#9 – Understands and Uses Word Processing for letters | Dental Practice Coaching

Cart

#9 – Understands and Uses Word Processing for letters

Your primary responsibility is communicating.  The computer is a great way for you to “leverage” your time and increase your level of effectiveness.  The word processing package inside your dental software allows you to send individualized typed letters to groups of our clients and personalize the communication ‑ without wasting hours of your time.

Microsoft Word is the most popular word processing program and it works smoothly with Dentrix and EaleSoft. You should know how to type up a business letter – Where does the date go? Where does the address go? How should the spacing be set up? How should the margins be set up? You will need to spend some of your own time to become comfortable with Word. Look at the business letters you receive in the mail for guidance as well.

You should be able to type letters and take notes in Word. As you progress, you can develop your skills and find out more about the program and the things you are able to do with it, that are more complex.

You also should be able to work with Dentrix or EagleSoft to create and edit fields inside of quick letters. Watch the tutorials online to learn how to insert fields. Find the list of fields that you can insert – this will help as you create new letters because you will know what type of information you can include automatically.

To complete this section you must:

  1. Be able to create a business letter
  2. Merge a quick letter in your dental software
  3. Create a fully constructed letter and save it in the appropriate digital file.
  4. Edit a handout – using Word and Microsoft Publisher
  5. Write a list of instructions using the automated numbering feature in Word
  6. Be familiar with our digital filing system and perform a “spring cleaning” under your team leader’s instructions.
  7. Be familiar with our handouts and have read all of them.
  8. Create an outline in Word using the automated outline feature

 

Microsoft Publisher – this is another program that is great for creating brochures, especially if you want them to be tri-fold because this program allows you to draw boxes and type inside those boxes.

  1. Open publisher, and there will be a catalog that comes up for you to choose from.
  2. Select Existing files in the lower left corner. Open the digital file that you are updating.
  3. After you have located the file, open it and print a copy of it before making changes to it, just to be on the safe side.
  4. To edit text that is already there, simply click in the text and change what needs to be edited.
  5. If you are adding a whole new block of text then click on the capitol A on the left toolbar. Then click in the gray area and a box will appear where you can begin to type.
  6. When finished typing you can change the size of the box  by putting your mouse on the little black boxes around the text box and dragging it to the size you’d like.
  7. Once it’s the size you want you can drag the whole box into the document wherever you wish by putting mouse at the top of the box until a little van comes up that says move on the side and it and drag it to wherever you want.
  8. Whenever you edit a file make sure to change the date at the bottom of the page to the current date.
  9. Save your work and print a new copy.
  10. Give both the new and old copy to Team Leader to check.

 

To create & print business cards in Publisher

  1. Open publisher, and there will be a catalog that comes up for you to choose from.
  2. To find the existing business cards & edit from any of these.

When you write a letter, here is some advice:

  1. Etiquette for business letters
    1. using CAPITAL letters is considered yelling
    2. don’t be informal, Dr, Mr., Mrs., etc.
    3. use a sign off; thank you , sincerely
    4. stay on topic- no jokes, etc.
    5. use your spell checker
  2. Don’t use long words or fancy phrases. Write like you talk.
  3. Use “you” often and “I” occasionally.
  4. Use short sentences, short paragraphs, and short letters.
  5. Focus on benefits to the reader.
  6. Make sure your letter shows awareness of the reader’s viewpoint.
  7. Admit mistakes openly.
  8. The last sentence is the most memorable. Make it definite, intelligent and friendly. Examples:
  9. I’ll do anything I can to help.
  10. I’ll have an answer to this situation by March 23rd.
  11. Thanks for giving me the chance to straighten this out.
  12. I know you realize how difficult this is to solve. We’ll do our best.

Sample letters

  1. New client greeting – adult
  2. New client greeting – child
  3. Completion of treatment
  4. Client dismissal letter
  5. Client switches to another office
  6. Insurance paid less letter
  7. Pediatric referral thank you
  8. Pediatric referral by dentist – thank you

* and many more, look in quick letters

   

  1. New Client Greeting (adult)

Welcome to HealthPark Dentistry!  Thank you for choosing us to provide your dental care.  Our award winning combination of specialists and general dentists will combine our skills to meet your needs.

I enjoyed talking with you today.  As we discussed, I have included a brochure to help you get to know us and a health history which will help us get to know you.  Please bring your completed health history with you for your appointment on «Appt_Date» at «Appt_Time».  If you have any questions please call me.  My job is to make your visits with us as pleasant and smoothly running as possible.

Looking forward to meeting you.

P.S.      Remember to bring any Insurance (Medical or Dental) cards that might apply to you or your family when you come.  We can include this information with your records.

 

  1. New Client Greeting ‑ child (up to age 14)

Dear Parent first name,

Welcome to HealthPark Dentistry!  Thank you for choosing us to provide «FName»’s dental care.  Your child has an appointment on «Appt_Date» at «Appt_Time».

Young children do quite well on their first visit to our office.  Please don’t bribe them to come.  We will make this first visit pleasant.  Please tell your child that he is going to the dentist.  Honesty is the best policy.  Please don’t ever over prepare your child with expressions like “don’t be afraid” or “he won’t hurt you” or recounting your own experiences in the dental office.

Please bring «FName»’s completed health history with you for your appointment on «Appt_Date» at «Appt_Time».  If you have any questions please call me.  My job is to make your visits with us as pleasant and smoothly running as possible, in fact, your child will be given a special prize at the end of the visit.

Looking forward to meeting you and providing years of dental health for your child.

P.S.      Remember to bring any Insurance (Medical or Dental) cards that might apply to you or your family when you come.  We can then include this information with your records.

 

  1. Completion of Treatment

Thank you for allowing me to provide your dental care.  I enjoyed our appointments.  To help you avoid major dental treatment again be sure not to miss your preventative care visit.  This will help maintain your limited warranty on your new dentistry.  If you have friends that you would like to refer to me, I’ll enjoy caring for them as much as I’ve enjoyed working with you.

Thanks for being such a pleasure.

P.S.  I’ve enclosed a special offer you could pass on to a friend that you would  like to receive the quality of care I’ve provided you.

 

  1. Client Dismissal Letter

I am very sorry that we upset you (yesterday, etc.).  We really try very hard to provide the best service possible for our patients, but sometimes our best just isn’t good enough.

On several occasions we have failed to meet your expectations.  I can only imagine how frustrating it must be for you when we don’t provide the service that you expect.

In reviewing our most recent failure to meet your expectations and the prior situations as well, I have come to the decision that it is very likely we will fail to satisfy you in the future as we have failed in the past.  To avoid more of these frustrating experiences for both you and us, I would like you to find a dental office that can more fully meet your needs.

You may want to ask your family or friends for some names of good dentists.  You can also contact the Dental Society at _________ for a list of dentists who are conveniently located for you.  We will do everything possible to make your transition to a new dentist as smooth as possible.  We will answer any questions, make a copy of your records for your new dentist, and be available to you for any emergencies for the next two months so you will have adequate time to find the right office to replace ours.

I have enclosed a letter that will help you select another office.

I will continue to be available for emergency care for you for the next 30 days to make sure you won’t feel rushed while you find another dentist to meet your needs.

Once you have decided on your new dentist, please ask him/her to request your records and I will forward them.

 

  1. Client switches to another office

As you requested, I’ve sent a summary of your records to the office of Dr. __________________.

Thank you for allowing me to provide your (your family’s) dental care for the last ____ year(s).  I’m sorry that (describe situation) has made you decide to leave.

I want to wish you (and your family) the best of health in the coming years.  Please don’t hesitate to call me if you want me to serve you in the future.

 

  1. Insurance Company paid less letter

Since your insurance company has paid less than we expected, you have been left with a balance of ______, which is due now.  If there is some reason we shouldn’t expect payment within two weeks, please call me.

Occasionally an insurance company pays less than expected.  You may decide to follow up with your insurance company to have them explain their decision.  If you need any information from me to help with this, please contact me.

 

  1. Pediatric Referral

Thank you for referring (child’s name) to me.  I will do everything possible to please (child’s name) parents.  I have completed my examination, and the noted the following conditions.

  1. (Moderate/Extensive/Rampant?) decay, and in (some/a few instances) this disease involves the pulp.
  2. I hope to maintain these teeth by therapeutic treatment of the pulp and restorative procedures.
  3. There is no evidence of dental caries.
  4. Unfortunately, the x-rays indicate that there are some areas of infection in the bone above (No. teeth) that will have to be removed.
  5. The growth and development of the teeth and jaws for this child’s age is (good/a little slow)  at this age.
  6. The developing occlusion (is good/indicates the possibility that orthodontic treatment may be necessary at a later date).
  7. I have advised the parents that an orthodontic consultation would be in order.
  8. Early orthodontic procedures will be used to help guide some of the permanent teeth into their normal positions.
  9. Space maintainers (will be/are) advised in order to maintain the arch length for the eruption of the permanent teeth.
  1. I will advise a diet emphasizing a (drastic/moderate) reduction in carbohydrate intake.  The child and parent will be taught proper flossing and tooth brushing.  Topical stannous fluoride treatments will be given to the child in an effort to reduce the susceptibility of dental decay.
    __________________________________________________________________
  2. We may also advise the use of a tranquilizer to assist in maintaining a more calm, even temperament during treatment.
    __________________________________________________________________
  3. The child has not received a general physical examination since (date), therefore, we are advising the parent that this be done by you as soon as possible.
  4. We will welcome any recommendations you may have, should there be any physical condition which may influence our treatment.  I should appreciate your filing this letter with the child’s health record as a memorandum for your information.

 

  1. DENTIST REFERRAL

 

  1. Your confidence in referring (child’s name) for dental care is much appreciated. I will do everything possible to please (child’s name) and their parents.
  2. Just a note to thank you for your referral of (child’s name) to my office for dental care.
  3. It was kind of you to recommend (child’s name) to my office for dental care. We will do everything possible for the child to justify your confidence.  The clinical and radiographic examination indicate the following.
  1. Eruptive age appears (normal/slow) with (all/No. missing) tooth buds (present/missing) and in a (normal/slow/advanced) state of calcification.
  2. (Moderate/Extensive/Rampant) dental caries, and in (no/some/many) instances apeutic treatment of the pulp and restorative procedures.
  3. There is no evidence of dental caries.
  4. (number) teeth will be extracted.
  5. Space maintainers (will be/are) advised.
  6. We have advised the parents that an orthodontic consultation would be in order.
  7. Interceptive eruptive procedures will be (advised/instituted) to help guide some of the (permanent/deciduous) teeth into a more advantageous position.
  1. A specific home care regimen and topical fluoride applications will be instituted to (reduce/maintain) the child’s level of caries susceptibility.
  1. Normally under these conditions we would expect the child to be quite apprehensive. I hope to overcome this problem with kind child management.  We may also advise the use of a tranquilizer to assist the youngster in maintaining a more calm, even temperament during treatment.
  2. (Child’s name) responded well to her new dental situation and seemed to be an excellent dental patient.

Thank you again for your recommendation.

______________________________

Team Leader   / Date