Tips of The Trade

[lhopkins]

I would like to hear the little tips & tricks you have created that help your office function better by adapting an aspect of SoftDent.  For example:  We are a fast paced high production office.  We communicate on the fly any way we can.  Colors, hand signals, code words, notes, headsets, Team Talk etc.  One of the most efficient communications we have created within SoftDent is a series of codes to act as enhancements to the existing ADA code list when scheduling appointments.  We already had an office term associated with our most commonly used ADA codes and have set our Scheduler parameters to display those as part of the information associated with the schedule, but we have also created a series of 500 level codes in order to provide more detail about any type of standardized code that could have multiple possibilities.  The actual code that will end up on the patient's transactions, insurance claim, etc may be a D0140, but when we schedule the appointment, our front desk will add one of our 500 codes to clarify.  A 0501 would indicate the emergency exam is due to swelling or pain which would more than likely be a x-ray, short check, prescribe an antibiotic and get them back for restoration or extraction once the probable infection is under control.  A 501.5 is for trauma that may require an operatory be prepared & waiting for the patient to be seated immediately upon arrival.  This patient would have to be handled gently and may require additional staff.  Assistants would probably set out additional 2x2's than usual.  It may require stitches, more extensive x-rays, or even coordinated hospital care.  A 0503 indicates the patient has broken tooth or a 0511 is for a broken filling each of which would necessitate an x-ray, possible temporary, either immediate if schedule allows or reschedule for filling, possible root canal &/or crown.  We have over twenty self created codes that help our front desk be aware of potential production to fill a cancellation same day or to maximize scheduling in a tightly booked day.  And our back staff have greater insight into the severity, length and instrumentation that may be required for that specific type of procedure.  This improves efficiency which translates into patient confidence and satisfaction.  Plus, we rarely go to lunch late or leave late. These simple additions greatly enhance the communication of a glance at the schedule.

What are your tips & tricks?

[JaneeFDA]

WOW!! That is a great idea. We have a pretty big team as well, one of the thing that helps us out A LOT are route slips. We've recently learned to print the route slip as a PDF, therefore, prior to printing we can go in and write (comment; adobe) all the information we need to know between clinical/administrative staff. So far so good!!

[mbrown]

We still use paper routers, too, and use it to share information between the front and clinical. Dozens of ADA codes print in the lower half of the page, if the patient doesn't have a treatment planned. Is there a way to change this setting, to have it remain blank unless pt has treatment? @ayman 

[uniondental]

We use several of the things mentioned.  We have an entire list of "communication codes" in the 9999 range for all possible conversations with patient.  Every thing related to patient care/follow up has been coded so we can all follow along in real time.  We also use Skype for messaging for our front office and business team.  You can send group messages and team members can sign in and out so Skype follows the member as they change desks and move around the office. It keeps everyone in the loop at all times. 

[mdunham]

Wow, this is great!  I love efficiency as you described.  We generally write a note on the appt card, but we may use something like this.    We also use SLACK messaging service to speak from monitor to monitor.  

[suzanne]

I love these tips!  I was wondering if you have also created any modifier codes for procedures where there would be no charge: for example, if a crown is being recemented w/i 2 months of the original cement date.  We have just been posting as the original 2920 code and zeroing out the fee.  But would it be better to create a 2920.10 code for the "no charge" recements?  We also run into this issue for partials/dentures, since all adjustments and tissue conditioning w/i the first 6 months are included in the original fee.  Is there a better way to handle these situations so it doesn't skew our ADA Production by Code reports?#

[mdunham]

We use the code 2740.2 (Delivery of All-Ceramic Crown) it has a zero fee and Closes a lab case.  Respectfully this type of codes is created for other procedures which require delivery.  

[shanab]

Loree Tips of The Trade, What a great solution for your office!  As a SD trainer, I will keep that in mind if an office ever expresses the need to handle a similar work environment!  I hope some other community members will share their tips as well!