It seems to happen every year. A flock of patients come in between the fall and the end of the year to have their restorations done. October, November, and December tend to be the biggest crown and bridge months for most practices. Whether it be from finally meeting their deductible, using the last of their HSA before they lose it, or just putting it off, it can create a longer list of people needing, and waiting for devices.
While you can’t force patients to come in sooner, there are ways to alleviate the rush from these end-of-year orders.
Preparation and Planning
Though it’s not always possible to know when a specific case will come into your office, the better you can strategically plan each case, the easier it will be to receive their devices quickly. Knowing that the end-of-year rush can delay delivery, you must prepare ahead.
Here are some helpful tips for creating a more streamlined work process for quicker delivery.
Plan and Schedule
When you begin to work on your more complex cases, note how many appointments each case will need based on the steps required for completion. Schedule them out in a master calendar. The best practice would be creating a blueprint and schedule for your patient roster.
Ensure you reserve time each day to review and update your calendar as patient priorities shift. If your office staff is responsible for your calendar, they must understand how you want it set up and communicate with you to alleviate any misunderstandings.
Once you know how long each patient’s case will take, go into the schedule and start to mark when, in the process, you need to begin to work with your dental lab. This step is key as your team needs to know when to start the process. The lab will require detailed information on the case, including image files, imprints, and scans. Knowing what they will need to fulfill the case before you send it in will alleviate delays.
Make sure your scheduling team is aware of your goals, the importance of scheduling restorations, and the timelines involved in those cases.
Inform your Patients
The National Association of Dental Plans estimates only 2.8% of patients with PPO dental plans maxed out their dental coverage. Remind your patients early to check the remaining balance in their plans, as well as the rules and regulations of when the benefits need to be used.
You can do this with a friendly email to all your patients in the fall. You can also follow up with specific patients you know are waiting to return for restoration sooner than later. Have staff call the patient to make their appointments and remind them to use their benefits. Patients often put things off, and gentle follow-ups are almost always welcomed — especially when you put it in the frame of improving their health, saving them time and money by preventing more complicated dental work.
Don’t Hesitate
Your office will get busy. At some point, your staff may put off a task for an hour or a day, only to realize a week goes by. In other cases, some staff may still need to understand the importance of timing. Keeping your team focused on the schedule is critical to completing your cases without delay.
Partner with Your Dental Lab
The good news is that with the end of summer comes the end of summer hours and vacations. Your dental laboratory should be fully staffed. Working closely with your lab is one key to managing end-of-year demand or requests for devices or appliances that need to be rushed.
The relationship you establish with your dental lab will impact your quality of care and your patients’ experience. You should expect your lab to be committed to meeting your expectations for a high-quality restoration. When your patient realizes they can depend on your team for exceptional results, they are more likely to return and recommend you to others.
Communication
The basis of any successful relationship is clear and timely communication. An excellent dental lab will be transparent, answer questions, and work closely with their dentists to produce the best outcomes. They are your partner in each restoration and throughout the partnership. With a strong lab relationship, you are more likely to solve problems quickly and obtain the best results the first time. You are never alone with the right lab.
Expertise
Labs should employ certified lab technicians, and that should include technicians with extensive years of experience. Dental technology is constantly changing, so the best labs offer regular training to their staff. A well-trained and skilled dental technician will consistently produce high-quality restorations crafted to match each patient’s natural smile.
Quality
A dental lab should only be using the highest-quality products and materials. Labs should also work with certified vendors, ensuring they can trace a material’s origin. Traceability means following a material’s path from the beginning of the supply chain to the final product. Dental professionals can view a laboratory’s dental record outline for every restoration. Quality management is core to the success of a premier dental lab. A laboratory’s quality management system should be regularly audited by an impartial third party.
Find the Right Partner
Kuwata is an ISO 9000 certified lab, the highest quality management system certification level. Our dedicated, certified technicians have years of experience and undergo continuous training to advance their knowledge and skills.
We pride ourselves on our outstanding and personal customer service. A lab that is there for you at the ready makes a remarkable difference in delivering quality dental services catered specifically to your patients’ needs.
At Kuwata, the satisfaction of your patients is always a top priority. We are an innovative dental laboratory that focuses on the balance of technology and craftsmanship for restorative and esthetic dentistry. With Kuwata as a partner, we ensure your patients receive their restorations and appliances with an accurate fit the first time.