Streamlined Protocols for Managing Big Cases: Ensuring Consistency and Patient Satisfaction
Discover the streamlined approach to managing big cases in dental practice with a well-defined protocol that ensures consistent, efficient results and satisfied patients every time.
Managing large cases in a dental practice can be complex, but having a well-defined protocol ensures consistent, efficient results and satisfied patients every time. In our practice, we’ve developed a streamlined approach that begins as soon as a patient pays for their case, setting the stage for a smooth process from start to finish.
Initiating the Protocol
The moment a patient makes payment, we activate our checklist protocol. This involves assigning one administrative team member and one clinical team member to manage the patient’s case. These team members are responsible for overseeing the entire process, ensuring that nothing falls through the cracks.
Their key responsibilities include:
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Identifying the lab technician who will handle the case.
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Scheduling all patient appointments.
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Coordinating with the lab for smile design, whether digital or analog.
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Timing the sending of scans and photos of provisionals.
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Scheduling the final seating to align with lab fabrication timelines.
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Planning ahead is crucial in this process. It helps avoid long waits for lab work and prevents patient frustration due to unexpected delays.
Patient Consultation and Planning
Again, after the payment is made, we schedule a detailed meeting with the assigned team members and the patient. During this meeting, the team reviews a cover sheet that outlines all appointment dates and times. The patient is walked through the entire process, from the initial preparation and provisionals to the final delivery.
The clinical team member also discusses essential pre-appointment details, including:
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Oral sedation medication instructions.
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Driver consent requirements.
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Rinses, gels, and special instructions for caring for temporaries.
We want to avoid situations where important details are forgotten, especially after a big prep appointment when the patient may be medicated and less likely to remember instructions.
Utilizing the Cover Sheet
The cover sheet plays a pivotal role in keeping everyone on the same page. This sheet is added to the patient’s chart and placed in their lab pan, ensuring that on the day of the appointment, the entire team is aware of the case timeline and the next steps.
Having a detailed timeline on the cover sheet allows me to determine how soon I need to submit the lab prescription. This approach is much more efficient than chasing down team members for scheduling and lab return dates, and it consolidates all necessary information into one accessible location.
Ensuring Consistency and Efficiency
No matter what workflow you follow, a consistent protocol that involves the entire team is essential. It ensures that patients understand the process and helps maintain the consistency and efficiency that are key to successful case management.
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