How to work recare in Dentrix Ascend
If you need to fill your hygiene schedules, then you may wonder how easy is it to run a re-care list in Dentrix Ascend?
To run a recare list in Dentrix Ascend:
- Click on Home – choose Recare Management
- Select the with recare option, unscheduled and select the date range you want
- Click search
This brings up a list with this data:
Now that you have this list of patients, you can just work down the list to call each one. It’s important to know that the far right column ‘last contacted’ is referring to the patient communications contact. It shows the date and type of either email or text message sent to the patient regarding this recare visit. If this is blank, then when you talk with this patient, you need to gather an updated email and cell phone.
A quick aside, be sure to choose ‘mobile’ for the phone number in patient information. It may be tempting to just leave the ‘home’ default when someone tells you they use their cell phone for their home number, but if you do not identify this number as a mobile number, then Dentrix Ascend will not try to use it to send text messages through the patient communications setup.
If you want to make a note for each patient you leave a message for on your recare list, then you will want to copy the recare list and paste it into word or excel. That will allow you to hop quickly between your windows to see each patient name and then call multiple numbers and then enter a note in the patient overview.
Another way to get into the Recare Management screen is to start from the overview screen and you can click on one of the bars in the graph in the recare box. Just by looking at the graph you can see how successful you are at scheduling the patients due each month for recare. Usually, it’s very obvious to see how far your team has gotten in their recare efforts because the bar heights are drastically different. This is a nice opportunity to praise your team! It also can be interesting to see the differences in the future months, are there far more patients due in one month over another before any recare calls are made?
I always like to count up my success at recare. To tally your results in Dentrix Ascend, this is easy if you paste your list into excel. You can easily see how many patients are on the list just by scrolling to the end of your list in excel. And, if your team likes to have a printed list, you can encourage them to highlight the patients they schedule and then total their success. Now you can see their percent success rate.
Once you track your success rate for a few months, now you can see what your team’s average performance is, and you can set a goal for future months. You also can set up an incentive program to bonus or reward your team members that beat this goal.
One of the benefits of working on a cloud-based dental software program is that you can allow team members to work remote (be sure to consider security on this one) and perhaps arrange for recare calls to be made in an evening. This may result in a higher success rate because your team is actually talking with patients rather than just leaving messages.
Now you know how to run a recare list in Dentrix Ascend, where to make notes after calls are made and how to track your performance. It’s time to go fill your schedule!
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If you’re managing a dental practice and want organized systems for easier dental staff training, then check out my Collections System and how to Set Up a Recall System. Once these internal systems are in place, you may want to focus on marketing with a system for New Patient Referral Tracking and handling patient complaints.
And, if you’re interested in a comprehensive approach to run your dental practice and train your team, visit Dental Staff Training Levels.