The words you are searching are inside this book. To get more targeted content, please make full-text search by clicking here.
Discover the best professional documents and content resources in AnyFlip Document Base.
Search
Published by Viva Concepts, 2019-10-15 00:42:41

Hygiene Coord Forms

Hygiene Coordinator Administrative Forms & Items


The Advance Hygiene Program is an educational advancement for training of practitioners as business owners and their administrative and support staff on the
Viva System—a system that puts
in place the ideal business
model for consumer
acquisition, loyalty
and retention.
Copyright © 2018 by Gregory Hughes, Viva Concepts, LLC. All rights reserved. This book or any portion thereof may not be reproduced or used in any manner whatsoever without the express written permission of the publisher except for the use of brief quotations in a book review. Printed in the United States of America. Second Printing, 2018.


Introduction
It is of vital importance to note that the Department of Hygiene is its own revenue center. It is a department that has not and will not continue to growth without
a) An administrative person in charge of the department, and
b) And, the administrator must be trained who knows and applies a system or production line: which is a set of repeated and sequential steps established and performed to achieve a predictable result measured with use of procedural forms as well as weekly and monthly reports.
The single largest error in building a department for any business is lack of administrative procedures. In more precise terms a department or business will always reach a plateau or ceiling without an increase in administrative procedures.
There is a series of steps performed when making a cup of coffee just like there is when a car is manufactured.
This booklet contains the administrative forms and items that are used on a daily, weekly and monthly basis by the Hygiene Coordinator, the person responsible for the growth and expansion of the Hygiene Department.
The forms while shown printed in this booklet are also available for use as PDF forms for or electronically as excel documents for computer use and storage.
The forms, materials and items contained in this booklet appear through the various training courses for the Hygiene Coordinator and have been placed herein as a “quick reference” guide for use in execution of his/her duties.
Each form or item has both an image and a quick description of its usage.


Mission Statement
Usage: The usage of the mission statements is to inform patients of the goal or purpose of the practice. That purpose, in short terms, is “Wellness for the Patient,” which is to educate patients to reduced and hopefully eliminate their dentistry for a lifetime.
The mission statements are placed in Reception (large acrylic sign 48”L X 32” H, and two additional statements which are placed in each operatory of the office, one being a smaller version of the mission statement in reception and a 2nd statement that clearly shows the Hygiene Center Cancellation Policy (an important part of reducing cancellations).
4


5


Mission Statement Letter and Envelope
Usage: The mission statement letter & envelope is given to each new patient after they are given the mission statement dialogue by the Hygienist.
Nb: in a larger office, where there is a New Patient Coordinator, the mission statement is transferred to this position as he/she greets every new patient, tours them through the office and is responsible for creating a superlative new patient experience.
Our Mission & Purpose WELLNESS
Our wish for you, your children and family is to achieve the goal of never needing dental work in the future.
Our purpose comes from the derivation of the word “doctor.” It comes from the Latin word “docere,” which means “to show, teach or teach to know.”
We help achieve this goal of “teaching” with hygiene visits twice a year... a goal that can eliminate gum disease and future dental work for a lifetime.
This goal is our sincerest wish for you, your children & family.
Dr. Smith & Staff
www.smilecenteridaho.com • 888 - 334 - 4423 • 2344 Sycamore, St, Boise, Idaho, 83703 Our Mission for You
6


Hygiene Production Monitor
Usage: The Hygiene Production Monitor is filled out daily by each dental hygienist. The daily monitors are gathered at the end of each week and kept as a record to calculate weekly and monthly averages and to guide and control the growth of this revenue center.
7


Appointment Reminder Images
Usage: The laminated iphone images are used each time a recall appointment is made for a hygiene patient.
Dialogue used: When putting the recall appointment in the hand of the patient, the laminated reminder card is “in-hand” to show to the patient. The following dialogue, or similar type statement is used:
“As you know your appointment is 6 months from now...which can be almost
an eternity. To help everyone on our wellness program, I want to show you our reminder system, which is incredibly simple. I will send you a text message 5 days before your next appointment, and it looks like this... (show the patient the laminated reminder card). All you have to do is type a “C” and “send”... this simply tells me you have received the text and I know you’re coming.
Flip the laminated card over, to “Side 2” of the card, and say the following, or similar dialogue: Now, 5 days itself is a long time and it can be easy to forget, so I send a 2nd text message the day before your appointment, and it looks like this... (show the patient the laminated reminder card).
8


Cancellation & No Show Recovery Grid
Usage: The usage of this grid is to monitor the steps to recover cancelled or no show appointments. There is a series of 5 steps, the last step being a letter. Ten days after the letter is sent, if there is no response, the patient’s name is removed from the “Cancellation & No Show” and are placed into the Reactivation System.
9


Letter for Step 5 of Cancellation & No Show Recovery
Usage: This letter is used to send to cancelled or no show appointments as part of the five-step procedure to recover these patients back into the hygiene schedule.
Dear Robert,
Wellness for Life
I sincerely missed you for your last hygiene appointment! You very likely got busy and it somehow missed your attention.
As you know I am in charge of the Wellness program here at (name of office) and my entire purpose is to assist you with regular visits that will quite honestly reduce or eliminate future gum problems and your dental needs.
I look forward to seeing you! Please give me a call and we will set up a convenient time for you.
Wishing your Wellness for Life, Your Caring Hygienist,
(day, month, year)
Jasmine Hallaway
www.smilecenterid
Jas Haly
2344 Syar, St
aho.coBmos•,8I8d8 a- 334,- 48423370•32344 Sycamore, St, Boise, Idaho, 83703
Rob Sm
226 W. Sco t. Bos, Ida, 83701
Hand-written: Causes a 100% open-rate when received by the patient!
10


Hygiene Reactivation Tracking Grid
Usage: The hygiene reactivation tracking grid is used as a system of steps to keep track of the daily and weekly progress of contacting patients (who have missed
their recall appointment) to get them back onto their wellness program in the hygiene department. The system is easy to keep track of the 5 steps as well as Each step counts as an “action step” completed. As the steps are done, the number of patients scheduled, that also arrived for their appointment, are recorded, which shows the effectiveness of the person performing this function, and represents how well the calls, text messages and letters are conveyed to patients.
11


Daily, Weekly & Monthly Reactivation Report Forms
Usage: The daily, weekly and monthly reactivation forms are vital to management, both the office manager and the owner, as it represents the effort of the employee doing this function and as important, allows the office manager to evaluate the revenue being spent and the return obtained in recovering patients back into the practice. These forms are kept as records and filed in the monthly Reactivation Administrative Folder.
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
WEEKLY REACTIVATION REPORT #1
Week ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the week: ______
Patients scheduled for the week: ______
Patients arrived for the week: ______
MONTHLY REACTIVATION REPORT
Month ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the month: ______
Patients scheduled for the month: ______
Patients arrived for the month: ______
12


Letter for Step 5 of Reactivation System
Usage: This letter is used to send to reactivate patients who have been lost out of the hygiene schedule. The letter is part of the five-step procedure to recover lost patients who have missed recall visits and put them back into the hygiene schedule.
(day, month, year)
Wellness for Life
Hi ____________ (patient name)
I wanted to drop you a letter as you likely got busy and somehow missed my text messages and phone calls.
I routinely review patient records and it has been a while since you have had a cleaning. Your last visit was on _______________.
My purpose for writing is to achieve the goal of “Keeping You Well,” and help eliminate costly dentistry and gum disease for a lifetime.
Over 90% of people develop gum disease and normally have no idea their gum disease is progressing. The reason they don’t know is because gum disease is called the “silent disease,” as there is no discomfort or pain until it is quite advanced.
Looking forward to seeing you soon...hoping to achieve wellness for your dental health.
Please call, at _____________(phone number) and we’ll accommodate an appointment that works best for you!
My Kindest Regards,
Your Caring Hygienist and Hygiene Coordinator
Keeping you Healthy for a Lifetime
Jas Haly 2344 Syar, St Bos, Ida, 83703
Bos, Ida, 83701
Rob Sm
www.smilecenteridaho.com • 888 - 334 - 4423 • 2344 Sycamore, St, Boise, Idaho, 83703 226 W. Sco t.
Hand-written: Causes a 100% open-rate when received by the patient!
13


Reactivation Report Folders
Usage: There are monthly folders for keeping records of the daily, weekly and monthly reactivation grids and report forms. There are 12 folders, one for each month of the year, labeled Jan through Dec. The purpose of keeping these records is for quarterly and annual review of the program and to evaluate results as the program is executed month to month and year to year.
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
14
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
WEEKLY REACTIVATION REPORT #1
Week ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the week: ______
Patients scheduled for the week: ______
Patients arrived for the week: ______
WEEKLY REACTIVATION REPORT #2
Week ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the week: ______
Patients scheduled for the week: ______
Patients arrived for the week: ______
WEEKLY REACTIVATION REPORT #3
Week ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the week: ______
Patients scheduled for the week: ______
Patients arrived for the week: ______
WEEKLY REACTIVATION REPORT #4
Week ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the week: ______
Patients scheduled for the week: ______
Patients arrived for the week: ______
WEEKLY REACTIVATION REPORT #5
Week ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the week: ______
Patients scheduled for the week: ______
Patients arrived for the week: ______
MONTHLY REACTIVATION REPORT
Month ending: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed for the month: ______
Patients scheduled for the month: ______
Patients arrived for the month: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______
DAILY REACTIVATION REPORT
Date: _____________
Name of person performing the Reactivation System: ______________________________________________________ Total steps completed: ______
Patients scheduled: ______
Patients arrived: ______




www.vivaconcepts.com • 818.243.1363 • 700 N. Central Ave., Glendale, CA 91203


Click to View FlipBook Version
Previous Book
Recovered Cancellations
Next Book
PSAT Math Information