Key Dental Systems, LLC - Practice Analysis

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Just as you encourage your patients to get dental “checkups” at least every 6 months,
we want to encourage you to assess the health of your practice by completing the following diagnostic practice analysis. Once you have submitted the questionnaire, we will contact you
and discuss your most important concern. This is a no-obligation, free practice analysis – no strings attached!



Production Efficiency		Always	Usually	Some- times	Never	Don’t Know
1	Practice philosophy and vision are expressed by the Doctor; everyone understands it and strives daily to attain the vision and meet the practice goals
2	Everyone arrives on time so that the first patients can be seen on time
3	The office is designed for effective use of equipment and flow of patients through the office
4	The office equipment provides for efficient production, quality dentistry and infection control
5	Practice uses a laboratory that minimizes adjustments and time needed for insertion
6	Practice uses assistants and hygienists to their fullest allowable capabilities
7	Practice has enough instruments and set-ups to encourage efficiency and prevent delays
8	Practice regularly runs on time by performing treatment during time allotted
9	Practice maintains inventory control so that necessary supplies are always available; inventory ordering is efficient and performed once a week or less
10	Practice has productive, positive morning huddles that allow the team to ask questions, resolve potential problems before they become issues, and work more efficiently


Scheduling Efficiency		Always	Usually	Some- times	Never	Don’t Know
11	Practice pre-appoints regular recare appointments when appropriate
12	Practice uses computerized appointment scheduling effectively with expected procedures and fees listed
13	Scheduling system includes usage of pre-blocked power slots for larger procedures
14	Broken or failed appointments in the schedule make up less than 10% of all appointments and are filled using an effective system
15	Practice regularly runs on time so there is patient expectation of promptness
16	Practice handles emergency patients and unexpected problems effectively


Accounting Systems		Always	Usually	Some- times	Never	Don’t Know
17	All bills are paid on time
18	Office operates from a monthly budget
19	A monthly Profit and Loss Statement is generated and each line item expense compared to the budget
20	A monthly Profit and Loss Statement is generated and each line item expense compared to the same time last year
21	Profit and Loss Statement shows percentages of expenses to revenue
22	Doctor has reserves set aside equal to or greater than 3 months expenses


Financial, Insurance and Business Office		Always	Usually	Some- times	Never	Don’t Know
23	At least 98% of all fees are collected
24	Practice uses an effective filing system that minimizes time spent pulling and filing charts
25	Forms in the patient chart are easy to use and organized in such a way that data is easily retrieved
26	Insurance is filed in the most efficient manner with narratives, photos and x-rays attached when needed
27	Insurance benefits are explained to the patients using proper verbiage
28	Confidentiality and privacy issues concerning patients are always a priority and observed by everyone
29	Financial policy is written and followed by the Team unless the Doctor chooses to deviate from it
30	Financial arrangements are made with every patient prior to treatment
31	It is recognized by all who answer the phone that the use of body language and eye contact is nil in this situation and so therefore, every effort must be made to create energy and excitement with the use of a pleasant voice and proper inflection
32	Computer systems are kept updated and back ups of computer data are performed daily and moved off-site
33	Treatment performed is compared with treatment entered into the computer daily (checks and balances)
34	Deposit balances daily with figures on day sheet - Bank deposits are made daily


Hygiene Department		Always	Usually	Some- times	Never	Don’t Know
35	Patients are given a periodontal evaluation and health histories are updated at every hygiene visit
36	Patient acceptance of periodontal therapy is greater than 90%
37	Hygienist's production generated is 4-5 times the amount of hygiene salaries
38	Insurance constraints do not determine diagnosis and treatment recommendations
39	Proper coding for periodontal procedures is used
40	Patients are classified according to periodontal health status and therapy is consistent with guidelines for each case type
41	Patient education is a high priority; the link between periodontal health and overall health is explained to every patient
42	Incomplete treatment is presented at recare appointments and a determination is made as to why the patient has not completed recommended treatment
43	Hygiene production, goals and treatment acceptance are tracked and reported at team meetings
44	Charts are reviewed before morning huddle and any possible problems discussed
45	Recare effectiveness is at least 85%
46	The recare system protocol is written and recare is kept up-to-date on all patients at all times
47	Policies regarding patient radiograph procedures and patient fluoride treatments are understood by the clinical team and followed as outlined
48	Flex checks by the Doctor are utilized for maximum efficiency
49	Comprehensive exams and periodic exams include an oral cancer exam


Miscellaneous Clinical		Always	Usually	Some- times	Never	Don’t Know
50	Risk management precautions are taken seriously with particular concern to proper documentation in the patient chart and use of consent forms when applicable
51	Any and all technology is utilized to its fullest extent
52	Team and Doctor continually update their clinical skills and stay abreast of new technologies and materials
53	Infection control guidelines and OSHA requirements are met at all times
54	All equipment is kept in good working order; cassettes are utilized for instrument management and efficiency
55	Statistics concerning clinical procedures are tracked and reported at team meetings
56	Patient confidentiality and privacy are maintained at all times in the treatment room


Marketing		Always	Usually	Some- times	Never	Don’t Know
57	Team members realize the value of recruiting new patients and retaining existing patients
58	Team members and the Doctor actively recruit new patients and are rewarded for doing so
59	Patients are thanked for referring new patients
60	A marketing plan is designed by the Team members and Doctor and all have a part in carrying it out
61	A consistent theme or logo is maintained
62	Welcome letters are sent to every new patient
63	New patients and referrals are tracked to assist in evaluating marketing effectiveness
64	Practice makes concerted effort to reactivate existing patients at least quarterly
65	Retention rate is at or greater than 90%
66	Marketing is provided to encourage a sufficient gain of new patients for growth of the practice
67	Post treatment care calls are made daily by Doctor and Hygienist
68	Team members give a great first impression of the practice
69	Team members and Doctor use every available opportunity to enhance the patient?s perception of the practice using low cost or no cost internal marketing ideas
70	The image of the practice is maintained by keeping the facility neat and clean


Case Acceptance		Always	Usually	Some- times	Never	Don’t Know
71	The Doctor presents only the most comprehensive and ethical treatment plan without letting insurance constraints determine diagnosis and treatment recommendations
72	Stabilizing treatment plans are presented only when all avenues are explored for the patient to receive the most comprehensive treatment
73	Practice has established benefits for services performed and stresses benefits rather than features to the patient
74	Patient education and co-diagnosis is a high priority - videos, brochures, intraoral camera, photographs, x-rays, hand mirror and other visuals are used with every patient
75	The Doctor and entire Team are committed to providing optimal oral care and provide a positive, caring environment for patients
76	Practice uses dental history to determine the patient's needs and wants before discussing treatment needs
77	The Team uses personality profiling with patients in order to better communicate and build rapport
78	Body language, voice tone and words spoken when communicating with patients are congruent with one another in order to build trust and believability
79	Team members regularly discuss better ways to gain higher case acceptance and provide optimal care (includes enhancing verbal skills and staying abreast of new modes of treatment)
80	Case acceptance is at least 85%; follow up with patients who do not complete treatment is done consistently


Personnel Management, Leadership and Teamwork		Always	Usually	Some- times	Never	Don’t Know
81	Practice has a written employee handbook that addresses all aspects of conduct and office policies
82	Employee benefits are written and are consistent among all employees
83	Practice provides a secure environment for personnel with honest and open communication amongst the Team and Doctor
84	Practice has clearly defined goals and employees know their role in achieving the goals
85	Employees have job descriptions and understand their responsibilities in the practice
86	Employees are made accountable for their jobs with appropriate reporting mechanisms
87	Employees are rewarded and appreciated for excelling at their job and meeting goals of the practice
88	Continuing education for personal and professional development is encouraged and provided
89	Practice hires qualified personnel following new hire protocol and compensation is at or above average
90	Employees are expected to maintain optimum oral health and dental care is provided by the Doctor at no or very little cost
91	Employees are praised and thanked at least daily by the Doctor
92	Compensation reviews are conducted separate from performance reviews
93	Performance reviews are utilized to evaluate job performance and plan individual goals for the employee; this feedback is given at least once a year
94	Employees brag on the Doctor in front of the patient
95	Employees regularly engage in peer praise and offer to help each other when needed
96	Team members are allowed to use their best judgment in solving problems once adequately trained
97	Team members are encouraged to perform their duties with very little supervision as long as they are trained and performing at a high level of proficiency
98	Guidelines for reprimand and termination of employees is written and followed
99	Personnel files are maintained properly with all absences and other pertinent information documented
100	The Doctor leads the Team Meetings; the agenda is pre-planned and everyone is present and prepared


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