about

, Ph.D., M.S.

© The Bio-Engineering Co. 2015

www.DeanBellavia.com

For over four decades, Dr. Bellavia hasworked with hundreds of new and establishedpractices like yours and with thousands ofteam members to design most of the state-of-the-art orthodontic systems used today.

Dean has published four management bookson orthodontics and two books on personality,has written scores of articles on practicemanagement, has lectured to thousands oforthodontic professionals, and provides youwith semi-monthly “Management Pearls” atwww.DeanBellavia.com

Dean has spent the last 4 years

developing A~D~D~I~C~T…the complete, systematic approachto practice management.

The Purpose of this Lecture…

…to make you familiar with A~D~D~I~C~T, aneffective, systematic approach to creating your

orthodontic management systems.

The A~D~D~I~C~T approach is simple in concept,but detailed in application; detail that cannot be

presented in a one-hour lecture.

But there is much detail in this lecture, which isavailable from the AAO lectures recordings.

This is a 3-Part Lecture about:

III) Using A~D~D~I~C~T to create systems (slides 18-42)

II) Defining A~D~D~I~C~T (slides 10-16)

I) Defining Management (slides 4-8)

The Purpose of this Lecture…

What is

Orthodontic Practice Management?

(slides 4-9)

Management is composed of 3 Entities:

1) Your well-chosen, well-organized, & well-trained Team…

…with an attitude of responsibility for the tasks they perform

What isOrthodontic Practice Management

2) Your management Systems that your team works with…

…without systems (organized procedures) you have chaos

3) A Systematic Approach to installing your systems;

. referred to as A~D~D~I~C~T

Doctor (responsible for everything)

Clerical.Coordinator(responsible forclerical team)

Clinical.Coordinator(responsible forclinical team)

REC TC FIN DA RT LT

1) Your Management TEAM

With designated people responsible for their systems.

The purpose of a Tx Quality Control is to provide an efficient & effectiveresolution of the Pt’s. orthodontic problemsyour Tx Mechanotherapy.

The purpose of a Partnership or Association is for all of the doctors towork compatibly and effectively with your team.

The purpose of Setting & Attaining Goals is to set your practice on arealistic and successful course of controlled growth.

The purpose of the New Pt. Experience (TC Program) is to provide anexceptional service that makes your patients refer their friends.

The purpose of Team Scheduling is to efficiently and effectively utilize thedoctor and staff’s time to effectively treat patients.

The purpose of Team Training is to have all of your team quickly,completely, and effectively trained in their positions.

The purpose of Team Hiring is to have all of your team members workingin positions that they are naturally inclined to do well in.

The purpose of Team Organization is to have all of your practice’spositions filled to efficiently meet your production levels.

Fall into 8 Unique & Interrelated Categories

2) Your Management Systems

DecideAnalyze ImplementDesign TweakCritique

…but the chain is only as strong as its weakest link…you need to give every step its due.

3) A Systematic Approachto Installing Your Systems called...

And, to get the big picture, let’s see

an example of A~D~D~I~C~T in action.

A~D~D~I~C~T…a sequence or chainof logical steps…

Using A~D~D~I~C~T to design your

OBS-Recall Control System

Decide: Who is responsible for the OBS Control Program: TC or DA

Design: Visit Procedures, OBS Scheduling, daily OBS Control Log

Analyze: (OBS Started) (OBS from Exams) = OBS Conversion Rate

. Examples: 67/98 = 68% = OK 34/98 = 35% = Needs Control

(Ph-II Started Y-to-D) (Ph-I Started Y-to-D) = Ph-II/Ph-I Conversion Rate

. Examples: 46/60 = 77% = OK 22/60 = 37% = Needs Control

Implement: Pts. on Schedule with TC/DA, Visit Procedure, Follow-up (log)

Critique: Calculate your monthly OBS conversion Rates…improving?

Tweak: Improve Procedures/($)Options, New Responsible Person, etc.

The Purpose of this Lecture…

Defining the six aspects of

A~D~D~I~C~T

(slides 11-16)

Implementing change without adequate analysis islike driving with a blindfold—you’re in for a disaster!

You will need at least 12 months of the following:

• Total number of Full, Ph-II, Ph-I, Limited & Invisalign Starts

•• TotalTotal Patients seen (for last 12 mo)

• Total number of New Patient Exams (not recall exams)

• Total number of exams Placed on OBS Recall• Total OBS Recall Started in any Active Tx

• Total Full & Ph-II DeBands

• Total Patient Tx Days (<5 hrs = ½ day)

• Total Clinical Staff (full time equivalents)

• Total Clerical Staff (full time equivalents)

• Total Clinic Treatment Chairs (available to the DA’s)

• Active Tx Appointment Interval Sequence

• Completion of Active Tx by ECD• % of Referrals from: Family Dentists & Patient/Family

nalyze minimal statistics

Are your TC’s conversion rates and internal marketing adequate? If so,great, otherwise Step-5 is to improve your TC program.

Once Step-1 through Step-6 are accounted for, you can move on toStep-7, improving your Scheduling system.

Is your team Fully Trained? If so, great, otherwise Step-6 is train them.

Installing a New Computer? Step-3: install it before implementing ADDICT.

Moving into a New Office? Step-2: move in before implementing ADDICT.

Adequately staffed? If so, great, if not, Step-4 is to organize and hirestaff—your systems are embedded in your team…no team…no systems.

Are you considering an Associate? If so, Step-8 is when you should do it.

ecide what to do and when

“Management Kits” are an integral part of

A~D~D~I~C~T for quick/comprehensive systems design

Informational Videos—Design Workbooks—Detailed Manuals & Forms

Use the “Practice Transition Kit” to find your ideal Associate/Partner

Use the “Organization & Hiring Kit” to ORG. & Hiring your team

Use the “Team Member Training Kit” to quickly Train your team

Use the “Scheduling Design Kit” to design your ideal Schedule

Use the “New Pt. Experience Kit” to improve your TC program

Use the “Goal-Attaining Kit” to set, monitor and Attain your Goals

esign your systems

Have One Person Responsible for implementing the system.

Have all of the Equipment & Supplies available for your newsystem implementation.

Choose a Specific Date to start implementing your new systemand have all of the team members prepare for it.

Have that responsible person Train Other Team Memberson how to use your newly implemented system.

Only implement One Management System at a Time...

mplement your systems

…for example implement your TC systems…then implement your scheduling system.

ritique your system

Determine what works

3) Use your management kit’s design workbook as a checklist tomake sure what you designed was properly implemented……for example, that your scheduling templates follow your design.

4) Also use your kit’s design workbook to make sure that whatyou designed is being used correctly by your team……for example, using your new schedule’s appointment codes correctly.

2) Critique each month for 3 months after implementation toreinforce your design and clear up any misunderstandings.

1) The person responsible for that system implementationshould critique the progress of that implementation.

and what doesn’t

3) Do you need more clarification for the system’s use…

2) Do you want fewer procedures or sophistication in the systemto make it easier for your team to implement or use…

1) Do you want more procedures or sophistication built into thesystem you designed & implemented…

4) Do whatever, to make your systems work optimally…

weak fine-tune your system

…for example adding “substitutions” into your schedule…or adding elements initially left out of your hiring system

…for example, combining similar appointment codes into one…or removing elements initially built into your system’s design

…for example, re-educating the team on the use of the system

The Purpose of this Lecture…

Using A~D~D~I~C~T to create

your practice management systems

(slides 18-42)

SchedulingDesign Kit

TCPrograms

Kit

Organize& Hire

Kit

TeamTraining

Kit

GoalAttaining

Kit

PartnersAssociates

Kit

Using

A~D~D~I~C~TManagement

Kits

We will reviewthem quickly, sincethis is available onyour AAO lecture

recordings.

What you should know about

GROWING with A~D~D~I~C~T

Employ key people in key positions…

. and choose your partner well.

Hire & Train the right people, but only hire what you need.

Modify your schedule as your production (FS/D) increases.

Design a basic schedule with all of your appointments.

Organize your basic team, based on present production.

Allow your staffing to grow as your practice grows.

Make changes (procedures, marketing, etc.) to attain those goals.

Set realistic monthly goals and monitor your progress.

What you should know about

GROWING with A~D~D~I~C~TWhat you should know about

GROWING with A~D~D~I~C~T