Outline for a Dental Staff Meeting

Outline for a Dental Staff Meeting


In this video I want to talk a little
bit about a composition of a good staff meeting you may or may not already have
a great staff meeting outline but if you don’t hopefully I can give you some tips
that are gonna make your staff meeting run well. First of all, it’s important to
make sure that you have a staff meeting every at least every month, some offices
may want to have every week, some offices may want to have it every other week, in
our office we do it once a month and that’s the minimum I would suggest
because when you have staff that are in different areas around the office you
know head-down working on patience a lot of times they miss kind of what’s going
on in the big picture. So to bring the team together once a month is really
important. So first I would say make sure at least regularly you’re having your
staff meeting. Second of all, make sure that your doctor is included, if he’s not
he or she’s not running it, at least being included in the staff meeting, it’s
important to make sure that the leadership, the manager, the doctor, are
there in a sense of leadership in the meetings, so try to time the meeting so
that the entire staff can be there or as many as possible
and that the office manager yourself the doctor are all included in the meeting.
Next, there are certain things that you should go over in a meeting, you could
get a meeting outline online but the idea is just kind of going over with the
staff what are the stats of the month how we’re doing against our goals so
where we at production, where we at for collections, where are we at for new patients, old
business, things that we’ve talked about in the past, new business, things that are
new to the staff need that they need to be up-to-date and just kind of a general
overall of what’s going on. So I’m gonna show you some examples of
one of our recent staff meeting and this little section I’m going to show you
just how Dr. Hatch goes over the the goals of the month and how we’re doing
against the goal, so see a little bit example of one of our staff meetings. So
monthly stats, we’re halfway through the month which is the end of the second
quarter. Oh so our goal is 149 and 500 and we are at one fifty-one and 638 for
production, our collections our goal is 130 and we’re at 131 942. That’s good
so that’s right we want to be which is perfect. During the meeting it’s
important to also review things that are going on in the office, to talk about
areas that need to be addressed, maybe things that have been shared amongst a
few of the staff but now it’s an to bring a whole staff on the same page,
people like to know what’s going on in the business that’s one of the number
one things employees talk about is that they want to feel part of the bigger
team. so reviewing with the team and the staff meeting on things that are
happening things they need to know about this month things that are going on that
they feel that that the managers know and the doctors know but maybe the rest
of the team doesn’t know so again I’m sure just an example it could be
anything but the most important thing is that you’re getting everybody you have
this opportunity to get everybody on the same page. New business Aflac, over the
Aflac lady remembers Cassandra from last year, it’s ending some time and so
she needs to come in for changes and what you have or if you wanna cancel
something or feeling I had something or if you have questions I’m not gonna do
it in a step any time like this I’m gonna do it over a lunch so we have a
date set? It’s that well so we’re gonna do it the next staff meeting just make sure if you if you want to add or change something just make sure you’re here, it’s the July 22nd
gonna just call her directly do it phone. she’ll come back out on other lunches but its best to do it when everyone is here to start. She is extending it for us though the deadline for us so let’s try to make the last day the deadline. so thanks I’ll try to put the last day
basically yeah let’s try really hard. All right. Okay, office policy review, every staff
member needs to go to the documents office policy box in the computer
network, you know where that is, your office Docs to a policy, we’ve had
some questions come up where there’s already in there
the most recent one was, when do we do have FMX’s on kids and I don’t
remember like doctor who to ask me and I’m like I don’t know we talked about
this a couple years ago is either 16 or 18, I didn’t remember so instead of going to like her
background saying remember twos we talked about it we can just go with
office docs, look up hygiene, look up first first FMX’s and it’s the data’s
are there we agreed upon it a couple years ago with the hygiene department so remember that’s there, I did it last week first Dr. Gibson. He had a
question on something that was already there and sometimes I think we forgot we
write these things because we don’t look at it very often but we want you to
start there we don’t have it then let me know. So I think a good thing to do would
be to go into so it’s documents, office policy and so every whatever department
you’re in, go into that section and just go through and see what policies are
there doing so when you’re thinking because I know we talked about it that
day with the FMX example, if you have an idea oh that’s already there so I can go
back and look at it so just go into it like hygienist, go to the hygiene one and
it’s really organized so you’ll you’ll find it if you need it. Kids
staff year entitlements, here good staff here okay so it’s in the summer we got some little kids
and very they’re gonna need to come here and hang out before they get picked up
for camps or if for whatever reason my kids are older so you remember they gets
got comments on that, that’s cool they hang out in the kitchen, I got no problem
with that but put them in the kitchen, they can play their game boys, they can watch
videos, they can use the fridge, you know what kind of stuff I don’t want to see the up here though that I’m I don’t run watch on this list okay I keep it nice, clean and
professional okay. Beyond being prepared for the team meeting, another important
part of having this or about the staff meeting for you is to recognize also
that this staff meeting needs to be well controlled. Sometimes when you bring a
group of people together you may end up having either one or two people not
happy with something or maybe one of those people who just likes to sort of
take control of the meeting maybe they want to complain, maybe they have a grief
with somebody and they can really take over the meeting, so it’s very important
when you have a staff meeting to make sure you have an agenda, you stay on that
agenda and if ever you feel like something being added to the meeting,
some comments, some question, if it’s not going to be positive, if it’s not going
to help the entire group or maybe it needs to be addressed at another time,
that it gets handled right then because I’ve been on a ton of meetings over the
years and I’ve seen meetings go bad very quickly. So you’re gonna see an example
here of how Danny takes one of the topics and it could easily have turned
into a whole huge discussion with the team but Kate makes sure to handle it
right away and not let it be addressed with everybody in the team meeting. So
we’re almost done with anybody I mean last questions or comments yep. So you were talking earlier about like people bringing children in for the
summer and I can understand like working out rides and stuff for camps and
everything but I like everyone else so much other proxy and she’s my daughter
for those of you who don’t know and I was just wondering if maybe she could
like be in the office or like tight about that in the back because just
because – for her it isn’t like it’s not fair that I can’t bring mine because
there’s no one to watch her? We can talk about this later. Okay. Another thing that
you can do during a staff meeting is to spend some time training, if you’ve taken
the time out of your day to stop your production, to close your office, maybe
forward your phones or have somebody else answering your phones, this is a
great time to work on some of the areas that the staff need to work on, so
whether you sit down as a team and watch a front office rocks video and then work
on that or maybe there’s some things you’ve seen around the office that need
a little bit of help, a little bit of addressing, this is a good time, so I’m
going to show you an example of we needed some help of handoffs and doing
better handoffs and you can see in the example they’re not super good in the
handoffs of handing one patient off to another or one patient off from one
employee to another and we are going to work on that in this staff meeting so
I’m going to show you an example of like how you could partner your team up and
have them work on different areas that you want them to address for your office.
All right, so we all know how important good hand offs are from our clinicians to
our front office people and vice versa so we wanted to practice that a little
bit to end our meeting so you know turn around face your friend, lets do it. Okay so we
did everything she was scheduled for, we needed recare for next time and then we
prefer Rebecca. All right. And then finally with a staff meeting you want to
end on a high note, this is your one time to get the team together and unless
things are like you know doomsday, you want to end the meeting on a good note.
You can end it just like a huddle you can end up with some jokes you can end
it with a video you can end up with prayer you can end up with anything you
want it doesn’t matter in my office what we tend to do is we tend to end our
meetings with reviewing the reviews online as the manager I see the reviews
and the doctors see the reviews but a lot of times the staff doesn’t see the
reviews and they don’t get to hear how patients appreciate it
you know mr mr hygienist or Casey the hygienist. So we read the reviews in the
staff meeting sometimes if there’s not a great week review we’ll talk about in
the staff meeting so we know how to you know address that and make sure we don’t
let that mistake happen again but most of the time they’re great and the staff
deserves to enjoy. Them we had a whole bunch, one that was really great, he’s been going
to Dr. Hatch and staff since he was just starting in the business I also
have the experience of having been to many other dentists over the decades
simply stated he is the best the rating is a combination of the quality of their
services their staff and the office environment, parking is easy, all I can
say is keep it up. What was that that was It was on RevenueWell, another one? Okay another one from the time I entered the lobby met the receptionist through x-rays teeth cleaned dentist
evaluation and explanations of suggested treatment system I received first-class
care and a most enjoyable atmosphere no pressure whatsoever and the suggested
follow-up treatments then go on the recommendations were thoroughly
explained I will be returning for a crown and a minor cosmetic procedure
having priced these treatment at other dental offices I know the value and
quality at Scripps Rock Dental certainly are a no brainer for me. I love this
place great vibe great people very professional I worked with Casey again
today she’s fantastic there was a song playing on the sound
system and I just had to sound found it and they literally turn up the music and
check my phone so I can hear it through the speaker what are their dental office
does that for you outstanding I’m going to keep coming here even though my dental
insurance doesn’t cover it I had a great experience for my first job a visit from
the enthusiastic greeting from the receptionist to the informative post
exam meeting with Dr. Gupta and Jeff’s Rebecca provided a thorough exam and
cleaning all the way out chatting about relevant tooth care suggestions. that surprisingly now it’s easier and
takes less time I look forward to follow visits. And then lastly we end with
everybody gets a chance to say something good about themselves and something good
about somebody else. Now my rules are and a lot of times they break it is they can
only recognize one other person so instead of going around like other you
know you’re great for this and we’re great for that they can pick one person
and the idea is to thank them or recognize something great they did
because a lot of times we’re running around throughout the day and we miss
that recognition of somebody else and then lastly to recognize yourself
because we all do a good job we all accomplish a lot maybe we have a lot
going on personally and professionally and it’s a moment to just recognize you
know hey I’m doing a good job, I’ve made it through this problem where I handled
that patient well and to let the staff you know the rest of the team hear that
so that’s how we end our meetings you can see a couple examples here you know
my staff have a good time and it really kind of ends on a high note and gets the
team ready to go for the next month. All right my cell you’re new here lmao it’s
gonna well finish every meeting what we do is we say something that’s nice about
ourselves because a lot of times we appreciate some of the accomplishments
we have or maybe we don’t share them and they were gonna say something nice about
somebody else like something that you probably should have said during the
week that you did maybe so and so I hope to do whatever you recognize them for
it’s good time to do that so Kates going to start. All right I’m gonna go through my
link because you’ve been great you were so comfortable listening to
work with the patients when they come in is awesome your sound comfortable you
sound confident people like you and then I’m gonna go with me I made it through
the last two weeks Awesome. For someone else I’m gonna go
with Diana I keep getting awesome patient feedback
from you everyone loves you you’re awesome and you’re gonna drive me to the
airport so and for me I learned like two new jobs
and doing another job in training and figure everything else out so good for me. I’m gonna
say I know I’m not supposed to do more than just one person but I’m gonna say
my fellow hygienist just because if one of us is running
late there’s no asking no nothing one of them
will just jump in and help clean the room it to the instruments and the rooms
done before you know it you come back bringing your patient up front in your
room setup and you’re just like wow thank you, so so it’s a good team working
and then from me I’m gonna say that I have got my stats and my battleplan
Wow, things have changed! Jessica cuz like she was saying the schedules been looking really really
good and I think – elegant schedule two days before and then two days later it’s
small so that’s excellent.

Author: Kevin Mason

Leave a Reply

Your email address will not be published. Required fields are marked *