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about , Ph.D., M.S. For over four decades, Dr. Bellavia has worked with hundreds of new and established practices like yours and with thousands of team members to design most of the state-ofthe-art orthodontic systems used today. Dean has published four management books on orthodontics and two books on personality, has written scores of articles on practice management, has lectured to thousands of orthodontic professionals, and provides you with semi-monthly “Management Pearls” at www.DeanBellavia.com © The Bio-Engineering Co. 2015 www.DeanBellavia.com Dean has spent the last 4 years developing A~D~D~I~C~T… the complete, systematic approach to practice management. The Purpose of this Lecture… …to make you familiar with A~D~D~I~C~T, an effective, systematic approach to creating your orthodontic management systems. The A~D~D~I~C~T approach is simple in concept, but detailed in application; detail that cannot be presented in a one-hour lecture. But there is much detail in this lecture, which is available from the AAO lectures recordings. This is a 3-Part Lecture about: I) Defining Management (slides 4-8) II) Defining A~D~D~I~C~T (slides 10-16) III) Using A~D~D~I~C~T to create systems (slides 18-42) The Purpose of this Lecture… What is Orthodontic Practice Management? (slides 4-9) What is Orthodontic Practice Management Management is composed of 3 Entities: 1) Your well-chosen, well-organized, & well-trained Team… …with an attitude of responsibility for the tasks they perform 2) Your management Systems that your team works with… …without systems (organized procedures) you have chaos 3) A Systematic Approach to installing your systems; . referred to as A~D~D~I~C~T 1) Your Management TEAM With designated people responsible for their systems. Doctor (responsible for everything) Clerical .Coordinator Clinical .Coordinator (responsible for clerical team) REC TC (responsible for clinical team) FIN DA RT LT 2) Your Management Systems Fall into 8 Unique & Interrelated Categories The purpose of Team Organization is to have all of your practice’s positions filled to efficiently meet your production levels. The purpose of Team Hiring is to have all of your team members working in positions that they are naturally inclined to do well in. The purpose of Team Training is to have all of your team quickly, completely, and effectively trained in their positions. The purpose of Team Scheduling is to efficiently and effectively utilize the doctor and staff’s time to effectively treat patients. The purpose of the New Pt. Experience (TC Program) is to provide an exceptional service that makes your patients refer their friends. The purpose of Setting & Attaining Goals is to set your practice on a realistic and successful course of controlled growth. The purpose of a Partnership or Association is for all of the doctors to work compatibly and effectively with your team. The purpose of a Tx Quality Control is to provide an efficient & effective resolution of the Pt’s. orthodontic problems your Tx Mechanotherapy. 3) A Systematic Approach to Installing Your Systems called... A~D~D~I~C~T… a sequence or chain of logical steps… Analyze Decide Design Implement Critique Tweak …but the chain is only as strong as its weakest link… you need to give every step its due. And, to get the big picture, let’s see an example of A~D~D~I~C~T in action. Using A~D~D~I~C~T to design your OBS-Recall Control System Analyze: (OBS Started) (OBS from Exams) = OBS Conversion Rate . Examples: 67/98 = 68% = OK 34/98 = 35% = Needs Control (Ph-II Started Y-to-D) (Ph-I Started Y-to-D) = Ph-II/Ph-I Conversion Rate . Examples: 46/60 = 77% = OK 22/60 = 37% = Needs Control Decide: Who is responsible for the OBS Control Program: TC or DA Design: Visit Procedures, OBS Scheduling, daily OBS Control Log Implement: Pts. on Schedule with TC/DA, Visit Procedure, Follow-up (log) Critique: Calculate your monthly OBS conversion Rates…improving? Tweak: Improve Procedures/($)Options, New Responsible Person, etc. The Purpose of this Lecture… Defining the six aspects of A~D~D~I~C~T (slides 11-16) nalyze minimal statistics Implementing change without adequate analysis is You will need at least 12 months of the following: like driving with a blindfold—you’re in for a disaster! • Total number of Full, Ph-II, Ph-I, Limited & Invisalign Starts • Total number of New Patient Exams (not recall exams) • Total number of exams Placed on OBS Recall • Total OBS Recall Started in any Active Tx • Total Full & Ph-II DeBands • Total Patient Tx Days (<5 hrs = ½ day) • Total Patients seen (for last 12 mo) • Total Clinical Staff (full time equivalents) • Total Clerical Staff (full time equivalents) • • • • Total Clinic Treatment Chairs (available to the DA’s) Active Tx Appointment Interval Sequence Completion of Active Tx by ECD % of Referrals from: Family Dentists & Patient/Family ecide what to do and when Moving into a New Office? Step-2: move in before implementing ADDICT. Installing a New Computer? Step-3: install it before implementing ADDICT. Adequately staffed? If so, great, if not, Step-4 is to organize and hire staff—your systems are embedded in your team…no team…no systems. Are your TC’s conversion rates and internal marketing adequate? If so, great, otherwise Step-5 is to improve your TC program. Is your team Fully Trained? If so, great, otherwise Step-6 is train them. Once Step-1 through Step-6 are accounted for, you can move on to Step-7, improving your Scheduling system. Are you considering an Associate? If so, Step-8 is when you should do it. esign your systems “Management Kits” are an integral part of A~D~D~I~C~T for quick/comprehensive systems design Informational Videos—Design Workbooks—Detailed Manuals & Forms Use the “Organization & Hiring Kit” to ORG. & Hiring your team Use the “Team Member Training Kit” to quickly Train your team Use the “New Pt. Experience Kit” to improve your TC program Use the “Scheduling Design Kit” to design your ideal Schedule Use the “Goal-Attaining Kit” to set, monitor and Attain your Goals Use the “Practice Transition Kit” to find your ideal Associate/Partner mplement your systems Only implement One Management System at a Time... …for example implement your TC systems… then implement your scheduling system. Have One Person Responsible for implementing the system. Have that responsible person Train Other Team Members on how to use your newly implemented system. Have all of the Equipment & Supplies available for your new system implementation. Choose a Specific Date to start implementing your new system and have all of the team members prepare for it. ritique Determine what works your system and what doesn’t 1) The person responsible for that system implementation should critique the progress of that implementation. 2) Critique each month for 3 months after implementation to reinforce your design and clear up any misunderstandings. 3) Use your management kit’s design workbook as a checklist to make sure what you designed was properly implemented… …for example, that your scheduling templates follow your design. 4) Also use your kit’s design workbook to make sure that what you designed is being used correctly by your team… …for example, using your new schedule’s appointment codes correctly. weak fine-tune your system 1) Do you want more procedures or sophistication built into the system you designed & implemented… …for example adding “substitutions” into your schedule …or adding elements initially left out of your hiring system 2) Do you want fewer procedures or sophistication in the system to make it easier for your team to implement or use… …for example, combining similar appointment codes into one …or removing elements initially built into your system’s design 3) Do you need more clarification for the system’s use… …for example, re-educating the team on the use of the system 4) Do whatever, to make your systems work optimally… The Purpose of this Lecture… Using A~D~D~I~C~T to create your practice management systems (slides 18-42) Team Training Kit Organize & Hire Kit WeUsing will review them quickly, since A ~D D~I~C~onT this is~available your AAO lecture Management recordings. Kits Scheduling Design Kit TC Programs Kit Goal Attaining Kit Partners Associates Kit What you should know about GROWING with A~D~D~I~C~T Organize your basic team, based on present production. Allow your staffing to grow as your practice grows. Hire & Train the right people, but only hire what you need. Employ key people in key positions… . and choose your partner well. Design a basic schedule with all of your appointments. Modify your schedule as your production (FS/D) increases. Set realistic monthly goals and monitor your progress. Make changes (procedures, marketing, etc.) to attain those goals.