In this episode, I dive into how the clinical team can play a crucial role in improving the closing rate for the admin team when it comes to scheduling patients and increasing case acceptance. One key aspect is ensuring that the clinical team has all the necessary information and verbal skills to effectively answer patient questions and address their concerns. This level of preparedness is essential in building patient trust and confidence, which directly impacts their willingness to schedule treatment.
A significant part of this process involves proper documentation of the diagnosis. I highlight two effective options for this: using the procedure note or including the diagnosis in the clinical note. Both methods have their distinct advantages and can be tailored to fit the workflow of the practice.
Using the procedure note allows for a detailed account of the diagnosis to be directly associated with the specific procedure performed. This method ensures that the treatment coordinator has a clear, concise, and easily accessible record of what was done and why. This can be particularly useful in situations where the patient has follow-up questions or requires clarification about the procedure. The detailed procedure note provides a comprehensive reference that the admin team can use to give accurate information.
On the other hand, including the diagnosis in the clinical note offers a broader context of the patient’s overall oral health status. This approach allows for a more holistic view, which can be beneficial when discussing long-term treatment plans or when multiple procedures are involved. The clinical note can serve as a valuable tool for the treatment coordinator to explain the interconnectedness of various treatments and the overall benefits for the patient’s oral health.
Both documentation methods are designed to equip the treatment coordinator with the precise information needed to answer patient inquiries promptly and accurately. This preparedness not only enhances the patient experience but also significantly increases the likelihood of scheduling treatments. By bridging the communication gap between the clinical and admin teams, we create a seamless and efficient process that ultimately benefits our patients and boosts practice profitability.
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