will shred:
– New patient forms
– All emergency forms
– All insurance copies & payment info
Staple these items together with the most recent yellow treatment sheet on top. The xrays go on the bottom. With a sharpie – in the remarks box write the patient’s name and the year they were last seen in the upper right hand corner on the yellow treatment sheet.
File the stapled patient information in the appropriate folder. They are filed according to year they were last seen for an appointment and alphabetically. Each file has the year written on the side.
Shred any remaining paperwork from the patient’s folder.
Check the computer to make sure that their family file status is marked either Inactive or Non-patient and any continuing care dates are deleted.
We reuse all patient folders so place the folder on top of the pile of empty folders (should be beside breakdown pile)

Here is a sample label you can use (and update annually) to keep near your charts:
Chart Location (updated 06/13)
On the Wall: 2011 – 2013
In Closet: 2008 – 2010
In Shed: 2005 – 2007
In Crawl Space: 2004 & earlier

6:30 – Filing Charts

7:00 – Print schedule for all providers
You want to do this last so that the schedules are up to date
Each dentist receives a copy of his schedule and the hygienist schedule
Each hygienist receives a copy of their own schedule
Only print out providers who are in the next day
Make the appropriate amount of copies of each schedule and place them with the provider’s charts for the next day.

Congratulations! You’ve made it through a whole day!

HOW TO PREPARE FOR DOCTOR VACATIONS

  • Change main voice mail messages to reflect Dr. changes.
  • Leave appropriate personal voice mail messages to reflect time out of office.
  • Block time on Dr.’s schedule.
  • Add additional HCT to remaining Dr(s). schedules as needed.
  • Adjust hygiene to work hours of remaining Dr(s).
  • Make sure we have proper opening and closing coverage.
  • Alert all staff of schedule changes.
  • If staff want to work while their Dr. is on vacation, assign emergency column where needed or assign special projects.
  • Give working Dr(s). and secretaries vacation itinerary in case of emergency.
  • Call our lab and let him know.