Are you in control of your schedule, or is your schedule in control of you? In the demanding field of dental hygiene, it often feels like we're passengers rather than drivers of our workdays. On the days I neglect minimal preparation or planning, I find myself reacting to circumstances rather than shaping them. Even simple tasks, like packing my son's lunch the night before school, can significantly impact how smoothly my day unfolds.
Here are the actions I've taken to reduce stress, improve my time management, and ensure my team and I meet our goals.
Look ahead in your schedule
Spend a few minutes a day or two in advance to review your schedule. Identify patients who need additional assessments, x-rays, perio charting, or other unplanned items. Collaborate with the front desk to inform patients of these needs and make necessary schedule adjustments. While surprises are inevitable, such as last-minute cancellations or unexpected patient issues, proactive planning can mitigate their impact.
Take ownership of your schedule
Your schedule is yours alone. Treat it as your own mini business within the practice. It's not necessary to complete everything within 50 or 60 minutes for every patient. Each patient is unique, and your schedule should reflect their individual needs.
Identify patients who may require extra time due to factors such as chattiness or high calculus load, and plan accordingly. Share any unexpected patient needs during the morning huddle. Huddles should focus on what is not on the schedule, not just what is on the schedule. By addressing potential disruptions and stress points beforehand, you can reduce unexpected interruptions.
Think beyond schedule constraints
Not every patient fits neatly into a 60-minute slot, just like every drive to work isn't exactly 20 minutes due to many factors. Similarly, your patients' needs will differ, and your schedule should accommodate these differences. For instance, if a patient requires sealants, dedicate 30 minutes for that treatment specifically rather than squeezing it into a prophy visit. For patients who need frequent fluoride treatments due to high caries risk, consider short 10-minute appointments. Prioritize doing only what you can do well within the available time and reschedule the rest.
While patient convenience is important, their health and comfort are paramount. Communicate the necessity of follow-up visits to ensure they understand the importance of returning for additional care. Avoid attempting to scale and root plane perio patients in a single 60-minute prophy session. Proper scaling and root planing require patient consent and a detailed treatment plan, which cannot be rushed.
Patient care extends beyond your operatory
Ensuring patients' oral health outcomes depends on routine care. Part of our role as prevention experts is to make it easy for patients to attend these appointments. I make it a habit to call my patients before their appointments to address any questions or concerns. Whether it's about a sore spot, the use of a power brush, or post-treatment recovery, these calls significantly reduce no-shows. Patients often no-show or cancel due to unanswered questions about pain, recovery time, or financial concerns. Addressing these issues beforehand reassures them and increases attendance.
If financial questions arise, I direct them to a front office team member. This quick call can eliminate uncertainties and ensure patients feel comfortable about their visit. By incorporating these calls into your day, whether by blocking a few minutes in your schedule or using time from no-shows or cancellations, you can drastically reduce missed appointments. Prioritize this task before sharpening instruments or other duties.
Over-communicate with your team
Clear communication with your team is crucial. Share your schedule preferences and expectations and collaborate closely with the front office. Educate them on how to effectively discuss hygiene with patients. If your front office team isn't used to this level of partnership, explain that you're adopting a new approach to enhance efficiency. With kindness and clear communication, they'll support your efforts.
By taking a few minutes to prepare and think critically about patient needs and your ideal schedule, you can transform your workday from reactive to proactive. This strategic approach allows you to lead your day, rather than letting your day lead you.
