KPI

Computational analysis of data from your practice management systems is one of the most important cornerstones of running a successful dental business.  The dental industry often over complicates this process, but this is something that ANYONE can achieve with a little spreadsheet know how and the patience to mine  your data.  Every practice management system has some capability to export data into digestible reports, so we highly recommend taking the time to play with some simple macros and covert your raw data into percentages you can easily follow.

With that said, there are some excellent service providers who can help ease the burden and get you started.  From mainstay Dental Intel to the upstart Divergent Dental, there are more than a few ways to help bring BI reporting capabilities into your office.

With that said, metrics are a hot topic in the DSN, so let’s dive into a question posted by one our members…

Question from DSN User:

More Scorecard/KPI/Metrics talk!

As some of you know we are completely revamping our scorecards. We think we have it fairly dialed in. WHAT WE DON’T HAVE is the WHY, HOW and WHAT with each metric. I, and I would guess some of you, just assume that everyone gets it, they understand why we measure what we measure and they understand how we measure it.

What Im finding is NOTHING could be further from the truth.

Can you help me with this? Lets create a list of as many as we can. We will then have one single document where we can all go to and choose what metrics work best for us at this point in time.

Here is an example:

KPI: Case Acceptance %

What is Case acceptance %?

Case Acceptance % is defined as the % of treatment that was proposed by a provider that gets scheduled/performed. For example if a provider presents $10,000 worth of dentistry and the pt chooses to schedule $2,000 of that proposed tx, the case acceptance % is 20%.

How do we measure case acceptance %?

Via dental intel we are able to pull reports on what a provider has tx planned vs what % of that tx has been scheduled and/or performed over a certain period of time

Why do we measure case acceptance %?

We measure this % to give our providers weekly feedback on how receptive pts are to their tx plans. We also measure this so certain providers that have high case acceptance % can work with providers that have lower case acceptance %, sharing best practices in a effort to improve the overall %.

Whats a goal range for case acceptance %?

In our office we would like to work towards a case acceptance % of 35%. We measure this via a rolling 4 month average because we do not want to pressure pts to scheduled instead trying to give them time to digest what we have discussed with them .

So what are some other big KPIs that DSN members like to focus on?  Here’s a list:

  • Forward 4 week productio
  • Social Media Selfies
  • 10% of daily production is SAME DAY TREATMENT
  • New patient call conversion %
  • Missed Call total #
  • Missed Call %
  • Incomplete notes
  • Walkout Errors
  • Number of days till next NP
  • % of NP blocks filled with NP
  • Cost per NP
  • Revenue/provider/weekly
  • % of patients referring a NP
  • Implants presented
  • Periodontal Tx %
  • Total Tx presented
  • Accounts Receivable
  • Lead Conversion
  • Open Time in Hyg over next 2 weeks
  • Hyg Reappointment Rate
  • Crowns presented
  • Sealants presented
  • Aligner Cases presented
  • Unconfirmed Appointments %
  • Limited Exams converted to Comp Exams
  • Net New Patient Flow
  • Treatment presented per doctor

Are these metrics you track as well?  Our DSN doctors pulled together to fill out a Dental KPI sheet and share best practices.

It’s amazing what get’s done when dentists come together to discuss topics. With just one post and a goal in mind, dentists were able to create a list of Dental KPI’s that other dentist can refer to when needed. If you’re looking for more actionable information like this, click here to get in on the action.

Guided Surgery Resources

Guided Surgery Keys using DICOM and STL files

Do you want to learn how to do guided surgery cases for about $20/case?  The great news is that it’s not that hard, and it’s able to be done on budget, and accurate!

On DSN, we have clinical instructors giving the keys- detailed videos of exactly how to do guided surgery for basic cases, multiple unit cases, heavily restored using a scan appliance, acquiring your STL with a cone beam scan of a model, and full arch edentulous cases.  This is literally the entire hands on portion of what we do in the 2 day guided surgery course ($2k).  Teach yourself guided surgery from A to Z at your own pace. 

When you provide crucial resources to a group of dentists, you receive the utmost appreciation from your peers. Here’s what the DSN community had to say after receiving videos and files on how to do guided surgeries:

Appreciation Galore:

  • “Thank you. This is gold and coming at exactly the right time. Nobel Rep trying to sell me on Nobelclinician planning software but I know Blue Sky Plan is a very good choice (and a lot less $). Thank you for generously sharing your knowledge!”

——-> Reply: “OMG………$750 a guide AFTER you’ve bought their software!!!!!!! Amazing they’re able to get anyone to buy it. Only explanation I can think of is they just don’t know other options exist and they hate keeping their own money. Hope this helps : )”

 ——-> Reply: “Thank you. I hope to hear from the ones that go through the process , including what are the most reliable yet cost effective scanners/ printers. I just learned that anatomage charges $495 for a guide, even more for a bone reduction guide. That certainly adds to case overhead.”

——-> Reply: “Haven’t done a guided case. Have heard of getting a pilot guide to save money on the case from Biohorizons. Recommendations. I have pts get CT scan from periodontist’ office for 265 dollars then I review to determine length,width of implant. However, my angulation can be off at times. Also don’t want to invest in guided surgical drills kit just yet. Feedback?”

——-> Reply: “First of all thank you so much for sharing this information. That is very generous. You are making us all better clinicians. Very useful and started to implement this for all my cases. Does anyone know if you can still apply this technique in areas where there is a distal extension? All these cases (minus the fully edentulous) appear to have tooth supported guides on either side of the surgical site. If we would like to place implants say in sites 3 and 4 and patient is missing #2 already, could this still work and provide enough stability or is there another technique that someone can recommend for guide fabrication in this scenario?”

——-> Reply: “yes you can do it but depends on the amount of tissue support………..if it’s a great ridge with broad base, go ahead. If not, you can actually segment a small portion of the bone on the ridge and make part of the guide on the extension bone supported and then tissue/tooth supported everywhere else”

When you join a group of people who sincerely care about the success of other dentists you end up with some pretty cool resources, ideas, and feedback. If you’re looking for more actionable information like this, join DSN!

Traditional Cable VS Streaming on your Treatment Room TV Monitors

Question from DSN User:

“Who uses TVs in the treatment rooms with Netflix or Hulu instead of traditional cable? Right now I use cable but am considering switching. Can someone tell me what hardware I would need and what the monthly cost is to stream? Are there issues with buffering and shows taking time to load? Does the pt strolling through the content slow you down? Your thoughts appreciated!”

Dental Success Network Collaborative Coaching at work:

In the age of smart phones and big screen TVs; which is better?  Big or small?  And do patients REALLY care?  Here’s that the DSN community had to say about it, in a summary fashion of all the info out there.

3 is better than 1

In summary most practitioners on the Dental Success Network were keen on having 3 monitors/TVs rather than having one.  Now we include the actual computer screen as one of the screens.  Then you add another TV hanging over top of the chair, and then you put the final one at the foot of the chair/front wall.  This is quite easy to do with a few pieces of wiring/enhancements from Amazon.com.

If you have an HDMI port coming out of your operatory computer, you can then do a HDMI splitter for around $10, to have it split to multiple computer screens/TVs.  You can have the same image on the top screen as the front.

From another Dental Success Network dentist and collaborator:

  • “I just finished upgrading my TVs in my ops. I put one at the toe of the chair for patient education/xrays/photos, and a second one on the ceiling for Netflix/cable. Hooked up bluetooth noise cancelling headphones (from Amazon) and we got disposable covers for the headphones. I can post links/pics in a bit if you want. I got the two screen Netflix account which is $10.99 per month. Patients LOVE it. They only “complain” when we’ve completed the procedure before the end of the movie.”
  • “We use these headphones that are wire connected to Roku Remote Control:” https://www.amazon.com/…/ref=oh_aui_detailpage_o08_s00…
  • “The small covers fit perfectly” https://www.amazon.com/…/ref=oh_aui_detailpage_o07_s01…
  • “If you want wireless options for headphones over Bluetooth:” http://a.co/d/cfyIGwq
  • “You may also need this if your TV doesn’t have built-in Bluetooth. It plugs into the 3.5mm audio jack, with a USB charger” http://a.co/d/gZZSWjy
  • “The headphones are supposed to be 18 hours, but we just plug in at the end of the day and we’ve been fine.The transmitter is always plugged in, although it has an auto-off at about 30 minutes I think. You need to repair the headphones and transmitter every day. One thing with the transmitter – message the seller- they have one model that you can’t use while charging. The model number I bought is MBT3-P .”

 

Overall- it appears headphones in the dental operatory can have a double-positive effect with one downside.  The first positive is that patients get enjoyment out of the video/sound of the TV- whether you’re playing Netflix, Youtube, or Cable TV.  The second is that they don’t hear the sound of the drill.  The only downside is that if you’re trying to communicate with them, then it is harder to hear them and speak to them to have any reasonable conversation.

As for running Cable versus Netflix, it appears that most consensus goes with Netflix.  First of all, local cable channels may include TV ads that are for other dentists in your area.  You definitely don’t want to be showing ads for your competitors while patients are sitting in your office!  Running Netflix in your dental office can avoid this complication of competitors advertising.  Netflix can also give patents the choice to watch whatever they want, and giving them this freedom can increase their sense of control about the entire situation in the dental office.  Sometimes people fear lack of control, and so this can mitigate that.

As for the cost of Netflix, this can vary, depending on the plan you get.  The legalities of using Netflix for commercial purposes may be need to be researched further.