#16 – Huddle

All doctors begin their days with a huddle.  This is a great time to set the tone of the day.  Everyone on the doctor’s “team” will be present for this meeting   doctor, chairside(s), EFDA, and hygienist(s). The secretary leads this meeting.

Why waste 15 minutes of our productive day just talking to each other? Well, here are some benefits.

  • Reduces stress on team by: Eliminating surprises; Seeing where the tough parts of the day are so staff can adjust their responsibilities to smooth things out
  • Emergencies – Discuss those that are scheduled; Designate time/staff for unexpected emergencies
  • Finding scheduling “glitches” and straightening them out in advance (example: time for a procedure is incorrect, or denture might not be in yet)
  • Letting all staff-hygienists- docs assistants and secretaries know where holes are in the schedule that need to be filled
  • Highlight our new clients- lets talk about them and make sure they have a good experience
  • Medical problems- all premeds taken, staff made aware of clients with significant health problems
  • All lab cases ready for today and tomorrow
  • Any clients with financial problems”Special clients”-long time “gold clients” and especially fun people
  • What to do if a staff member is absent who is filling in, or if no help, how can a column be shut down
  • How productive were we yesterday and how are we doing today- are we on track for bonuses
  • A little time to enjoy each other, share some family stories, and start the day with a smile.

So you are ready for your huddle. Here are some tips to help “your” meeting run smoothly.

  • Start on time
  • Avoid side conversations among staff until you are finished
  • Keep it light and fun
  • Make notes on what you need to do when the meetings end (how feelings, rearrange times, etc.)

How to prepare for huddle

  • Secretary needs to arrive 30 min before huddle
  • Print schedules for the huddling doctor to make his notes: yesterday doctor schedule, today doctor schedule, today other doctors’ schedules, today hygienists, doctor’s next day in.
  • Is an estimate sheet for comprehensive treatment included if necessary?  Are FAs noted in appointment notes?
  • Check all patient notes on schedule for information needed during appt.  You will find the musical notes on the schedule.
  • Update goals and figures spreadsheet.  You will find this in excel under daily figures.  Figure up the daily goal for today and yesterday and where we are for the month.What was:.Total production, estimated for today and actual from yesterday for each dentist, hygienist for yesterday and today
  • How is whole group doing toward monthly goal?What is today’s estimated production?
  • Listen to the messages for cancellations, emergencies, etc.
  • To prevent over discounting, track all managed care patients in today’s schedule.  All managed care patients are in the computer in all capital letters and already get the best discount possible.
  • Check the family file of each patient and make note of all G-mail e-mails.  These patients will be asked to leave Google reviews.
  • Check insurance for all managed care patients that are getting fillings or crowns.
  • Fill in open units for doctors and hygienists for 3 days out.  Advise doctors and hygienists what all open time is for today and tomorrow.
  • Check the calendar and Dentrix notes for special events: half-day observations, birthdays, anniversaries, etc.
  • Review which hygienist the doctor checked yesterday – how many periodic exams did they expect to do and how many did they actually do.  Why didn’t they do the exams they missed?
  • Which hygienist does the doctor check today?  Copy of the hygiene check schedule is at the front desk.
  • Check the assistant’s schedules to see who is C&S today.
  • Review today’s patients for “problem patients” to alert providers – past PRs, collections, large balances, chronic late/no shows, etc.
  • Check the doctors’ schedules for upcoming case presentations – alert the doctor who and when so they can make sure the presentation is ready

At the huddle, use everyone’s time wisely.  Don’t try to read down everyone’s schedule client by client.  Highlight the important information:

However the chairsides and hygienists should have reviewed every client chart they are treating. They will bring up any specific client concerns.

When your huddle is finished your team should:

Feel like they know what everyone is doing

Know what they can do to help each other.

Know how to be most productive and which clients need “extra” care.

Start the day positively.

The On Track Huddle- Take to Huddles: Doctor’s last day  worked, today, next day worked, hygiene today

Is all staff present?  Did everyone clock in? Anyone late yesterday?  Document on Late to huddle sheet if anyone is (this is located w/ the attendance tracking sheet) _____________________________

Any Bdays or anniversaries?  _________________________________

Let’s review yesterday’s schedule:  the good, the bad, and client feedback.

a.  Any client problems?- upset, frightened, past poor appt, long wait, etc.____________________

b.  Anyone running late?

c. Care to share cards given out who did the Dr. ask for a referral?

d. How many periodic exams was the Dr. scheduled to do ________ how many completed ________

Production goals- dentist

The goal is $______.  Daily Goal is: $_____Month-to-date we need $_____ to meet goal.  Yesterday you were scheduled for $______.You actually produced $______. Variance because:  _________________________________________________Today you are scheduled for $______.

Let’s review today’s schedule:MANAGED CARE ____________Assistants: do we have any patients scheduled that have outstanding commitments?

a. Which hygienists is dentist checking?  __________________________

b. Emergencies: Where do they fit into today’s schedule?  _______________________________

c. Who needs Care to Share cards today?  Who referred who?

d. C & S:  who and when? _______________________________

e. Lab cases here for today?  Does lab need to be called?

f. Do you have all your pamphlets in the charts for today’s treatment?

Review Warranty Coverage.

6. Production goals:  Hygienist

The goal is $______.  Daily Goal is: $______Month-to-date we need $______ to meet goal. Yesterday you were scheduled for $______. You actually produced $______. Variance because:  _________________________________________________Today you are scheduled for $______.

Hygiene commitments successes from yesterday

7. Let’s review hygienists’ schedules.

Any commitments for today?

8. Secretary

Holes in any schedule we need to fill today?  (RDH → doc or doc → RDH) ________________Openings in Doc and hygiene schedule tomorrow ______________________________Financial arrangements complete for all treatment yesterday and planned today?  Which secretaries are available for FAs today? _________________________________VIP’s:  top clients, family/friends, staff, community leaders/business people

Projects:  ___________________________________________________________

Case presentation scheduled in the next 3 days: _____________________________

What’s the best thing that happened yesterday?

*** To be checked off you must Tape record huddle and turn in to team leader to review.

 

_________________________________  __________________

Signature of TL                                                 Date

 

_________________________________  __________________

Signature of Huddle Dr.                                     Date

 

The On Track Huddle- Pedo

Is all staff present?  Did everyone clock in?    Document on Late to huddle sheet if anyone is.

Any Bdays or anniversaries?

Yesterday’s schedule:  the good, the bad, and client feedback.

a. Anyone running late?

b. Care to share cards given out

Production Goal  _____________________Today’s schedule- lets review:  doctor

New Patients today (who referred them):

Do we have time for emergencies? __________________________________

Consults for today:

Upcoming consults:

Any Medical Alerts?Assistants do you have the project list?  Do you have time for projects?

Who is checking charts? __________________________________________

Do you have all of your pamphlets for today’s treatment?

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.

f. All lab cases on schedule, who is checking?

g. Openings in Doc schedule next time  ______________________________

h. 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

Huddle for Oral Surgeon

Is all staff present?  Did everyone clock in? Anyone late last Saturday worked? Document on Late to huddle sheet if  anyone is (this is located w/ the attendance tracking sheet)

Any Bdays or anniversaries?

Previous schedule:  the good, the bad, and client feedback.

Today’s schedule- lets review: 

Any Medical Alerts:

Production for the day __________________

Secretary Review

a. Any client problems? – Upset, frightened, past poor appt, long wait, etc.________________

b. VIP’s:  top clients, family/friends, staff, community leaders/business people

c. Projects:  ___________________________________________________________

d. Review the next day’s schedule ______________________________

e. Do you have all your pamphlets / folders and charts for today’s treatment?

f. What’s the best thing that happened on _______________?