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Fall Clean-up: What to do when the kids go back to school

Posted October 8, 2018 by Angela S.

It’s that time of the year again… Back to School! Parents are trying to get kids out of bed and on the bus, fall sports replace beach fun, and teachers are back in full swing. After a busy summer, you may start to experience more down time during the back to school craze, but don’t worry – there are many ways for you to keep your practice busy. Here are 3 ideas to remain productive:pending list dragged tplan

1. Review your treatment plans! Now is a great time to go through treatment plans that were created this year and get them scheduled. Your patients may have simply forgotten about them. A quick call, or email, reminding them to schedule that treatment may be just what they need. Don’t let that revenue, and top-notch customer care, fall through the cracks. XLDent makes it easy to see all your treatment plans within the software and easily drag-and-drop planned treatments right into the appointment book as they schedule.

2. Utilize the XLDent data and KPI Dashboard. There are several ways for you to understand your practice even better. While it may seem overwhelming to review reports when the schedule is full, slower periods are a great time to analyze key metrics which can assist in improving your practice’s numbers. You can determine anything from how much new patients spend on average, types of services being performed, and who has outstanding balances, in order to boost your business. KPI-Dashboard2And our KPI Dashboard service takes those reports one step further! With a real-time view of Key Performance Indicators, the KPI Dashboard can be accessed from any computer, smartphone, or tablet with internet access to give you an overall or detailed look at your practice health.

3. Training, Training, Training! Take this time to boost your skills and take advantage of the plethora of XLDent software webinars. From appointment scheduler, to patient communication, core business systems and clinical charting, webinars can be as short as just a few minutes to longer, more in-depth ones. There are topics, tips, and features for everyone in the practice! The more your staff knows, the better your practice will run overall. We are also here to help. If you have area’s in your workflow that need a little TLC, our expertise is practice management. Contact us for additional training, which can be in your office or on-line.

We understand that every business will experience slow times and the team at XLDent is here to assist. If you want to review any of the topics covered above, don’t hesitate to call our support team to get additional information. Don’t let the fall season get you down. Instead, take charge and get those items taken care of that will benefit your practice in the long run.

Posted in: Dental Practice Management Software, Electronic Dental Records, XLDent Patient Experience, Leave a comment/ No Comments »
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3 Things Every Office Manager Should Automate Today

Posted September 16, 2018 by Angela S.

Managing a dental office can be stressful and time consuming! What if there were 3 easy ways you could lower your daily stress, and also increase productivity, while saving you time? By simply automating a few daily tasks, you’ll give yourself some breathing room and see positive results for your practice.

Insurance Payments 

How much time during the day are you spending processing insurance payments: opening, reviewing, entering information, filing, and depositing?

Pay Insurance_ERA

Electronic Remittance Advice (ERA) is a quick and easy way to process your EOBs electronically. Claims submitted electronically are processed and adjudicated. Instead of sending you a paper EOB, an electronic remittance is sent to your office. Once received, it comes directly into your XLDent software and links to the associated claim automatically. Payment and adjustment (for contracted plans) values auto-populate from the ERA. Payments are typically sent electronically, in the form of an EFT (Electronic Funds Transfer), saving you the work of opening checks, preparing the deposit, and a trip to the bank. A huge benefit is ERAs are stored on each patient record so looking up a past remittance is just a click away.

All of this affords you cash flow increases, greater accuracy and speed, and quick, easy access. This simple solution will easily save you hours each week freeing you up to focus your time on other responsibilities, such as acquiring new patients.

Appointment Confirmations 

Just think of how many hours you could save each week if you had something that would do the confirming and reminders for upcoming appointments. Text messaging is the MOST used data service in the world, so why not take advantage of XLDent’s automated messaging service. People greatly value their time and taking that time to answer a phone call, or calling you back, may not be high on their priority list. By offering patient’s a convenient way to respond, via email or text message, shows that you value their time while also saving you time along the way. It’s very likely you’ll see a decrease in cancellations and no shows too!

Treatment Plans 

Open spots in the schedule are one of the most frustrating parts of the day. After a plan for treatment is recommended, a patient might easily get busy and forget to schedule it. You can quickly see all treatment plans laid out by the Doctor in XLDent’s Pending and Early List. This list allows you to view the patient, value, length of treatment, and date the treatment plan was presented, giving you all the information, you need to easily fill those open spots. Plus, you’re providing your patients great service knowing you care for their well-being. Have a one-hour spot to fill, or a specific type of treatment that would work best? Filters allow you to see just that. Simply drag the planned treatment off the list into the appointment column to schedule it!

Pending and Early ListWe understand your day is filled with a laundry list of things to do, and that list never seems to shrink. These are three easy and affordable ways that XLDent helps you focus your time so you are able to answer a new patients’ phone call, attend to the patient in front of you, budget office expenses, manage emails, handle payroll, and the many other duties you take care of on a daily basis.

Posted in: Dental Practice Management Software, Dental Software, Electronic Dental Records, Leave a comment/ No Comments »
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Overdue Recall: Get Patients Back on Track

Posted September 6, 2018 by Jennifer G

dentist appointment on calendarLife gets really busy, and it’s easy to forget about taking care of ourselves. Patients don’t always schedule a next hygiene appointment, and in the daily whirlwind that drives our productivity for the day, we overlook this. Even more importantly than this huge lost revenue source is the fact that patient health and preventive care is declining. Establishing an effective recall system that includes current patients, as well as focusing on past due ones, is important. Specifically, reach out to patients who have been dormant for several years. You’ll be surprised at how many are eager to get their oral health back on track.

To get started, consider this when reviewing your current recall program:

What does your staff say when calling a past due patient? A personal call goes a long way, and of course, we don’t want to shame anyone for letting preventive visits lapse. It helps to use phrases like we’re concerned for your oral health and we look forward to seeing you soon. Allow team members at least an hour at a time to sit down, review patient accounts, and make phone calls.

Are your patients so busy with long work hours they can’t make it in before 6 pm? You could consider offering a special extended day (or two) when you keep the office open 1-2 hours longer for hygiene patients only. Teamwork allows for a rotation of office staff to alter their hours once per week to accommodate an evening. This option for busy patients is one more way to get the appointment set.

Is the staff feeling incentivized to bring in those lapsed patients? Think about an incentive or treat such as bringing in bagels and coffee at the end of the month if your recall visit numbers reach a new high.

Pre-appoint every hygiene patient who comes in, or at least ask. This is the first step toward improving your retention rate. Soon, patients will come to expect this at their hygiene visits and your recall rate will show it. Encourage them to get the best selection of date and time and schedule it now to get one more thing off the to-do list.

Have you considered making the switch to an automated recall system? Once set up, it can manage how you are reaching out to patients with texts, emails, or postcard reminders about unscheduled visits. This is a great way to save staff time, increase response rate, and connect with patients who have previously been difficult to reach. Automated systems like Lighthouse 360 are designed to manage your current recall and reminders, but also focus on reactivation outreach.

Taking a look at your own recall program and setting aside time each month to focus on overdue patient’s is sure to be successful!

Posted in: Dental Practice Management Software, Electronic Dental Records, XLDent Patient Experience, Leave a comment/ No Comments »
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Patient Communication Made Easy

Posted August 22, 2018 by Angela S.

The main goal in a dental practice is to deliver the best care possible, while also being productive. Sadly, many practices are dealing with low patient retention rates, holes in their schedule due to last-minute cancellations or no shows, and treatment plans falling through the cracks. Every year broken appointments result in costing your practice thousands of dollars in lost revenue, and that’s not including potential money your practice could have made on treatments you were not able to diagnose! Creating a successful, thriving business needs to include a strong, consistent patient communication system. Investing in a system that will help reduce broken appointments, increase patient retention, acquire new patients, and relieve the practice of undesirable frustration that comes with gaps in the schedule, will be well worth the cost.

LHP_homepage_desktopLighthouse 360 is the all-in-one automated patient communication system specifically designed to help your dental practice increase office efficiency, practice production, and patient satisfaction. For a reasonable monthly fee, your practice will receive unlimited calls, emails and text messages, family messaging, 10-minute true time data, perfect recall system, and daily task reports. One of the biggest advantages of using Lighthouse, is that it will save your office staff a substantial amount of time, which they can use to increase patient satisfaction and overall increase profitability. Imagine hiring a person for $2.00 an hour to completely handle confirming patients, scheduling treatment plans, sending out reminders, and managing online reviews. That is exactly what Lighthouse 360 can do for you!

Throughout the month of August, XLDent is offering an incredible promotion when you sign up. Give us a call to set up a free demo to show you how easy Lighthouse is to use. Together, we can help increase productivity and profitability in your practice, so you can offer exceptional care to each one of your patients.

 

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Did I Encrypt That Email?

Posted August 13, 2018 by Natalie L.

We’ve all become accustomed to dashing off a quick email as we run to lunch or into a meeting. But, we all know there are hackers online, both here and internationally, who are watching and waiting for the opportunity to snatch your patients’ private information. This is a very dangerous problem for practices who don’t take security seriously. The fines for a HIPAA violation are quite steep. In fact, the average fine is currently $100-$50,000 per violation, with a cap on those charges currently set at a shocking $1.5 million.

Sometimes, we might think to ourselves, it’s okay if I send this just once; I’ve done it before and nothing bad ever happened. But, if you consider the loss of your patients’ trust because they no longer want your office handling their private data, the loss is much greater than the  violation alone. We’ve all probably witnessed instances in the dental community where negative reviews have spread like wildfire on social media, damaging a practice’s reputation and standing in the local community.

Dental-Software_SecureEmailWhy encrypt? When sending a standard email message, the text of the email is stored on an unprotected server for years. Anyone who gains access to those servers will be able to see the data you have sent. This is a serious risk when you consider all the emails sent with someone’s full name and address in them. Maybe they contained a social security number, x-rays, or even details of treatment.

There is a simple way to make sure that your patient’s personal data is protected all the way to its destination. SecureMail encrypts these emails, as well as encrypting any reply message that the recipient sends back to you! A quick-send button can be added to your Outlook email application making it no more time or effort to send securely than what you’re doing now. And, there’s another advantage. You may have had difficulty with large email file sizes containing x-rays, intraoral pictures, or periodontal charting. Sending them with SecureMail bypasses any limits set by your current service, and encrypts and protects all information attached.

Sending just one unprotected email to a colleague, patient, or lab is a risk your practice shouldn’t be taking. Just one email can be the difference between exposing trusted information or knowing you’ve done what you can to protect it.

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