Last week, I kicked off the Dental Patient Journey series, where I laid the groundwork for our discussions about the entire patient experience—from the pre-visit preparations to the day of the appointment and even the follow-up. Today, I want to dive deeper into a crucial element of this journey: the Dentrix Pre-Visit Checklist. This simple tool can significantly enhance your practice’s efficiency, reduce stress, and ultimately lead to better patient relationships.
Listen to full episode on SoundCloud
Listen to full episode on Apple
Preparing for Success
The biggest challenge I hear from dental teams is the lack of time to prepare before the patient arrives. Many of us find ourselves scrambling at the last minute, which only amplifies stress. However, if we shift our focus to preparation, we can transform that scramble time into productive planning. Imagine walking into your office, knowing you’ve done the necessary groundwork to welcome your patients confidently.
A well-crafted Dentrix Pre-Visit Checklist will help you address key areas before patients walk through the door. This preparation isn’t just about being organized; it’s about creating an atmosphere where patients feel valued and understood. When you’re prepared, you’re less likely to feel overwhelmed by unexpected situations, allowing you to focus on what truly matters: patient care.
Building the Checklist
So, what should your Dentrix Pre-Visit Checklist include? First and foremost, insurance verification. I know it can feel tedious, but checking if patients have the same insurance, they had during their last visit is essential. If you fail to verify this crucial detail, you risk claims being denied, which can lead to significant headaches down the line. Ideally, utilize an automated insurance eligibility platform to streamline this process. Knowing your patients’ coverage details ahead of time will save you from scrambling to fix issues when they arise.
Next on your checklist should be ensuring that any necessary patient forms are completed before their visit. Patient forms can be automated, making it easier for everyone involved. When forms are filled out in advance, your hygienists can spend more time on patient education rather than administrative tasks. Nobody enjoys the old-fashioned clipboard and pen routine, and automation can eliminate that hassle.
Welcoming New Patients
For new patients, personal touch matters. Consider including a step in your Dentrix Pre-Visit Checklist to send a welcoming message before their appointment. Whether through text or email, a warm welcome can make a world of difference in how new patients perceive your practice.
This message can also include links to any forms they need to complete, further enhancing their experience.
Don’t forget about confirming appointments. If you’re not already automating your confirmation process, it’s time to start. While automated reminders may cover most patients, a personal follow-up can help ensure that everyone is on the same page. This proactive approach not only minimizes no-shows but also reinforces the importance of their visit.
Comprehensive Care
Your Dentrix Pre-Visit Checklist should also address specific patient needs, such as pre-medication requirements or the status of credit cards on file. If you manage a practice that performs surgeries, it should be ensured that all consent forms are prepared and sent in advance. This preparation can prevent unnecessary delays and provide a smoother experience for your patients.
The goal of your pre-visit preparations is to create a seamless workflow. Imagine the relief of having everything in order before your patients arrive—no last-minute surprises, no scrambling to verify information. This level of preparedness will foster trust with your patients, as they’ll recognize that you value their time and care about their experience.
Conclusion
As we continue this series, I encourage you to take the time to develop your personalized Dentrix Pre-Visit Checklist. It doesn’t have to be a lengthy document; instead, focus on the key areas that will make the biggest impact in your practice. By embracing preparation, you’re not only enhancing your workflow but also building stronger relationships with your patients.
Stay tuned for our next podcast, where we’ll discuss the day of the visit and what it takes to make that experience exceptional. Together, we can elevate our practices and ensure that every patient feels valued and cared for.
