your oral health program: strategies for success · your oral health program: strategies for...
TRANSCRIPT
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Your Oral Health Program: Strategies for Success
BCBS Foundation Training December 1 & 2, 2017
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Preparation • Download Today’s Learning Materials:
• Go to www.dentaquestinstitute.org
• Click on Learn and then Resource Library
• Click on the “BCBS NC Training 2017 ” folder
• Download the presentation, activities and handouts
• Go to survey monkey and fill out the pre-training evaluation: https://www.surveymonkey.com/r/BCBS17Pre
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Welcome & Introductions
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Who We Are • Safety Net Solutions (SNS) is a program of the
DentaQuest Institute (DQI) • DQI is part of the DentaQuest Enterprise whose mission is to
improve the oral health of all
• DQI is an improvement organization focused on creating an effective and efficient oral health care delivery system
• SNS provides practice management technical assistance consulting to safety net dental programs helping them achieve their goals in areas such as increased access, strengthened financial viability, and improved quality outcomes
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44 states + District of Columbia; Close to 500 programs
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Purpose of Today’s Training
Share knowledge, best practices and meaningful resources related to safety net dental program management in the areas of access to care, financial sustainability and quality outcomes
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Learning Objectives • Upon completion of this training, participants will:
• Understand the practical, credible benchmark metrics for safety net dental programs
• Determine the capacity of their dental programs and the impact that working under or over capacity has on a safety net program and its patients
• Develop realistic and achievable goals in the areas of access, finance, outcomes, and quality
• Collect and organize key practice management data necessary to evaluate their dental program
• Utilize tools to track, measure, and evaluate performance of the dental programs
• Develop effective policies and procedures for managing broken appointments and emergencies
• Design a strategic scheduling template to maximize access and dental program financial viability
• Determine the right dental staffing mix for your dental program • Promote staff accountability and improve morale
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Today’s Presenters • Dr. Bob Russell, Dental Director & Bureau Chief, Oral & Health
Delivery Systems Bureau, Division of Health Promotion and Chronic Disease Prevention
• Danielle Apostolon, Senior Program Manager, Safety Net Solutions
• Dori Bingham, Program Manager, Safety Net Solutions
• Dr. William Riley, Professor, School for the Science of Health Care Delivery; Director, National Safety Net Advancement Center
• Caroline Darcy, Project Manager, Safety Net Solutions
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Tomorrow’s Presenters
• Ann Cadoret, RDH, MSDH, Project Manager, Safety
Net Solutions
• Dori Bingham, Program Manager, Safety Net
Solutions
• Danielle Apostolon, Senior Program Manager, Safety
Net Solutions
• Caroline Darcy, Project Manager, Safety Net
Solutions
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Today’s Agenda
Welcome & Introductions
Dental Program Redesign: Laying the Groundwork
Planning for Dental Program Success Part 1 – The Mission: Access, Capacity and Productivity
Lunch
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Today’s Agenda, Cont. Developing Productivity Goals – Demo of SNS Tools
Planning for Dental Program Success Part 2 – the Margin: Understanding Finance in Dental
Developing Financial Goals – Demo of SNS Tools
Break
Payment and Care Delivery Reform in the Healthcare Safety Net
Q&A/Small Group Discussion
Closing/Wrap-Up
Dinner
Reception & Recreation
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Dental Program Redesign
Laying the Groundwork for Redesign
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Received his dental training at Loyola University of Chicago School of Dentistry and public health training at the University of Michigan School of Public Health
Published a dental training manual for FQHCs
Developed a statewide care coordination and promotions campaign in preparing dental hygienists to increase access to oral health care and prevention for Medicaid and uninsured children
Bob Russell, DDS, MPH, CPM Dental Director & Bureau Chief Oral & Health Delivery Systems Bureau, Division of Health Promotion and Chronic Disease Prevention / Iowa Department of Public Health
Full member of ASTDD as a state dental director
Has served on the Board of Directors for the Association of State and Territorial Dental Directors, the National Network for Oral Health Access, the Delta Dental of Iowa Foundation, the HHS Advisory Committee on Training in Primary Care Medicine and Dentistry
Newly minted Fellow of the American College of Dentists
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• Understand: “What success looks like or should look like in an FQHC dental program.”
• Recognize the critical domains related to a safety net dental program
• Learn the critical differences between Medical and Dental
• Understand the practical, credible benchmark metrics for each domain
• Understand the link between Capacity and Visits/Access
• Learn what data to collect
• Be able to define the priorities for dental success
• Understand the Quality and Governance big picture
• Learn about the dental part of the OSV
• Understand FTCA better
Learning Outcomes
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2017 Centers of Excellence
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Access Before SNS After SNS Increase/
Decrease
Average %
Increase/
Decrease
Number of Visits 42,795 48,944 6,149 20%
Unduplicated Patients 14,919 22,564 7,645 53%
Number of Procedures 59,039 128,667 69,628 111%
Procedures per Visit 1.5 2.4 .8 77%
Broken Appointment
Rate 34% 20% 14% points 34%
Average of 6 dental programs
2017 Centers of Excellence Results
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Access Before SNS After SNS Increase/
Decrease
Average %
Increase/
Decrease
Number of Visits 42,795 48,944 6,149 20%
Unduplicated Patients 14,919 22,564 7,645 53%
Number of Procedures 59,039 128,667 69,628 111%
Procedures per Visit 1.5 2.4 .8 77%
Broken Appointment
Rate 34% 20% 14% points 34%
Average of 6 dental programs
2017 Centers of Excellence Results
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2017 Centers of Excellence Results, cont.
Finance Before SNS After SNS Increase/
Decrease
Average %
Increase/
Decrease
Gross Charges $6,793,673 $11,978,135 $5,184,462 133%
Net Revenue $6,582,391 $9,474,896 $2,892,505 60%
Bottom Line $41,486 $2,381,006 $2,339,520 222%
# of sites operating in
the red 3 0
Average of 6 dental programs
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2017 Centers of Excellence Results, cont.
Outcomes Before SNS After SNS Increase/
Decrease
Average %
Increase/
Decrease
Treatment Plan
Completion Rate 4% 53% 49% points
# of Sites Tracking
Completed Treatment
Plans 2 6
Number of Sealants 2,210 4,367 2,157 203%
Average of 6 dental programs
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Where Do We Start?
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Access 1 Finance 2
Outcomes 3 Quality 4
Governance 5
Five Domains to Understand and Own
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How Medical and Dental Differ
Another Essential to Know and Understand
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Medical
20% of clinic volume
80% of visits varied
80% of visits = longer (45)
80% of billing varied
80% of visits treatment
80 % of RVU different
0% of governance is designed around dental
EDR silo
Not familiar with dental model
Lack of confidence
80% of clinic volume
80% of visits similar
80% of visits = shorter (15)
80% of billing similar
80% of visits diagnostic
80% of RVU similar
100% of governance is designed around medical
EMR silo
Familiar with medical model
Confident leadership
Dental
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Our Program Goals are
My Goals are
My Role is
My Responsibilities are
Your Goals, Roles, and Responsibilities are
We need to get this done by
And… by the way:
THIS IS HOW WE ARE EVALUATED
Clarity
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1300-1600 encounters/year/FTE hygienist
2500-3200 encounters/year/FTE dentist
2700 encounters /year with 1100 patient base/DMD
1 patients/50 min.
9 patients/day/hygienist
1.7 patients/hour or 13.6 patients/day/dentist
2.5 ADA coded services
/treatment visit
Access Benchmarks
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15% No-Show rate
<6% Emergency Rate
33% Comp TX. Plan is Fair #New Patients =
#Completed Treatments
2.5 Visit/Year/Patient
Access Benchmarks cont.
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Finance Benchmarks
Gross Charges =
>$400K-$500K per dentist per year
$183 average cost per encounter (UDS 2015)
330 = 12.4% Allocation Average
Gross Charges =
>$150K-$200K per RDH per year
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2016 UDS National Data Averages
• 2,614 visits/year/FTE DDS for a panel of 1,100 patients
• 2,200 visits/year/FTE RDH
• 2.55 visits/year/unduplicated dental patient
• Each dentist treated a panel of 1,100 patients
• Unduplicated dental patients make up 21.9% of all health center unduplicated patients
• 2.5 services by ADA code per patient/visit
• Number of new patients should be similar to the number of completed treatments
Source: http://bphc.hrsa.gov/uds/datacenter.aspx?q=tall&year=2015&state=
r
What is Everybody Else Doing?
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Define Your Capacity
https://www.dentaquestinstitute.org/learn/safety-net-solutions
Prior to Setting Access Goals
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Capacity=Quality
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Defining Capacity • We are limited by our structure
– Chairs-Rooms-Ops., Dentists, DHTs, RDHs, DAs, Staff, Hours of Operation
• Our structure determines our capacity not our hearts
• We only have 20% of the capacity of Medicine
• We cannot be everything to every patient
• We need to decide WHO gets the care
• Equitable, quality, care mandates that we work within our capacity
• When we understand and define capacity we then create our business plan
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• Our patient population
– Serve primarily adults, children or a mix?
• Provider skill levels
– Students/externs
– Recent graduates
– Advanced dentists
• Staffing Model
– General Dentists, RDHs, Pediatric Dentists, etc.
Other Considerations Impacting Capacity
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The Business Plan
GOVERNANCE
QUALITY
There is Productivity in Access-Finance-Outcomes
Remember: We get what we measure And We get the results we tolerate
We now establish productivity goals for the program as a unit and for each individual
Remembering: Clarity around Goals, Roles, Responsibilities and Timelines establishes how we will hold the program and each individual
Accountable
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Access – Finance – Outcomes
Access is not Visits!!!
Access is everything associated with the visit:
Visit Measures
Services: Type – diagnostic, preventive, therapeutic, specialty
How many services by ADA code?
Charges for the services
Revenue received for the charges
Health Outcomes as a result of the services
Quality of the services and of the customer service
Compliance with Governance
Safe-Equitable-Efficient-Effective-Timely-Patient Centric
Outcomes Health Outcomes
Oral Health Outcomes
Financial Outcomes
HRSA Goal Outcomes
Treatment Plan Completion Outcomes
Focus Population Care Outcomes
Access
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Access – Finance – Outcomes
Creation of a high-quality, affordable, oral health program that documents the improvement of the oral health status of the patients we treat while being financially responsible
Finance
Vision
What the dental practice needs to accomplish to be financially sustainable, maximize patient access and provide meaningful quality outcomes
Financial Plan
REMEMBER: Knowing who you are and being able to
define that with data; defining who you want to be and what success looks like for you; creating a simple and clear plan to achieve that success and then communicating that plan to the team and thus creating a culture of accountability is the road to accomplishing financial success
The Profit and Loss
If I had only one report!
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Benchmark Dental Budget Breakdown Total Budget: 100%
• Dental Practice Overhead: 70-85% • See breakdown below*
• Allocation for Administrative Costs: 5-10% • Costs for CEO, CFO, COO, etc.
• Health Center Support Allocation: 10-20% • Costs for Human Resources, Security, Medical Records, IT, etc.
Breakdown of the 70-85% Dental Practice Overhead: • Payroll (salary, taxes, & fringe benefits): 68% • Building, Utilities, telephone: 9% • Dental Supplies: 7% • Lab fees: 5% • Depreciation: 4%
• Office Supplies: 2% • Repairs: 2% • Marketing/Promotion: 1% • Recruitment: 1% • Continuing Education: 1%
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JUNE
Actual Budget Variance Actual Budget Variance
Revenues:
Gross Charges 410,093 487,190 (77,097) 2,767,732 2,965,725 (197,993)
Insurance adjustments (145,552) (183,671) 38,119 (1,001,406) (1,118,078) 116,672
Grant Revenue 22,917 22,917 - 137,500 137,500 -
Capitation payments 4,446 5,198 (752) 27,113 32,034 (4,921)
Interest/Other Income - - - -
Total Revenues 291,904 331,634 (39,730) - 1,930,939 2,017,181 (86,242)
Expenses:
SALARIES & BENEFITS 232,954 238,549 5,595 1,464,196 1,413,315 (50,881)
COMMISSIONS - - - - - -
RENT, BUILDING EXPENSE, OFFICE EQUIPMENT 15,636 13,542 (2,094) 88,037 81,250 (6,787)
PRINTING & ADVERTISING - 250 250 1,548 1,500 (48)
POSTAGE & SUPPLIES 14,378 35,808 21,431 191,953 214,850 22,897
TELEPHONE 2,574 1,708 (865) 6,620 10,257 3,637
OPERATIONAL EXPENSE 2,855 1,542 (1,313) 19,907 9,250 (10,657)
PROFESSIONAL SERVICES & CONSULTING 17,224 18,417 1,193 114,384 110,500 (3,884)
INITIATIVES - - - - - -
COMPANY INSURANCE - 2,900 2,900 7,776 5,800 (1,976)
TRAVEL - 67 67 262 400 138
MISCELLANEOUS 2,721 3,193 471 10,561 10,357 (205)
DEPRECIATION 30,722 32,223 1,500 186,287 193,336 7,049
Total Expenses 319,064 348,198 29,134 2,091,533 2,050,815 (40,718)
Change in Net Assets (27,160) (16,563) (10,597) (160,594) (33,634) (126,960)
Month - To - Date Year - To - Date
JUNE
39
Variance Report
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What Data Should We Collect?
Number of Visits
Gross Charges
Net Revenue
Expenses
# of Services(CDT)
Revenue per Visit
Cost per Visit
Services per Visit
Broken Appointment Rate
Emergency Rate
# of Completed Treatments
% Children seen Receiving a Preventive Service
A/R out 90 days
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Top Priorities for Dental
1. Understanding What Success Should Look Like in Dental
2. Compiling data that is: Accurate, Meaningful and Timely
3. Computing and understanding your actual “Capacity”
4. Setting clear Goals, Roles, Responsibilities and Timelines
5. Utilizing the dental schedule strategically
6. Having the right policy for “Everything”
7. Owning management of Broken Apts & Emergencies
8. Creating a “Culture of Accountability”
9. Executing a CQI and QA System
10. What your own Executive Leadership should look and feel
like to best enable and support Dental
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Outcomes • HRSA Sealant Measure Compliance
• Phase 1 Completed Treatments
• Children seen 0-5 years old
• Children seen getting preventive service
• Diabetic patients with HbA1C > 7 seen
• Formal referral policy with Primary Care
• % emergency treatments
• Sealants provided………….
http://www.nnoha.org/nnoha-content/uploads/2015/12/Demystifying-HRSA-SEALANT-PRESENTATION_FINAL.pdf
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Quality • Quality Management System
• Quality Assurance Policy and Tool
• Continuous Quality Improvement Policy
• Credentialing Policy
• Privileging Policy/Competencies
• Policy and Procedure Manual
• Customer Satisfaction Survey (1 X Year)
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• QA and CQI policies • Chart audit process • Addressing Patient Complaints • Infection Control/Sterilization/Spore Testing • HIPAA • Dental Emergency Access • Scheduling • Incident Reporting • Occupational Exposures • On-boarding of new staff (Orientation/Training)
Policies and Procedures
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• Can use a paper form – example: http://dentalclinicmanual.com/docs/Patient_Survey3.pdf
• Must have a valid # surveys /per provider
• Must report the results to the staff ( Staff Meeting)
• Must act on results: document actions
Patient Satisfaction Surveys
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• ADA Radiograph guidelineshttp://www.ada.org/~/media/ADA/Member%20Center/FIles/Dental_Radiographic_Examinations_2012.ashx
• ADA Clinical Practice Guidelines http://ebd.ada.org/en/evidence/evidence-by-topic
• American Association of Endodontists: http://www.aae.org/colleagues/
• American Academy of Pediatric Dentistry: http://guideline.gov/browse/by-organization.aspx?orgid=874
• Agency for Healthcare Research and Quality (135 dental guidelines) http://www.guidelines.gov/search/search.aspx?term=dentistry
• ADA code of ethics and conduct www.ada.org/about-the-ada/principles-of-ethics-code-of-professional-conduct
Guidelines
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• Friendliness of ALL staff
• Timely appointments
• Wait times in the waiting room
• Provider: listening
• Provider addressing their concerns
• Appearance of the office
• No pain!
• Understanding the bill!!!
• Good communication
Issues Most Important to Patients
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Governance • Compliance with Federal, State and Local Regulations and with
the State Practice Act
• Compliance Officer
• Policy and Procedure Manual
• Privileging Policy/Competencies
• Annual Safety/infection Control/ Hazardous Waste Training
• Preparation for a HRSA Operational Site Visit (OSV)
• Nominal fees and Sliding fees
• After Hours Coverage Policy
• Off Hours Service Hours
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• HRSA Pin 2002-22 Requires Credentialing and Privileging of providers including dentists.
• Credentialing is the process of establishing and ensuring that a provider is qualified to practice in your center.
• Your health center should own and control the credentialing process
• Privileging is establishing the right of a provider to perform specific procedures
• The Dental Director should own and control the privileging process
• Defines, for the incoming dentist, what procedures are allowed at the clinic and for that dentist
• Required for FTCA insurance and many other malpractice insurers
Credentialing and Privileging
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Accessible Hours of Operation/Locations:
Health center provides services at times and locations that assure accessibility and meet the needs of the population to be served. (Section 330(k)(3)(A) of the PHS Act)
After-Hours Coverage: Health center provides
professional coverage during hours when the center is closed. (Section 330(k)(3)(A) of the PHS Act)
Operational Site Visit Dental Compliance Issues
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Budget: Health center has developed a budget that
reflects the costs of operations, expenses, and revenues (including the Federal grant) necessary to accomplish the service delivery plan, including the number of patients to be served. (Section 330(k)(3)(D), Section 330(k)(3)(I)(i), and 45 CFR Part
74.25)
Scope of Project: Health center maintains its funded
scope of project (sites, services, service area, target population, and providers), including any increases based on recent grant awards. (45 CFR Part 74.25)
Operational Site Visit Dental Compliance Issues
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Sliding Fee Discounts: Health center has a system in place to determine
eligibility for patient discounts adjusted on the basis of the patient’s ability to pay. This system must provide a full discount to individuals and families with annual
incomes at or below 100% of the Federal poverty guidelines (only nominal fees may be charged) and for those with incomes between 100% and 200% of poverty, fees must be charged in accordance with a sliding discount policy based on family size and income.*
No discounts may be provided to patients with incomes over 200% of the Federal poverty guidelines.*
No patient will be denied health care services by the health center due to an individual’s inability to pay for such services, assuring that any fees or payments required by the center for such services will be reduced or waived. (Section 330(k)(3)(G) of the PHS Act, 42 CFR Part 51c.303(f)), and 42 CFR Part 51c.303(u))
Operational Site Visit Dental Compliance Issues
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Federal Tort Claims Act (FTCA) • FTCA applies to employees of eligible health centers. key
words – employees and eligible.
• To receive FTCA coverage, a health center has to be deemed. To become deemed, a health center has to apply and go through the deeming process.
• Until a health center is deemed to have FTCA coverage, they must have private malpractice insurance.
• Deeming health center program grantees are immune from medical malpractice lawsuits resulting from the performance of medical, surgical, dental or related functions within the approved scope of project. Key words, approved scope of project
• *Volunteers in cases of emergency situations starting in 2018 can be covered by the FTCA programs (temporary employees and volunteers can be covered according to the new PAL 2017- 06 and 2017-7)
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Federal Tort Claims Act (FTCA) • Federal employees as employees of qualified health centers
are immune from lawsuits. The Federal government acts as their primary insurer
• Eligible health centers must apply for FTCA coverage. Eligibility would include health center grantees funded under section 330 of the Public Health Service act (PHS) including CHC’s, MHC’s, HCH HC’s and PHC’s. All eligible health centers must apply for FTCA coverage. All employees and qualified contractors that are deemed are covered by FTCA
• All licensed or certified health center providers who work or volunteer in a health center must undergo a credentialing or privileging process in accordance with PIN 2002-22
• Deemed health centers must have and submit a QI/QA plan
• The health center’s QI/QA plan must be reviewed by the Board every 3 years.
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New BPHC Guidance Resources
• 2017 HRSA Health Center Compliance Manual
– https://bphc.hrsa.gov/programrequirements/compliancemanual/index.html
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Questions?
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Planning for Dental Program Success,
Part 1: The Mission
How to use data to create an action plan for success!
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Junior Accountant, Computerized Bookkeeping, LLC
Accounts Payable Supervisor, W.B. Mason
Senior Project Manager, Safety Net Solutions, 2008-present
Danielle Apostolon, B.A. Business Management Senior Project Manager, Safety Net Solutions DentaQuest Institute
Member, American Association of Public Health Dentistry
Associate Member, Association of State and Territorial Dental Directors
Member, National Network for Oral Health Access
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• Recognize the key practice data necessary to establish realistic goals and review dental program performance relative to productivity
• Understand how to perform calculations that provide meaning behind the data
• Identify how to define dental program capacity, access and productivity
• Determine how to set realistic and achievable productivity goals
Learning Outcomes
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• Establish a baseline from which to start
• Shift from what is thought to be happening to knowledge of what is really happening
• Allows monitoring of procedural changes to ensure that improvements are sustained
• Indicates whether or not changes lead to improvements and helps to identify ineffective solutions
• Allows comparisons of performance across sites
Why Data is Important
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Dental Visits
Dental Procedures
Unduplicated Patients
New Patients
Broken Appointments
Emergencies
Access in Productivity Metrics
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Benchmarks
• 2500-3200 encounters/year/FTE dentist
• 1500-1800 encounters/year/FTE hygienist
• 1.7 patients/hour or 13.6 patients per 8-hour day per dentist
• 1.2 patients/hour or 8-10 patients per 8-hour day per hygienist
Dental Visits
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Benchmark Guide
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Determining Capacity Goals Based on Our Structure
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# of
Providers
# of total
clinical hours worked
x recommended
# of visits/
clinical hour
Potential
Daily Visit
Capacity
Mon. 2 16 1.7 27
Tues. 2 16 1.7 27
Wed. 2 16 1.7 27
Thurs 2 16 1.7 27
Fri 2 16 1.7 27
Potential Weekly Capacity = 135 Dentist Visits
Actual
Visits
% of
Capacity
Achieved
20 74%
26 96%
19 70%
18 66%
10 37%
*At least two operatories and 1.5 dental assistants
Setting Productivity/Access Goals: Visits Potential vs. Actual Capacity – FTE Dentists
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# of
Providers
# of total
clinical hours worked
x recommended
# of visits/
clinical hour
Potential
Daily Visit
Capacity
Mon. 1 8 1.2 9
Tues. 1 8 1.2 9
Wed. 1 8 1.2 9
Thurs 1 8 1.2 9
Fri 1 8 1.2 9
Potential Weekly Capacity = 45 Hygiene Visits
Actual
Visits
% of
Capacity
Achieved
7 77%
8 89%
6 66%
7 77%
6 66%
*Benchmark of 1.2 is ideal for a practice with a patient mix of both adults and children
Setting Productivity/Access Goals: Visits Potential vs. Actual Capacity – FTE Hygienists
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GOAL CALCULATION TARGET
Visits/Day 27 Dental Visits + 9 Hygiene Visits = 36 visits per day *same for each day
36
Visits/Week 135 Dental Visits + 45 Hygiene visits = 180 visits per week
180
Visits/Year 180 weekly visits x 46 weeks = 8,280 Visits
8,280
Dental Visits Based on Capacity
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Potential Weekly Capacity = 110 Dentist Visits
Model 1: 2 Dentists each working out of 2 Operatories with 1 dental assistant
Comparison
Model 2: 2 Dentists each working out of 2 Operatories with 1.5 dental assistant
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Impact on Access
# of Providers
# of total clinical hours worked
x recommended # of visits/ clinical hour
Potential Daily Visit Capacity
Mon. 2 16 1.7 27
Tues. 2 16 1.7 27
Wed. 2 16 1.7 27
Thurs 2 16 1.7 27
Fri 2 16 1.7 27
# of Providers
# of total clinical hours worked
x recommended # of visits/ clinical hour
Potential Daily Visit Capacity
Mon. 2 16 1.4 22
Tues. 2 16 1.4 22
Wed. 2 16 1.4 22
Thurs 2 16 1.4 22
Fri 2 16 1.4 22
110 Visits per Week
135 Visits per Week
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Cost Benefit 25 Additional Visits • 20% Self pay visits = 5 @ $40 =
$200 • 65% Medicaid visits = 17@ $135
= $2,295 • 10% Commercial Insurance = 3
@ $165 = $495 • 5% Homeless (Free Care) = $0
Total Revenue = $2,990
Salary
• $16/hour x 40 hrs = $640/week
• Fringe benefits @ 25% = $160
• Total cost = $800/week
Cost of Providing Care
• 25 Visits x $10/visit=$250
Total Cost=$1,050
Cost vs. Benefit of Adding Dental Assistant
Weekly profit = $1,940
Yearly profit = $108,680
Increases access by providing nearly 1,150 additional visits for the year!
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The total number of procedure
• CDT codes and dummy codes such as denture try-ins and suture removal
Scope of Service
• Percentage of each type or service provided
Procedures per visit
• Total Procedures Total Visits
Dental Procedures
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Service Type Procedure Codes % of Total
Diagnostic D0100-D0999 (excluding D0140)
35%
Preventive D1000-D1999 33%
Restorative D2000-D2999 20%
Specialty (endo/perio/prostho)
D3000-D6999 2-6%
Oral Surgery D7000-D7999 5-10%
Emergency D0140, D9110 2-6%
Scope of Service Benchmarks
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Time Providers level of competency
Patient need
Patient tolerance
Reimbursement
Considerations
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Benchmark for procedures per visit: 2.5
Total the number of procedures by ADA code and divide that by the total number of yearly visits
• Total annual visits = 3,600
• Total procedures by ADA/CDT code = 4,000
• 4,000/3,600 = 1.1 procedures per visit
Dental Procedures
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Too Many:
•Overwhelming demand and trying to take care of too many patients
•Working beyond your capacity
•Patients are unable to return for care to complete their treatment
Too Few
•Lack of demand and trouble filling the schedule
•Patients could be unhappy with the care
•Competition in the area
•Not enough patients to draw from (lack of needs assessment prior to opening)
Unduplicated Patients
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Benchmark:
• 1,100-1,200 unduplicated patients per FTE General Dentist
• 2.5 visits/year per unduplicated dental patient
Calculation Target
Example 1 2 FTE Dentists x 1,100 2,200
Example 2 8,000 ÷ 2.5 3,200
Unduplicated Patients, Cont.
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Number of new patients is measured by the number of comprehensive dental exams (D0150)
The number of new patients should equal the number of patients you completed treatment on
Need to determine the number of new patients the practice can manage
Too many or too few are both problematic
New Patients
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Indicators that you may be bringing in too many new patients:
• Increased length of time between exams (treatment plan creation) and the completion of phase one treatment
• Decrease in the % of completed treatments plans
• The dental schedule is booked out past 2 months
• Increase in the broken appointment rate
New Patients, Cont.
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• Too many new patients are coming into the practice
• Appointment lengths are too short
• Lack of policy and protocol for managing emergencies
• Scheduling issues (i.e. staff not familiar with appointment type and length)
• Lack of documented & sequenced treatment plans
• Communication issues between providers and front office staff
• Intentional or unintentional practice of churning visits
Productivity Busters
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• No-shows and last-minute cancellations
• Practice overrun with emergencies
• Is the practice chaotic and patient visits are unpredictable due to high number of walk ins with or without emergent care?
• Lack of goals and accountability
• Individual provider issues (unmotivated, inexperienced, health problems, life issues, etc.)
• Equipment issues (outdated, missing, broken)
• Lack of EDR/PMS (or not being used maximally)
Productivity Busters, Cont.
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Action Steps that Lead to Improvement
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• Develop a strong broken appointment policy • Determine how many broken appointments will be
allowed and in what time period • Determine what the consequences will be of failing the
policy • Designate approach to late patients • Don’t schedule appointments out past 30-45 days
(including hygiene patients) • Don’t make multiple appointments at the same time
(except for RCTs, dentures)
Manage Broken Appointments
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• Define goals for the dental program and for each provider • Visits/Day • Visits/Week • Visits/Year
• Practice leadership should run daily, weekly and monthly reports to determine number of visits, compare against goals and provide ongoing feedback to dental staff
• Providers should be rewarded for attaining access, financial and outcomes goals
• Rewards can be distributed quarterly, semi-annually or annually
• Add additional dental assistant staff • Optimal is 2 ops & 1.5 FTE DAs per dentist
Increase Access
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• Develop clinical protocols for each patient visit type
• Define standard appointment type lengths for each visit type
• Use the schedule to maximize access and foster the timely completion of phase 1 treatment plans
Increase Access, Cont.
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• Consider the following priority population groups: • Children • Pregnant women • Patients with specific medical needs (physician’s note) • Established medical patients of the CHC
• Access to care is prioritized to these patients • New patients and emergency patients who are not
established dental patients of record are accommodated to the extent possible without interfering with the care of priority patients
Manage Capacity
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Lunch
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• Open the SNS Financial and Productivity Goals Tool Excel spreadsheet (1st tab – Productivity Goals Exercise)
• Using the Productivity Benchmark Guide & Your Data Sheet for Financial and Productivity Goals Exercise, we are going to identify the following productivity goals:
• Visits per day
• Weekly visits per provider
• Visits per week
• Visits per year
Exercise 1: Develop Productivity Goals
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Step by Step Instructions 1. Change the “Provider Type” column headings & enter the names of your providers. 2. Using the productivity benchmark guide enter the visit per hour benchmark
for each provider. 3. Refer to your Provider Schedule from your Data Sheet and enter the daily
clinical hours for each provider.
• The daily visit goal for each provider will automatically calculate. • The weekly visit goal for each provider will automatically calculate in cells C16-F16. • The daily visit goal for the clinic will automatically calculate in column H. • The weekly visit goal for the clinic will automatically calculate in cell H17.
4. Enter the number of weeks per year in cell J18.
The yearly visit goal will automatically calculate in cell H20.
*You will use the yearly visit goal in the next exercise
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Determining Benchmark/Hour
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Questions?
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Planning for Dental Program Success, Part 2
The Margin: Understanding Finance in Dental
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95
Associate Vice President, Morton Hospital and Medical Center, 1992-2006
Publications Coordinator, Norwood Hospital, 1986-1992
Freelance Editor, 1982-1986
President, Board of Directors, Taunton Oral Health Center, 2008-present
Member, National Network for Oral Health Access
Dori Bingham Program Manager, Safety Net Solutions DentaQuest Institute
Member, American Association of Public Health Dentistry
Associate Member, Association of State and Territorial Dental Directors
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• Recognize the key practice data necessary to establish realistic goals and review dental program performance relative to finance
• Identify how to perform calculations that provide meaning behind the data
• Determine how to set realistic and achievable financial goals
• Identify specific areas in need of a redesign using data
• Identify solutions to common issues that impact dental program success through data and an understanding of the five domains
Learning Outcomes
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GROSS CHARGES
NET REVENUE
EXPENSES
ACCOUNTS RECEIVABLE
COLLECTION RATE
PAYER MIX
Financial Metrics
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Clinic Data and Reports Needed
• Profit and Loss Statement
• Aging Report
• Transaction/Productivity by Procedure Report
• Payer Mix
• Collection Rate
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Balancing the Mission and Margin
Expenses Revenue
• Staff
• Cost Provide Care
• Overhead
• Visits
• Payer Mix
• Grants & Donations
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Define Financial Success • Create a surplus?
• Break even or zero variance?
• With grants or without grants?
• Willing to accept a loss? If so how much?
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Goal Calculation Target
Revenue per Year Total direct and indirect expenses for the year = break-even; with grants
$800,000
Revenue per Week $800,000 ÷ 46 Weeks $17,391
Revenue per Day $800,000 ÷ 230 Days
$3,478
Revenue per Visit $800,000 ÷ 8,050 Visits
$99
Break-even with grants: Total expenses
of $1,050,000 - $250,000 in grants =
$800,000
Calculating Net Revenue Goals
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Benchmark
• $450,000-$550,000 per year per FTE Dentist
• $250,000-$350,000 per year per FTE Hygienist
Calculating Gross Charges Goals
Goal Calculation Target
2 FTE Dentists 2 x $550,000 $1,100,000
1 FTE Hygienists 1 x $350,000 $350,000
Gross Charges per Year $1,450,000
$1,450,000
Gross Charges per Week
$1,450,000 ÷ 46 Weeks
$29,348
Gross Charges per Day $1,450,000 ÷ 230 Days
$5,870
Gross Charges per Visit $1,450,000 ÷ 8,050 Visits $168
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Individual Production Goals Provider FTE Gross
Charges Net Revenue (60%)
Annual Days Worked
Charges/Day
Revenue/Day
Dr. A 1.0 $550,000 $330,000 230 $2,391 $1,435
Dr. B 1.0 $550,000 $330,000 230 $2,391 $1,435
Total Dentist 2.0 $1,100,000 $660,000 460 $4,782 $2,870
Hygienist A 1.0 $350,000 $210,000 230 $1,522 $913
Total Hygienist
1.0 $350,000 $210,000 230 $1,522 $913
Overall Clinic Goals
$1,450,000 $870,000 230 $6,304 $3,783
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Predictability is Key Standardization Leads to Predictability
• Patient/Payer Mix
• 3rd Party insurance reimbursement
• Sliding fee discounts and nominal fees
• Visits
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Payer Mix • Huge impact on financial sustainability
• Big challenge to manage
• Determine the average revenue per visit per payer type
• Use that information to create a payer mix that ensures financial sustainability while preserving access for all patients
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7,500 visits
35% Medicaid =2,625 visits x $100 = $262,500
55% Self-Pay/SFS =4,125 visits x $30 = $123,750
10% Commercial =750 visits x $125 = $93,750
Total revenue = $480,000
Total expenses = $500,000
Operating loss = ($20,000)
7,500 visits
40% Medicaid =3,000 visits x $100 = $300,000
50% Self-Pay/SFS =3,750 visits x $30 = $112,500
10% Commercial=750 visits x $125 = $93,750
Total revenue = $506,250
Total expenses = $500,000
Operating surplus = $6,250
Impact of Payer Mix on Sustainability
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Average Reimbursement by Payer Type
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Payer Mix • Designate public health and/or medically indicated
priority populations and work to get them into the practice
• Pregnant women and children are two populations more likely to have insurance coverage
• Goal to preserve as much access for uninsured patients as possible while maintaining financial sustainability
• Being financially sustainable lays the groundwork for expansion, which increases access for all payer types
• Use data and knowledge of the practice to inform decisions around patient and payer mix!
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Obstacles to Success
• Unfavorable payer mix • Working under or over capacity • Lack of goals and accountability • High broken appointment rate • Scheduling issues (types of patients) • Insufficient support staff (dental assistants) • Staff turnover • Insufficient instruments, supplies • Equipment issues (chairs, outdated, missing, broken) • Lack of EDR/PMS (or not being fully utilized) • Billing and collections • Fees are set too low
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Amount of money owed to the practice for services
Marker for how well the billing process is working
Marker for whether the dental staff is consistently collecting co-
pays at the time of the visit
Accounts Receivable
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Aging Report
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Productivity Busters: Empty chairs = missed opportunities
Reimbursement environment:
Low encounter rate or fee for
service
Issues in the billing &
collections process
Fee schedule & SFDS/Nominal
fee: Fees below market rate,
nominal fee too low
Patient/Payer Mix: high
number of uninsured adult
patients
Common Factors Impacting Finance
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Billing and Collections
•Bring together a multidisciplinary team with representatives from dental billing, finance and others who play a role in the billing process to meet on a regular basis—make this a formal Performance Improvement Team
•Review and flow chart the entire billing process, identifying the staff person or position responsible for each step in the process
•Establish performance measures to monitor the success of the billing process
Manage Self Pay Patients
•Review systems and processes for self-pay/SFS patients
•Review/create policy defining all aspects of payment for dental care
•Educate patients about why payment is required at the time of the visit
•Develop scripting for staff to use in communicating with patients
•Alert front desk staff that A/R past 90 days from self-pay/SFS patients is a measure used to evaluate their performance
•Set ceiling targets for A/R, monitor, provide feedback to staff and manage performance issues
Action Steps: Improve the Billing & Collections Process
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Designate priority populations and work to get
them in the practice
Goal: to preserve as much access for uninsured
patients as possible while maintaining financial
sustainability
Action Steps: Tweak Payer Mix
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Increase the fee schedule to at least the 70th – 80th percentile of usual and customary fees
SNS recommends creating a fixed flat-rate (1x per visit) nominal fee and applying the nominal fee only for patients at or below 100% FPL
Action Steps: Revise Fee Schedule
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• Open the financial goals worksheet in the Excel spreadsheet (2nd tab)
• Using your dental clinic’s total expenses & number of clinic days per year from your data worksheet, we will determine the break-even goal by identifying the following:
• Revenue per week
• Revenue per day
• Revenue per visit
• Weeks per Year = 46
• Number of clinic days per year = Your weekly clinic days x 46 weeks
• Compare the Revenue per visit goal to your cost per visit
Exercise 2: Develop Financial Goals
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Financial Goals
Instructions Description of Goal Variables Goal
Enter total indirect and direct
expenses from the profit and
loss statement the most recent
fiscal year Yearly Revenue Goal -$
Enter number of weeks/year Weekly Revenue Goal #DIV/0!
Enter Number of Clinical Days
per Year Daily Revenue Goal #DIV/0!
Enter yearly visits from the
productivity goal exercise Revenue Per Visit #DIV/0!
Goal 1: Break Even Goal without Grants
Determine Yearly Revenue Goal
Establishing Financial Goals Using Tool
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• Open the payer mix projection tool 2016 worksheet
• We will use the yearly visit goals calculated from the productivity goals exercise & your dental clinic’s payer mix from your data worksheet and the reimbursement rates below to complete this portion of the activity
• Reimbursement rates:
– Medicaid = $125
– Self Pay= $60
– Commercial= $185
– Other = $85
Exercise 3: Develop Financial Goals, Cont.
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Payer Mix Tool
Financial Projections Projected Visits
Actual Visits
Difference
Patient/Insurance mix: Yearly visits
Percent Medicaid -
Percent Self Pay -
Percent Commercial Insurance -
Percent Other -
Total 0% -
Reimbursement Rate (per visit): Yearly Revenue
Medicaid $ -
Self Pay $ -
Commercial Insurance $ -
Other $ -
Total Projected Revenue $ -
Total Expenses
Projected Bottom Line $ -
Payer Mix
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Questions?
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Break
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Payment and Care Delivery Reform in the Healthcare Safety Net
William Riley, PhD, Director of the National Safety Net Advancement Center
Winston-Salem, North Carolina
December 1, 2017
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Professor in the School for the Science of Health Care Delivery at Arizona State University (ASU). Director of the National Safety Net Advancement Center. Previously the Associate Dean for the School of Public Health at the University of Minnesota Bill is a former health care executive with more than 20 years of experience as a president and CEO of a Blue Cross Blue Shield of Minnesota subsidiary, a large multispecialty medical group, and an integrated delivery system.
William Riley, PhD Professor, School for the Science of Health Care Delivery Director, National Safety Net Advancement Center Arizona State University
Bill has led quality improvement collaboratives in over 200 hospitals, health care systems, and public health departments. Bill is the author of over 100 articles related to quality improvement and the implementation of health care bundles to improve systems performance, and is co-author of two books on applying quality improvement methods and techniques in health care.
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Objectives
• Differentiate between strategy and efficiency
• Explain Health Care Payment Reform Priorities
• Identify Payment Reform Problems and Solutions for Oral Health
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Health Care Payment Reform
• Paradoxes
• Severe Market Failure
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Health Status: Determinants of Health and Health Care Expenditures
Access to
Care
Environment
Genetics
Health
Behaviors
Access to
Care
Other
Health
Behaviors
Influence National Health Expenditures
$3 Trillion
10%
20%
20%
50%
88%
8%
4% Source: Centers for Disease Control and Prevention, University of California at San Francisco,
Institute for the Future, http://www.cdc.gov/nchs/fastats/health-expenditures.htm
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Health Status: Determinants of Health and Health Care Expenditures
Source: Centers for Disease Control and Prevention, University of California at San Francisco,
Institute for the Future, http://www.cdc.gov/nchs/fastats/health-expenditures.htm
Access to
Care
Environment
Genetics
Health
Behaviors
Access to
Care
Other
Health
Behaviors
Influence National Health Expenditures
$3 Trillion
10%
20%
20%
50%
88%
8%
4%
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Health Care Payment and Care Delivery Reform…and the Implementation for Oral Health • Structure of Health Care System Today
– How is it designed?
– Social/Historical/Political/Economic Factors
• Heliocentric and Geocentric Perspective
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Key Strategy Questions 1. What is the goal of the health care oral health system?
2. Is the system (policy, financing, structure, education, organization) designed to achieve this goal?
3. Health system or sickness system?
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North Carolina Safety Net Sector Primary Care to the Uninsured
Clinic Site Patients Served (annually)
Percent Uninsured
FQHC 471,252 42.4%
Health Department 518,646 37.2%
RHC 82,898 13.3%
Total 1,072,887 30.9%
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Oral Health Value Based Financing and Care Delivery Discussion Questions
1. What do you want for the oral health priorities for you and your family?
2. To what extent are the oral health needs of your community addressed?
3. To what extent do you practice at the top of your license?
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Source: MACPAC. Medicaid’s share of state budgets. https://www.macpac.gov/subtopic/medicaids-share-of-state-budgets/
0
5
10
15
20
25
30
1989 1991 1993 1995 1997 1999 2001 2003 2005 2007 2009 2011 2013 2015
Per
cen
tage
of
Tota
l Sta
te E
xpen
dit
ure
s
State Fiscal Year
Medicaid Expenditure As Share of Total State Expenditures, 1989-2015 (State and Federal)
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The Value Equation
Value = Quality
Cost
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Health Care Finance
• Prospective Payment
– Pays for value
• Retrospective Payment
– Pays for volume
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Payment Reform Milestones • Affordable Care Act (2010)
– Access through Medicaid Expansion and Insurance Exchange
– Authorized Accountable Care Organizations
– Modest Insurance reforms
• MACRA
– 2015
– HHS launched the LAN (on March 25, 2015) to help advance the work being done across sectors to increase the adoption of quality-based payments and alternative payment models
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Category 1
Fee for Service –
No Link to
Quality & Value
Category 2
Fee for Service –
Link to
Quality & Value
Category 3
APMs Built on
Fee-for-Service
Architecture
Category 4
Population-Based
Payment
A
Foundational Payments
for Infrastructure &
Operations
B
Pay for Reporting
C
Rewards for
Performance
D
Rewards and Penalties
for Performance
A
APMs with
Upside Gainsharing
B
APMs with Upside
Gainsharing/Downside
Risk
A
Condition-Specific
Population-Based
Payment
B
Comprehensive
Population-Based
Payment
Population-Based Accountability
The framework situates existing and potential APMs into a series of categories.
The Framework is a critical first step toward the goal of better care, smarter spending, and healthier people.
• At-a-Glance
APM Framework
3N Risk-based payments NOT
linked to quality
4N Capitated payments NOT
linked to quality
= example payment models will not count toward APM goal.
N = payment models in Categories 3 and 4 that do not have a link to quality and will not count toward the APM goal.
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Better Care, Smarter Spending, Healthier People
Adoption of Alternative Payment Models (APMs)
These payment reforms are expected to demonstrate better outcomes and smarter spending for patients.
In 2018, at least 50% of U.S. health care payments are so linked.
2018
50%
In 2016, at least 30% of U.S. health care payments are linked to quality and value through APMs.
2016
30%
Goals for U.S. Health Care
Our Goal
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Value Equation:
Value = Quality/Cost
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Formula 1 Pit Stops 1950 & Today
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Opportunities for Alternative Payment
1. Providers focus on improving population health
2. All providers practice at top of their license
3. Providers get paid for what they do not do
4. Fewer benefit restrictions and limitations
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Secondary Prevention - Remineralization
Winston AE, Bhaskar SN. Caries Prevention in the 21st Century. JADA, Vol. 129, Nov ’98: p1579-1587
D2150 $122 D2392 $199 Remineralization $0
Institute of Medicine (IOM) definition of quality of care: "the degree to which health care services for individuals and populations increase the likelihood of desired health outcomes and are consistent with current professional knowledge."
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Oral Health And The
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Dental Benefits were designed in the 1960`s
Study with Navigant
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Fee-for-Service in Dental Rewards Invasive Care
Prophy Amalgam Composite Crown
Fee $64 $92 $152 $1,100
Cost of service $175
Net $64 $92 $152 $925
Time (hours) 0.5 0.5 0.67 1.5
Gross hourly rate $128 $184 $228 $617
Overhead cost/hr $140 $120 $120 $120
Net hourly Income ($12) $64 $108 $497
Profit in 8 hour day ($96) $512 $864 $3,973
Annualized Profit/Loss ($21,600) $115,200 $194,400 $894,000
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550 N 3rd St, Phoenix, AZ 85004 Tel: 602.803.4228 Safetnet.asu.edu
Thank you!
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Questions?
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Q&A/Small Group Discussion
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Closing/Wrap-Up
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Welcome Recap of Day 1 & Day 2 Overview
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Today’s Presenters
• Ann Cadoret, RDH, MSDH, Project Manager, Safety
Net Solutions
• Dori Bingham, Program Manager, Safety Net
Solutions
• Danielle Apostolon, Senior Program Manager, Safety
Net Solutions
• Caroline Darcy, Project Manager, Safety Net
Solutions
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Today’s Agenda
Welcome - Recap of Day 1 and Day 2 Overview
Managing Chaos: Broken Appointments and Emergencies
Managing Chaos Exercise
Break
Strategic Scheduling
Q&A/Small Group Discussion
Lunch
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Today’s Agenda
Staffing for Success
Creating an Improvement Plan
Group Activity: Identify Areas for Improvement
Closing/Wrap-Up & Post Training Evaluation
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Managing Chaos Broken Appointments and Emergencies
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Dental Assistant – 1999 – 2016
Dental Office Project Manager – 1999- 2016
Dental Hygienist – 2004 – present
Master’s of Science Degree
Master’s Degree in Public Health (candidate)
Published author – Health and Interprofessional Practice
Missions of Mercy volunteer 2012 - present
Ann Cadoret, RDH, MS Project Manager, Safety Net Solutions DentaQuest Institute
Member, American Dental Hygiene Association
Member, Rhode Island Dental Hygiene Association
Member, National Network for Oral Health Access
Associate Member, American Academy of Pediatric Dentistry
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Managing Emergencies
• Emergency care is an important safety net service, but our capacity for emergency care must be managed
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Understand that your Capacity is Limited!
• Comparative Situation: • Antibiotics for 5 patients, but instead try to treat 10 patients
• Results: • “Band-Aid” solution • 10 patients get only half the care = episodic, fragmented,
not patient-centered or ethical care
• What happens if your clinic has the capacity to treat 5,000 dental patients and you try to provide care to 10,000 patients?
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• Use data to determine the level of demand for your emergency care
• Create a system to MANAGE emergencies
• Don’t let your emergencies manage YOU
• Know your capacity!
• Options: Designated providers, designated chairs, block scheduling, etc.
• Morning huddle
Emergency Care Management
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Manage Emergency Care If demand for emergency care greatly exceeds your capacity, you will need to make management decisions:
1. Define your “service area” 2. Only see patients of record (require prevention) 3. Consider a waivered patient policy 4. Equally distribute demand with other
organizations
#s 1-3: FQHC’s: Check your scope of project. See also HRSA PIN 2008-01
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Create an Emergency Policy
• Define what a true emergency is • Create a triage form • Create a scheduling template for
emergencies • Provide scripting to staff • Train all staff on what your emergency
policy is
#s 1-3: FQHC’s: Check your scope of project. See also HRSA PIN 2008-01
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• Understand your true current demand for emergency care
• Develop an emergency management system to meet the current demand
• Create an emergency policy and triage tool • Define a true emergency • Explain capacity limitations • After-hours emergencies
• Be consistent; provide annual staff retraining
Keys for Managing Emergencies
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Managing Broken Appointments
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No-Shows: A patient is scheduled for an appointment and
they do not show up for that appointment.
Late
Cancellations:
A patient cancels an appointment less than 24
hours prior to the start of the appointment.
Late Arrivals: A patient does not arrive by 10 minutes after
the start of their appointment.
Broken Appointments Defined
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Appointment is Broken
Filled with Walk-ins & Emergencies
Daily Financial Goal is Missed
• Late Cancellation (<24 hours)
• No-show/late arrival (+10 mins)
• Logjam at Front Desk:
• New patient paperwork
• SFDS eligibility?
• Insurance eligibility?
• All Self-Pay
• $0 Collections
The Chain Reaction of Chaos
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• #1 cited problem from all safety net dental clinics
• 5 Key Areas Negatively Impacted:
Access to Care
Oral Health Outcomes
Staff Satisfaction
Patient Satisfaction
Financial Sustainability
The Problem – Broken Appointments
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Factors Likely to Increase Broken
Appointment Rates
• Lack of a clear understanding of the widespread effects broken appointments have on the practice • Not recognizing how broken appointments detract access from faithful patients • Failure to relate broken appointments to financial responsibility
• Improper interpretation of governance related to broken appointments • Absence of a broken appointment policy, a policy that is weak, or a policy that
is not enforced • Failure to train staff to enforce and document broken appointments • Patients who have not been held accountable and a perceived culture that
broken appointments are acceptable • Not having consequences for broken appointments; in particular not requiring
a proactive patient response
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• It must be culturally competent
• Clarity:
• How your clinic defines “broken appointments”
• The confirmation process
• The consequences of not abiding by the policy
• Considerations for children under age 18
• Children can’t drive themselves, so aren’t necessarily the ones breaking the appointment
Keys to an Effective Broken Appointment Policy
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• Require a proactive response: (options) 1. Broken appointment retraining session
2. Write a letter to the Dental Director
• After the second chance is used: (options) 1. Dismissal letter (30 days emergency care access)
2. “Same day only” status
• Quick call lists
• Pilot test and tweak
Effective Policies Require Strong Consequences
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• Every patient should be given a copy of the Policy to read and sign. • Keep a signed copy in every patient’s chart.
• Remind patients of the policy when every appointment is scheduled.
• Post Broken Appointment Policy in the reception area.
• Consistent enforcement is imperative
for impartiality. • We want to change the culture of
patients feeling as though they can break the appointments with no consequences
Educate Patients
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• After 5 minutes: the patient is called. (create scripting)
• After 10 minutes: the appointment is provided to another patient who is waiting.
• If the patient shows up provide them with 2 options: • Sit and wait –or–
• Reschedule (1st offense)
• If a patient breaches the policy: • Document the incident in their chart
• Flag accounts of repeat offenders
• Send a letter EVERY time a policy breach occurs
The No-Show/Late Arrival Protocol
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Reduce the Risk of “No-Shows”
• 3 patient types with the highest risk for being a no-show
• New patient visits
• 6 Month recare visits
• Emergency visit follow-up appointments
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• Require new (non-emergent) patients to register in person prior to first scheduled appointment
• Limit the number of new patients
• Do not book new patient visits out later than 2 weeks
Managing New Patient Visits
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Managing Hygienist’s Visits
• Teach patients to value the hygiene visit
• Consider moving to a “designated access” 2-5 week schedule for hygiene patients
• Give patient a “due card” not an appointment card
• Clinic send postcards and make calls to schedule
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• Require emergency patients who need follow-up care to call
• If follow-up care is important to the patient they will call to schedule
• If the patient did not value that appointment they would not have shown up, whether or not it was scheduled.
• Result: potential no-shows are prevented and appointments are reserved for patients who will show up
Emergency Care Follow-Up Visits
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• Reminder calls: • Make the reminder call 48 hours in advance
• Consider an automated reminder system
• Schedule one follow-up appointment at a time
• Avoid making multiple appointments for family members on the same day • Never do this for new patients
• Faithful patients can earn this privilege
Other Methods to Reduce Potential No-Shows
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• Some dental clinics double-book (or even triple-book) • What happens if both patients show up? (or all 3??)
• If you choose to double-book, do so “judiciously” by only double booking against unreached, unconfirmed appointments
• If you wish to do this, consider changing your policy to say you require confirmation
What About Double Booking?
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• The ADA has two CDT codes to help dental programs track missed appointments and cancelled appointments: • D9986: missed appointment
• D9987: cancelled appointment
• To track walk-in/same day appointments, create a smart code in your dental record • Consider having the front desk code for this any time they
place a same day appointment on the schedule.
Tracking No-Shows and Late Cancellations
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FOUR FUNDAMENTAL “BEST PRACTICES” THAT EVERY DENTAL PROGRAM SHOULD ADOPT:
1. Create a strong zero tolerance broken appointment policy with consequences that are clearly communicated to patients.
2. Enforce the policy consistently with no special exceptions from senior administration, providers or board members.
3. Educate patients about the value of their dental appointments and the importance of their keeping appointments.
4. Establish a culture of accountability for both patients and staff.
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• Safety Net Dental Practice Management Series; Module 6: “Managing Chaos in the Dental Program” https://www.dentaquestinstitute.org/learn/online-learning-center/online-courseware/safety-net-dental-practice-management-series
• HRSA guidance for no show policies: http://bphc.hrsa.gov/ftca/healthcenters/riskmanagementslides.pdf
• Medicaid guidance for charging for no shows: https://www.medicaid.gov/medicaid/benefits/downloads/policy-issues-in-the-delivery-of-dental-services.pdf
Helpful Links
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Exercise:
Determining the following practice metrics:
1. The Daily Demand for Emergency Care
2. The Emergency Rate
3. The Broken Appointment Rate
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Fiscal year July 1, 2016- June 30, 2017:
o 5,378 patient visits
o 230 clinic days
o 920 emergency visits (as tracked by CDT D9110 and/or D0140 codes)
Case Study Bright Smiles Community Dental Clinic
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To Calculate the Daily Demand for Emergency Care • Divide the total number of emergency visits (CDT codes
D0140 and D9110) by the total number of clinic days. Note: To ensure accuracy, one of these codes must be applied at
every emergency visit – including those when definitive care is provided (such as an extraction). o A $0 smart code could also be considered for billing purposes.
Measure: Description: Numerator: Denominator: Daily Demand for Emergency Care
Average number of emergency visits per clinic day during the reporting period.
Total number of emergencies (D0140, D9110, and/or ER smart code)
Total number of clinic days
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Daily Demand for Emergency Care
Number of Clinic Days
Number of Emergencies
Average Daily Demand
Example 23 85 4
Month 1 #DIV/0!
Month 2 #DIV/0!
Month 3 #DIV/0!
Month 4 #DIV/0!
Month 5 #DIV/0!
Month 6 #DIV/0!
Month 7 #DIV/0!
Month 8 #DIV/0!
Month 9 #DIV/0!
Month 10 #DIV/0!
Month 11 #DIV/0!
Month 12 #DIV/0!
Annual #DIV/0!
SNS Daily Demand for Emergency Care Tracking Template
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• Bright Smiles Community Dental Clinic’s daily demand for emergency care was about 4 visits/day
o 85 emergency visits ÷ 23 clinic days = 4 emergency visits/day
Daily Demand for Emergency Care Answer
Daily Demand for Emergency Care
Number of Clinic Days
Number of Emergencies
Average Daily Demand
Example 23 85 4
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• Divide the total number of emergency visits (CDT codes D0140 and D9110) by the total number of visits. Note: To ensure accuracy, one of these codes must be
applied at every emergency visit – including those when definitive care is provided (such as an extraction). o A $0 smart code could also be considered for billing purposes.
Measure: Description: Numerator: Denominator:
Emergency Rate
Percentage of overall patient visits that were emergency visits during the reporting period.
Total number of emergencies (D0140, D9110, and/or ER smart code)
Total number of visits
To Calculate the Emergency Rate
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Emergency Rate
Number of Emergencies
Number of Visits
Emergency Rate
Example 85 432 5% Month 1 #DIV/0!
Month 2 #DIV/0! Month 3 #DIV/0!
Month 4 #DIV/0! Month 5 #DIV/0!
Month 6 #DIV/0! Month 7 #DIV/0!
Month 8 #DIV/0! Month 9 #DIV/0!
Month 10 #DIV/0! Month 11 #DIV/0!
Month 12 #DIV/0!
Annual #DIV/0!
SNS Emergency Rate Tracking Template
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• Bright Smiles Community Dental Clinic had an emergency rate of 5%
o 432 visits ÷ 85 emergencies = 5% emergency rate
Emergency Rate Answer
Emergency Rate
Number of Emergencies
Number of Visits Emergency Rate
Example 85 432 5%
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• Broken Appointment Rate = The percentage of all scheduled appointments that were broken appointments.
• To find this divide the sum of all no-shows and cancellations by the number of scheduled appointments
• First you must determine the number of scheduled (planned) appointments for the reporting period • Take the total number of actual patient visits • Add “no-show” appointments • Add last-minute cancellations • Subtract walk-ins/same day appointments
To Calculate the Broken Appointment Rate
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Broken Appointments
Actual Visits No-Shows Cancellations Walk-Ins
Scheduled Appointments
Broken Appointment Rate
Example 300 50 35 70 315 27.0%
Month 1 0 #DIV/0!
Month 2 0 #DIV/0!
Month 3 0 #DIV/0!
Month 4 0 #DIV/0!
Month 5 0 #DIV/0!
Month 6 0 #DIV/0!
Month 7 0 #DIV/0!
Month 8 0 #DIV/0!
Month 9 0 #DIV/0!
Month 10 0 #DIV/0!
Month 11 0 #DIV/0!
Month 12 0 #DIV/0!
Annual 0 #DIV/0!
SNS Broken Appointment Tracking Template
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Fiscal year July 1, 2016- June 30, 2017:
o 5,378 patient visits
o 1,216 no-shows
o 536 late cancellations
o 1,174 walk-in appointments
Case Study Bright Smiles Community Dental Clinic
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Bright Smiles Community Dental Clinic has a broken appointment rate of 29%
o 5,378 + 1,216 + 536 = 7,130 – 1,174 = 5,956
o 1,216 + 536 = 1,752 visits (not including walk-ins)
o 1,752 ÷ 5,956 = 29%
The Calculation
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Questions?
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Break
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Strategic Scheduling
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211
Associate Vice President, Morton Hospital and Medical Center, 1992-2006
Publications Coordinator, Norwood Hospital, 1986-1992
Freelance Editor, 1982-1986
President, Board of Directors, Taunton Oral Health Center, 2008-present
Member, National Network for Oral Health Access
Dori Bingham Program Manager, Safety Net Solutions DentaQuest Institute
Member, American Association of Public Health Dentistry
Associate Member, Association of State and Territorial Dental Directors
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Learning Objectives:
• Understand the basic elements of dental scheduling
• Understand how to use the schedule to maximize productivity for various provider types
• Understand options for scheduling of new adult patients
• Understand common schedule pitfalls and schedule busters
• Learn strategies for troubleshooting the scheduling process
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Guiding Principles
The dental schedule should be used to achieve three key strategic objectives:
1. Improved oral health status for patients
2. Maximum access to care for patients
3. Financial viability of the dental program
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Maximum Patient Access
• As a safety net dental provider, your mission should be to provide access to all disadvantaged patients who have difficulty getting care
• But special populations can be designated as priorities (eg, children, pregnant women)
• The daily schedule is an important tool in maximizing access to care
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Maximizing Outcomes: Completion of Phase 1 Treatments • HRSA Definition of Phase 1 Treatment: diagnosis and
treatment planning, preventive services, emergency treatment, restorative treatment, basic (non-surgical) periodontal therapy, basic oral surgery, non-surgical endodontic therapy and space maintenance and tooth eruption guidance for children
• The daily schedule is an important tool for maximizing the number of patients whose Phase 1 treatment needs are completed
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Financial Viability • Net revenue needs to be sufficient to meet total direct and
indirect expenses
• Net revenue includes patient care revenue plus any ongoing, predictable grants (such as 330 grants for FQHCs)
• The daily schedule is an important tool for ensuring the generation of sufficient revenue to at least cover direct and indirect expenses (and ideally generate a surplus)
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Define the Scheduling Process
• How far out will appointments be scheduled?
• Only one appointment at a time (exception: procedures requiring more than one appointment to complete)
• Define how operatories will be used (how many per provider)
• Define appointment lengths for various procedures (use RVUs and time studies to establish times)
• Indicate where in each appointment type the dentist is needed vs. dental assistant time
• Indicate what types of appointments can be double-booked
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The Schedule Process (cont.)
• Start and end times for appointments each day
• Who is authorized to schedule appointments
• Providers should always be working to the top of their licenses (eg, dentists being dentists, hygienists being hygienists)
• If expanded function dental assistants are available, they should also be working to the top of their abilities
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Common Scheduling Pitfalls • Scheduling appointments out too far
• Scheduling multiple appointments for patients
• Putting too many new patients into the schedule
• Appointments that are too long (or not long enough)
• Not using provider time strategically
• Not being strategic about how and when to double-book
• Open time in the daily schedule (10 minutes here and there adds up!)
• Not being strategic about who can schedule appointments
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Common Scheduling Pitfalls (cont.) • Hygiene appointments in the dentists’ schedules
• Not maximizing the potential of auxiliary staff with expanded functions
• Not identifying focus populations or using designated access to preserve appointments for focus populations
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Defining Program Capacity
• Every dental program has a finite capacity
• Capacity depends on the number and type of staff, number of dental chairs and hours of operation
• Once we have defined our capacity, the schedule is the tool we use to maximize that capacity
• The schedule is also how we ensure that our capacity is utilized in a way that supports maximum access, outcomes and revenue
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Focus Populations
• While FQHCs are required to provide access to care for all patients, it is acceptable to designate populations of focus that will have priority access to care, such as:
• Children
• Pregnant women
• Patients with chronic diseases such as diabetes, heart disease and HIV/AIDS
• The schedule is how we preserve access for focus populations
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Designated Access
• The daily schedule ensures access for all patients
• But a certain number of appointments are reserved for patients belonging to focus populations
• These reserved appointments can’t be filled with other patient types until the day before
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Phase 1 Treatment Completion
• Again, Phase 1 Treatment is treatment or procedures that lead to the “Elimination of dental disease.” • This includes: Oral cancer prevention and early diagnosis; prevention
education and services; emergency treatment; diagnostic services and treatment planning; restorative treatment; basic periodontal therapy (non surgical) and basic oral surgery that includes simple extractions.
• Why track this? • It is an important, HRSA recognized quality metric of the effectiveness
of your program. • A collective team focus on treatment completion helps to reduce the
delivery of urgent, episodic, fragmented care and fosters continuous coordinated care to your patients.
• Knowing how many Phase I treatment plans are completed in a given period (eg, each week) indicates how many new patients can be brought into the practice without interfering with the treatment of established patients.
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Financial Goals
• Gross charges
• Net patient-generated revenue
• Bottom line (revenue after expenses)
• The schedule is an important tool for ensuring we meet our financial goals
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Determining the Daily Revenue Goal
• Divide your total direct and indirect expenses by the number of clinic days per year (the number of days per week the clinic is open x 46 weeks)—that is the daily net revenue goal that must be achieved to break even
• For example: Total expenses = $950,000 5 days per week x 46 weeks = 230 clinic days per year $950,000 ÷ 230 = daily net revenue goal of $4,131
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Scheduling Basics • Now that you’ve identified your practice goals, you’re ready to
start putting your scheduling plan together
• Identify your ideal patient mix (new patients, emergencies, focus populations, adults vs. children)
• Inventory your practice resources (providers, support staff, number of operatories, days/hours of operation)
• Identify hourly visit goals for each provider type (general dentists, specialists, residents/externs, hygienists, EFDAs)
• Define appropriate appointment lengths for various visit types (RVUs and work studies can help with this)
• Build and test the templates
• Use 10-minute increments if possible
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Common Staffing Benchmarks
• General dentist, 2+ operatories, 2 assistants = 1.7 visits/hour
• General dentist, 1-2 operatories, 1 assistant = 1 visit/hour
• General dentist, 3+ operatories, 1 EFDA and 1-2 assistants = 2.5 visits/hour
• 4th year dental students = 0.5 visit/hour
• GPR Resident, Q1 = 1 visit/hour
• GPR Resident, Q2 = 1.2 visits/hour
• GPR Resident, Q3 = 1.5 visits/hour
• GPR Resident, Q4 = 1.7 visits/hour
• Hygienist, 1 operatory, unassisted = 1 visit/hour (typically, unless lots of kids)
• Hygienist, 2 operatories, assisted = 1.5 visits/hour
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Scheduling for Dentists
• Minimum of two operatories and ideally two assistants
• Staggered appointments in two columns (possible use of 3rd column for overflow)
• For each standard visit (eg, restorative, emergent, extraction, crown prep, denture fabrication, etc.) define the workflow and indicate where and for how long the dentist is needed—create standard appointment blocks
• Line up the blocks so the dentist’s time is maximized—remember that he/she can’t be in two places at the same time!
• Consider each dentist’s individual characteristics in creating the template (age, experience, skill, etc.) but aim for standardization to the extent possible
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Sample Template, Dentist Morning Schedule: Afternoon Schedule:
Time Op1 Op2Op3 (Overflow for
emergencies)
8:00 Emergency
8:10
8:20
8:30
8:40
8:50
9:00
9:10
9:20
9:30
9:40
9:50
10:00
10:10
10:20
10:30
10:40
10:50
11:00
11:10
11:20
11:30
11:40 Emergency
11:50 HOLD
12:00
12:10
12:20
12:30
12:40
12:50
Time Op1 Op2Op3 (Overflow for
emergencies)
1:00 Emergency
1:10
1:20
1:30
1:40
1:50
2:00
2:10
2:20
2:30
2:40
2:50
3:00
3:10
3:20
3:30
3:40
3:50
4:00
4:10
4:20
4:30
4:40 Emergency
4:50 HOLD
5:00
Intake 10-minute appointments for medical hx review, blood pressure, etc.
Operative
40-minute appointments for Fillings/extractions. Can expand to 60 minutes for more procedures
Anesthesia
First 10 minutes of operative appointment, if anesthesia is provided, where the dentist might be available for a brief side-booked appointment (eg, denture try-in, suture removal) or to provide a POE or LOE
Lunch 30 minutes
Color Code:
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Scheduling for Hygienists • Easiest schedules to fill; hardest to KEEP full!
• Broken appointments in hygiene can wreak havoc
• Scheduling recall out 6 months generally not recommended
• Limiting new patients in the daily schedule may help reduce broken appointments
• Develop tasks for hygienists whose patients fail to show (eg, deploy to primary care? Work as assistants? Call patients due for recall? Confirm appointments? Help out at front desk?)
• Consider hiring one hygienist with a dedicated assistant rather than two hygienists—may actually reduce costs and improve productivity
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Assisted Hygiene
• Requires two operatories and dedicated hygiene assistant
• Hygienist can see 1.5 patients/hour or 12-13 patients in an 8-hour day
• Assistant cleans and sets up operatories, seats/unseats patients, takes radiographs, assists with perio charting, takes blood pressures
• Eliminates RDH being dead in the water waiting for dentist to do exam—he/she moves on to patient in next operatory and assistant waits for dentist
• Still a need to rigorously manage risk of broken appointments AND need to assure demand for hygiene is there
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Comparison: Unassisted vs Assisted Hygienists
Unassisted Hygienist Assisted Hygienist
Visits/hour 1 1.5
Visits/day 8 12-13
Visits/week (factors in 25% BA rate)
30 45
Revenue ($140/visit) $4,200 $6,300
Salary costs (includes 22% fringe)
$1,464 $2,149
Net revenue after salary $2,764 $4,151
Annual net revenue $127,144 $190,946
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Sample Template, Assisted Hygiene Time Room 1 Room 2
8:00 greet, seat, update, BP (Patient 1)
8:10 x-rays
8:20 Prophy greet, seat, update, BP (Patient 2)
8:30 OHI review, disclose, anesth
8:40 OHI/dentist exam SRP (one quad)
8:50 Unseat patient/clean OP
9:00
9:10
9:20 greet, seat, update, BP (Patient 3)
9:30 Prophy Unseat patient/clean OP
9:40
9:50 greet, seat, update, BP (Patient 4)
10:00 Unseat patient/clean OP Prophy
10:10
10:20 greet, seat, update, BP (Patient 5)
10:30 x-rays
10:40 Prophy OHI/dentist exam
10:50 Unseat patient/clean OP
11:00 Greet, seat, update, BP (Patient 6)
11:10 OHI/dentist exam Prophy
11:20 Unseat patient/clean OP
11:30 Greet, seat, update (Patient 7)
11:40 Sealants x 4 OHI/dentist exam
11:50 Unseat patient/clean OP
12:00 Unseat patient/clean OP
The Result: 7 patients in 4 hours! Patients have the same amount of time in the dental chair, the work is just redistributed to provide more access.
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Unassisted Hygienist AM and PM Schedule
8:00 AM Sealants 1:00 PM
8:30 AM Child recall 1:30 PM
9:00 AM
New Patient
Child 2:00 PM
New Patient
Child
9:30 AM Child recall 2:30 PM
10:00 AM 3:00 PM
10:30 AM 3:30 PM
11:00 AM 4:00 PM
11:30 AM 4:30 PM
12:00 PM 5:00 PM Sealants
Morning Schedule Afternoon Schedule
Adult Recall
New Patient
Adult
New Patient
Adult
Scaling and
Root Planing
Adult Recall
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Scheduling Adult New Patient Visits: Reasons for Not Breaking Visits Up
• Routine unbundling can be a red flag for Medicaid utilization review/potential audit/takebacks and penalties
• Some patients are irked at needing two visits
• Extra visits clog up the schedule, making it even harder to complete treatment on existing patients in a timely manner
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Two Possible Scenarios Scenario A:
Unable to Do Comp Exam due
to Heavy Calculus/Plaque
Visit 1: D0210 (FMX) and either D1110 (prophy) or D4355 (full mouth debridement)
Visit 2: D0150 (comp exam) and either PSR or full perio charting (likely needed)
Scenario B:
Able to Do Comp Exam
Visit 1: D0210 (FMX), D0150 (comp exam) and D1110 (plus PSR or full perio charting)
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Rationale for Breaking Up Visits
• Many patients haven’t been to a dentist in years (if ever) and have poor oral hygiene
• Need to separate the exam and prophy because we don’t know what kind of prophy will be needed (ie, prophy or debridement)
• Dentist can’t do the comp exam until all the calculus is removed (although in many practices, the first visit is the comp exam, followed by the prophy visit)
• Not enough time in the visit for the comp exam, perio charting, x-rays and prophy—don’t want to create extra long appointments because of the risk of broken appointments
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Recommendations • Consider putting all new adults in the hygienist’s column for 60
minutes—hygienist follows protocol for Scenarios A or B depending on how patient presents
• Develop a protocol (and state in policy format) that the goal of the new adult patient visit is to do as much as possible in the time allotted (eg, exam, x-rays, perio charting and cleaning) but that care may need to be extended over two visits for patients with heavy calculus
• Document in the patient’s chart why the patient needs to be brought back for a separate exam visit with the dentist
• Exam visits with the dentist can be 30-minute visits in the overflow chair
• Reasonable to screen through the PSR first and then complete a comprehensive periodontal exam if indicated
• Pilot, test and tweak as necessary
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Document the Scheduling Process
• Create a formal scheduling policy
• Include scheduling templates as attachments
• Review the policy with entire staff
• Make sure staff responsible for scheduling know how to use the templates
• Monitor the process closely, provide immediate feedback when staff deviate from the process and tweak the templates as needed to ensure attainment of strategic goals
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Schedule Busters
• Patients who cancel at the last minute • Patients who don’t show up or show up late • Double- or triple-booked patients who all show up
unexpectedly • Too many emergencies/walk-ins worked into the daily
schedule • Too many new patients in the daily schedule • Too many patients altogether in the daily schedule • Logjams at check-in or out • Providers who fall behind (or the entire practice falls behind) • Not enough support staff (assistants and
reception/registration)
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Schedule Busters (cont.)
• Patients put in wrong appointment slots (eg, hygiene patient in dentist’s column; single restoration put in crown prep slot; multiple filling appointment put in short-procedure slot)
• Appointments that are too short (or too long)
• Lack of instruments/staff to keep up with sterilization
• Technology issues (computers slow, freeze up, bounce staff out, breakdowns, etc.)
• Providers and assistants bogged down with paperwork (referrals, pre-treatment authorizations, prior authorization requests, etc.)
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Strategies for Resolving Schedule Busters
• Implement strategies for reducing broken appointments (topic for another presentation!)
• Be strategic with double-booking • Develop a strategy for managing emergencies/walk-
ins • Consider limiting number of new patients (eg, one to
two per day in each hygienist’s schedule, priority given to focus populations)
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Strategies for Resolving Schedule Busters cont.
• Recalculate your maximum visit capacity each day and compare against number of actual appointments being scheduled (are you overscheduling?)
• Logjams at check-in/out • Flow-chart these processes
• Root cause analysis—why is this happening? • Develop and test strategies to improve patient flow (re-
engineer tasks, redesign physical space, address staffing issues, etc.)
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Strategies (cont.)
• Providers running late/practice falling behind • Root cause analysis-why is this happening?
• Develop and test strategies to stay on time (reconfigure operatory assignments, availability of support staff, scheduling tweaks, seating and preparing patients, workflow around x-rays, etc.)
• Scheduling errors
• Root cause analysis—why is this happening?
• Review scheduling process with current staff
• Provide additional training if necessary
• Review frequently to enhance accountability
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Strategies (cont.)
• Lack of instruments/staff to keep up with sterilization • Root cause analysis-is the issue that we need more instruments or
more staff? In either case, financial investment is generally more than offset by smoother operations and improved provider productivity
• Technology issues • Root cause analysis—why is this happening?
• Are we behind in upgrading our EDR/PMS? Do we need to upgrade hard drives/servers? Do we need to consider an alternative system?
• Too much paperwork in the hands of providers/assistants • Work flow analysis to determine what work needs to be done and
who is/are best people to be doing this work
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Questions?
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Lunch
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Staffing For Success
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Choosing Best Staffing Models
• Identify program resources
• Know your capacity
• Review your state Practice Act
• Providers should work to the top of their licenses
• Hire for attitude first, skill second
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Employer Responsibility to Staff
• Job description
• Performance evaluations
• Annual or semi annual reviews
• Raises or compensation
• Foster accountability and buy-in
• Listen carefully
• Ask for input
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Staff Responsibility to Employer
• Do Your Job!
• Respect other employees
• Follow protocol
• Follow policys of the dental office
• Report breech in protocol immediately
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Staff Compensation • Be competitive to get the best people
• Factor in cost of employee benefits—make sure staff know the monetary value of the benefits they receive
• Hire good people and pay them a competitive salary so they will stay
• Turn over has hidden costs
You get what you pay for!
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Benefit Tracker – Salaried Employee
Tool created by Dr. Janet Bozzone, Open Door Family Medical Center, NY
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Benefit Tracker – Independent Contractor
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2013 Dental Directors Average Salaries- NNOHA
Dental Directors
2013 Average Salaries- NNOHA
over $140K 40%
Between $140K - $125K 30%
Between $125 - $110K 16%
Between $110K - $95K 11%
Less than $95K 3%
Source: Presentation by Ken Bolin, DDS, MPH, Associated Professor and Graduate Program Director, Department of Public Health Sciences, Baylor College of Dentistry
www.nnoha.org
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2013 Hygienists Average Salaries – NNOHA
www.nnoha.org
Source: Presentation by Ken Bolin, DDS, MPH, Associated Professor and Graduate Program Director, Department of Public Health Sciences, Baylor College of Dentistry
Hygienists
2013 Average Salaries- NNOHA
over $70K 20%
Between $70K - $60K 20%
Between $60 - $50K 40%
Between $50K - $40K 15%
Less than $40K 5%
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Bureau of Labor Statistics Annual Mean Wages as of May 2016: Top States Dentists Mean Wage
Delaware $236K
North Carolina $236K
Alaska $234K
New Hampshire $220K
Nevada $210K
Hygienists Mean Wage
Alaska $103K
California $95K
New Mexico $91K
Washington $90K
Nevada $87K
Dental Assistants Mean Wage
Minnesota $47K
New Hampshire $46K
Alaska $45K
DC $45K
Massachusetts $44K
https://www.bls.gov/oes/current/oes291021.htm
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2016 Average Salaries – Salary.com 2016 – Salary.com
Dental Directors $147,361
Staff Dentist $125,882
Hygienists $ 70,425
Dental Assistants $35,621
Practice Manager $67,225
Clerical/Receptionists $33,588
Salaries vary based on location, number of dental sites/programs, experience, hours worked, etc. and therefore research needs to be done to reflect true salary ranges for your program/area.
www.salary.com
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Difference Between Bonus and Incentive Plans
• A Bonus is given after a task has been successfully completed; an incentive is offered to stimulate completion of a task
• Both incentives and bonuses occur AFTER financial viability is achieved
• Both are determined by revenue not charges
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Incentive Programs
• Variety of incentive options including: • Incentive programs for providers
• Bonus programs for providers & staff
• Well defined with objective standards to evaluate performance & how their work is contributing to the mission & goals of the program • Frequency (monthly, quarterly – rather than annually)
• Based on target goals that directly influence the program’s income, and are achievable
• Needs to be simple, easy to understand & manage
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Dental Program Models
• Dental Director • DD is the Clinical Director, Practice Manager and Provider!
• DD as Clinical Director and Provider • Oral Health Practice Manger provides oversight &
management of operations
• Practice Manager • Ideally, the Dental Director and Practice Manager work
together as a cohesive team to lead the dental program • DD provides the clinical oversight
• PM provides the operational oversight
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Using Accurate, Meaningful, Timely Data to:
• Set Productivity Goals: Access, Quality, Outcomes & Finance • Monitor & Manage Financial Viability • Develop a Dental Program Budget & Allocate Resources
• Executing a Continuous Quality Improvement System
• Defining Clinical Scope of Project & Service • Oversight of the Policies and Procedures • Serving as a Member of the Health Center Continuous Quality
Improvement Team • Participate in Senior Administration Management Meetings &
Discussions
DD Responsibilities Include:
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• Developing and Updating Policies & Procedures
• Establishing scheduling & patient flow guidelines
• Customer service & patient satisfaction surveys
• Coordinating Staff Recruitment, Development & Training
• Resolving conflict
• Creating a culture of accountability
DD Responsibilities cont.
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Administrative vs Clinical Time for Dental Directors • DDs need to balance both clinical and
administrative responsibilities
• No standard benchmark for administrative time
• Dependent on # of operatories, # of clinics, # of staff, etc.
• There should be a set of deliverables accomplished by DDs and PMs during administrative time
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Executive Leadership Responsibility to Dental Director • Create job description that clearly defines
expectations
• Include the time necessary to take advantage of opportunities for continuing education and trainings
• NNOHA Conference
• PCA Trainings
• State & Local Dental Association Meetings
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Hygienists Roles and Responsibilities
• Clinical duties – chart notes, clean and stock operatory, patient care
ALSO: • Run reports
• Treatment plans
• Recall
• Overdue recall
• Call patients to schedule overdue prophy appointments and unscheduled treatment plans
• Turn over dentist operatories
• Sterilization
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Key Dental Program Staff
• Reception/Registration Team • Hire at least one reception/registration team member for every
5,000 patient visits
• The front desk is the public face of the clinic
• Front desk tends to have high turnover
• These tend to be the lowest paid positions
• These tend to be IMPORTANT positions
• Billing • In house is best practice
• Should have dental experience
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Credentialing and Privileging
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Credentialing* • Credentialing: The process of assessing and
confirming the qualifications of a licensed or certified health care practitioner.
• HR Responsibility but DD and PM should be aware of the process
• This is a criteria for FTCA (Federal Tort and Claims Act)
• In order to be covered your providers must be credentialed.
https://bphc.hrsa.gov/programrequirements/pdf/healthcentercompliancemanual.pdf
*Clarification of Bureau of Primary Health Care Credentialing and Privileging Policy outlined in Policy Information Notice 2001-16 -2002-22
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Privileging* Privileging/Competency: The process of authorizing a licensed or certified health care practitioner’s specific scope & content of patient care services. This is performed in conjunction with an evaluation of an individual’s clinical qualifications and/or performance.
• The DD creates the privileging policy and tool
• Clinical privileges are determined by a review of the provider’s licensure, experience, and training as set forth in the policy.
• Privileging is done at the initial hiring of the provider; on an annual review basis and on an as needed basis if questions of clinical competence arise.
• FTCA mandatory
*Clarification of Bureau of Primary Health Care Credentialing and Privileging Policy outlined in Policy Information Notice 2001-16 -2002-22
https://bphc.hrsa.gov/programrequirements/pdf/healthcentercompliancemanual.pdf
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Reporting Structure
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Reporting Structure
• Best model: DD reports directly to the CEO • Allows for better communication & ownership of the
program
• Care & business models of medical & dental are so different that both the DD & CMO/MD can become frustrated
• Allows for quarterly meetings with the CFO directly related to budget and profit and loss
DDs who report to the CMO/MD are two times more likely to leave the HC than those who report directly to the CEO
www.nnoha.org
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www.nnoha.org – Operations Manual, Health Center Fundamentals Chapter 1, page 15
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Training/Orientation
• Develop a formal orientation program for new staff to ensure they are properly trained
• Include job shadowing
• Create checklists, scripting & other materials to help guide staff
• Regularly update new & existing staff on use of the EDR/PMS
• Do periodic reviews of key operations
• Offer continuous training & opportunities outside the clinic
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Continuing Ed (CE) and Training
• Allowing for quality CE & training is beneficial • Ensures patients are receiving the most recent standards of care
• Allows providers to continue their professional development – necessary for provider satisfaction & continued licensure
• Opportunities to share evidence-based practices & models, lessons learned & resolution to relevant issues
• Have a budget for travel & conference registration as part of their benefits package • Reduces feelings of isolation while offering support & camaraderie
• Variety of opportunities exist online, webinars, PCA events, DD work group, state or local health departments
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Fostering Team Work and Accountability
• Consider morning huddles for the entire dental staff – both front desk & clinical staff together
• Regular monthly staff meetings – include a review of program performance • Block out the patient schedule, not over lunch
• Take & share meeting minutes with staff who can’t attend
• Have an agenda for every meeting • Don’t just meet to meet, have a purpose
• Include the dental team in all staff meetings • Dental often feels forgotten
• Medical/dental meetings – work as a team to treat the whole person
• Include Dental in CQI
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Creating Accountability Effective Leadership Skills
• Don’t ignore poor performance
– It must be addressed immediately and consistently, or you will lose all credibility and destroy your team’s morale
• Coach in private, recognize publicly
• But don’t focus only on poor performance!
• Instead “catch” your staff when they do something good!
• Praise, praise, praise!
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What do staff want?
• They want to feel valued
• They want to feel part of the team
• They want to feel confidence in the capabilities of their leadership
• They want reasonable, supportive leadership who have integrity and will treat everyone fairly and consistently
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Questions?
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Creating An Improvement Plan for Success
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The Improvement Plan (IP)
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Recipe to a Successful IP
• Identify and state the Problem or Problems
• Apply Strategies to address each of the problems
• Define the Actions Steps to execute each strategy
• Assign a Person or Persons responsible
• Attach Due Dates
• Set goals and performance Metrics
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Step 1: Identify the Problem
What are the problems that are negatively impacting…
• Patients
• Staff
• Outcomes
• Quality of care
• Financial sustainability
• Access
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Step 1: Identify the Problem, Cont.
• The broken appointment rate is 40%
• Providers are working late and somedays do not get a lunch break
• High number of walk-ins and emergencies
• Patients have been complaining about the long waits
• Providers feel burnt out
• Patients cannot schedule an appointment for at least another 3 months
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Step 1: State the Problem
• The broken appointment rate is 30%
• No-shows and last-minute cancelations are negatively impacting access to care and productivity. The policy is not consistently enforced.
– By reducing the broken appointmnet rate the practice can increase revenue and decrease chaos and stress for dental staff. A major impact will be an increase in the percentage of patients who complete their phase 1 treatment within 12 months.
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Step 2: Identify Strategies
• Revise and distribute a strong, no-tolerance Broken Appointment policy to establish accountability with the patient and staff. Post signs prominently within the practice explaining the policy.
• Flag patient charts of those who breach the policy and send letters reminding those patients of the policy they agreed to abide by.
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Step 3: Create Action Steps
1. Revise the current policy
2. Obtain Board approval
3. Educate staff and patients about the new policy
4. Require all new patients to sign the policy
5. Monitor the BA rate and access policy after 3 months
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Step 4: Assign Due Dates & Responsibilities
Action Steps Due Date Person(s) Responsible
Revise the current policy
6/30/17 Dental Director and Practice Manager
Obtain Board approval
7/15/17 Dental Director and CEO
Educate staff and patients about the new 8/1/17 All staff
Require all new patients to sign 8/30/17 Front Desk
Monitor the BA rate and access policy after 3 months and report to leadership
Ongoing Practice Manager
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Step 5: Set a Target Goal for the Metric
Current BA rate = 40%
Year 1: 20%
Year 2: 15%
Every quarter the broken appointment will be monitored to ensure:
• Policy is effective
• Everyone is consistent with enforcing the policy
• BAs are being documented accurately
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Step 6: Execute and Monitor Results
• Create Buy-In and Accountability among staff
• Collect data to monitor result; have a measurable goal for everything!
• Regular meetings to discuss the progress in executing the actions steps
• Discuss barriers that arise
• Brainstorm ways to overcome barriers as a team
• Celebrate successes
• Recognize and award staff
• Coach and offer feedback when there are setbacks
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Common Issues
• Provider Productivity
• No-Shows/Last-Minute Cancellations
• Insufficient Support Staff
• Leadership Issues
• Other Staffing Issues
• Scheduling Issues
• Emergencies
• New Patients
• Huge Demand for Care (but sometimes lack of demand)
• Communication Issues
• Fee Schedules/Sliding Fee Scales
• Churning/Unbundling
• Billing/Collections Issues
• Payer Mix Issues
• Lack of Medical/Dental Integration
• Lack of Formal Quality Management Program
• Clinical Issues
• Not Enough Children to Subsidize Uninsured Adults
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Resources
• Improvement plan template
• Best Practice Manual
• Tools to create goals
• Sample policies
• DQI Resource Library
• Online Learning Modules
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Exercise
Utilizing the Best Practice Manual and Improvement Plan Template
1. Download the Best Practice Manual (pdf)
2. Download the Improvement Plan Template (Word)
3. Identify 3 areas for improvement that your clinic can work on in the short term (next 3 months)
4. Decide on at least 1 strategy for each area
5. Create actions steps for each strategy
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Closing/Wrap-Up & Post Training Evaluation
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Post-Training Evaluation • https://www.surveymonkey.com/r/BCBS17Post
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SNS Technical Assistance Resources • Dental Policy & Procedure
Manual Template
• Sample Clinical Protocols
• Sample Dental Job Descriptions
• Sample Broken Appointment Policies
• Scripting for CHC Dental Staff
• Profit & Loss Budget Variance Tool
• Financial and Productivity Goals Tool
• Payer Mix Projection Tool
• Dental Program Performance Tracking Tool
• Productivity Benchmark Guide
• Sample Scheduling Policy
• Sample Emergency Policy
• Sample Quality Assurance Policy
• And much, much more!
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SNS Online Practice Management Series
• Developing Billing Excellence • Fee Schedules, Sliding Fee Scales, & Management of the Self-
Pay Patient • Safety Net Dental Program Finance and Productivity: Your
Mission and Your Margins • Front Desk Customer Service • The Front Desk: Creating Your Dream Team • Managing Chaos in the Dental Program • Scheduling by Design https://www.dentaquestinstitute.org/learn/online-learning-center/online-courseware/safety-net-dental-practice-management-series
FREE CEUs Available!
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Special Topic Series • Payment Reform in Oral Health Care! • Interprofessional Practice • ECC Management for the General Dentist • Potty Mouth
https://www.dentaquestinstitute.org/learn/online-learning-center/online-courseware/dentaquest-special-topics-series
FREE CEUs Available!
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Partnering to Strengthen and Preserve
the Oral Health Safety Net