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Are You Holding Daily Team Huddles?

By: Rhuan  Rogerio

 

 

 

You hit the ground running when you get to the office, immediately jumping into the challenges of the day. It may seem like you'll never catch up with the innumerable demands of running your own dental practice.

 

But hold on a moment. Have you considered the many benefits of taking time each morning to host a "team huddle" with your staff? A team huddle gives you and your team an opportunity to discuss and prepare for the day ahead, and may make all the difference in shaping the kind of day you have. Team huddles may help reduce stress by providing a clear strategy for meeting daily goals. In addition, team huddles are a great way to facilitate open communications and help ensure a continued focus on priorities.

 

Take a few minutes towards the end of each day to jot down an agenda for the next morning's team huddle. Then take no more than 15 minutes for the morning huddle, before your first patient arrives. Be sure to include your full staff in each team huddle meeting. Keep the focus on the agenda items so the meeting covers the necessary topics and stays on time.   

 

Sample topic examples to use to build your daily agenda

 

Select the topics that are most relevant for each particular day to help ensure you stay within your 15-minute timeframe:

 

Yesterday's schedule and performance

  • What went exceptionally well (beyond normal expectations)?

  • Ask the team to share peer feedback to keep them engaged in providing excellent service

  • What could be improved? Keep this short and simple, for example:

    • Let's try to move patients through registration more quickly

    • We could do a better job of coordinating our lunch breaks

      Today's schedule

  • What time have you set aside for emergencies?

  • Is there anything special you need to know about today's patients? If so, discuss expectations on how to handle these situations

  • Any problems, concerns, or celebrations everyone should be aware of?

 

New patient information

  • Share any information gathered over the phone or online about new patients coming in today

     

    Production goals

  • Review whether you reached production and collection goals yesterday, and where you are to date in meeting monthly production goals

    Financial discussion

  • Review the patients you are expecting payment from today, patients needing financial arrangements, and any problem accounts or unpaid balances

 

Pre-block appointments (preserving a block of time for significant treatments)

  • Identify the day's pre-block schedule for both new and repeat patients

  • Note: If you have been unable to fill pre-blocked time 48 hours before the scheduled day, fill the time with any available procedure

    Internal marketing

  • Identify one or two patients visiting today to ask for referrals

  • Follow up on the results of yesterday's efforts to obtain at least one or two patient referrals

  • Identify potential patients to provide a written testimonial that can be posted on your website or Yelp.

    Unscheduled treatment needs

  • Identify any patients coming in today with needed treatment that has been diagnosed but not yet scheduled, and make a plan for attempting to schedule the treatment

 

Thought for the day

  • Use a quote, cartoon or short story to highlight a particular work challenge, inspire your team to stay positive and focused, or express appreciation for their hard work

 

By holding team huddles on a consistent, daily basis, you may soon find you have new ideas for completing projects, enhancing patient relations, dealing with financial issues, and improving overall productivity and efficiency.

 

 

 

 

About the author

Rhuan is a Business Development Manager for Wells Fargo Practice Finance in southern California. As an experienced consultant and finance professional, he speaks to healthcare professionals advising in practice planning strategies for emerging and established practitioners. His industry background offers practitioners a unique perspective as they approach some of the most important decisions in their professional lives. With more than 25 years of healthcare experience, Wells Fargo Practice Finance specializes in helping healthcare professionals acquire, start and expand their practices with various financing options. Contact Rhuan via email at Rhuan.K.Rogerio@wellsfargo.com or via phone at 1-855-405-2107.

View all articles by Rhuan Rogerio


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You are authorizing a one-time consent to share your information among Wells Fargo companies and with the
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Your authorization includes contact using the information listed above or the most current information on file within the Wells Fargo companies. For this transaction only, this permission will override any "do not call" and/or "do not email" restriction you may have registered with any federal or state "do not call" list, "do not email" list, or internal Wells Fargo privacy solicitation preferences. Your consent is not a condition of purchase.

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All financing is subject to credit approval.

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All financing is subject to credit approval.

All financing is subject to credit approval.

All financing is subject to credit approval.

All financing is subject to credit approval.

You are authorizing a one-time consent to share your information among Wells Fargo companies and with the
compan[y/ies] referred by Wells Fargo. You also understand and agree to be contacted at your phone number (direct or automated dialer), mailing address, or email so that we [or the company referred by Wells Fargo] may fulfill your request, even if we [or the company referred by Wells Fargo] contact[s] you using automated means.

Your authorization includes contact using the information listed above or the most current information on file within the Wells Fargo companies. For this transaction only, this permission will override any "do not call" and/or "do not email" restriction you may have registered with any federal or state "do not call" list, "do not email" list, or internal Wells Fargo privacy solicitation preferences. Your consent is not a condition of purchase.