Episode 642: 3 Benefits to Calibrating Exams

 rit and Dana are talking about the benefits of calibrating exams in a practice with multiple doctors. Specifically, they share three benefits for getting doctors, hygienists, and the hand-offs between them on the same page:

1. Everyone speaks with more confidence

2. Time is more efficiently utilized

3. Case acceptance increases

Episode resources:

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Listen to episode 383 to learn about the ICRP method for hand-offs

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Transcript:

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0:00:05.8 Kiera Dent: Hey everyone, welcome to the Dental A Team podcast. I'm your host, Kiera Dent, and I had this crazy idea that maybe I could combine a doctor and a team member's perspective, because let's face it, dentistry can be a challenging profession with those two perspectives. I've been in dental assistant, treatment coordinator, scheduler, filler, office manager, regional manager, practice owner, and I have a team of traveling consultants, where we have traveled over 165 different offices coaching teams. Yep, we don't just understand you, we are you. Our mission is to positively impact the world of dental, and I believe that this podcast is the greatest way I can help elevate teams, grow VIP experiences, reduce stress, and create A Teams. Welcome to the Dental A Team podcast.

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0:00:51.5 KD: Hello Dental A Team listeners, this is Kiera. And you guys, I'm so excited for Consultant Take Over. Guys, that was me attempting to sing into this microphone for you, and I hope you loved it. Today, Consultant Take Over. Grab your pens, grab your notebooks, bringing in the heat today. And as always thanks for listening, and I'll catch you next time on the Dental A Team podcast.

0:01:10.4 Brett: Hello, Dental A Team listeners, this is Brett. And guys, it's Consultant Take Over today. So always a great day when we get to take over a podcast, and I'm super excited, you get the hygiene team today. Dana's joining me here today. Dana, how are you doing?

0:01:26.8 Dana: Good, good. I always love it when I get to participate in anything hygiene.

0:01:31.7 Brett: Right. We love a hygiene take over almost, it's still a Consultant Take Over, but a kind of hygiene take over at the same time. So guys, this is a chance that we get as consultants to take over the mic from Kiera, and offer up some tips and tricks we've got from hundreds of practices that we work with nationwide, and share things that we think will be beneficial to you guys. And so always let us know, like us, comment, drop us an email at [email protected] if there's any other topics you want us to tackle. But today we're kind of what I feel like going into hygiene doctor world a little bit. Right Dana?

0:02:05.4 Dana: Yeah.

0:02:06.4 Brett: Hygiene doctor world a little bit. Talking about exams, right Dana? Have you worked in offices where you have multiple doctors working in an office?

0:02:17.4 Dana: I absolutely have, yes.

0:02:20.4 Brett: Same. I think my max number was... We had five in one office, so quite a few different doctors in an office to work with, which is fun. I love working with lots of people, but when it comes to exams, there sometimes can be a little variety when there's multiple doctors, would you agree?

0:02:39.4 Dana: Yes, and while a variety is usually the space I like, it definitely keeps you on your toes. It can be challenging.

0:02:49.1 Brett: Yeah, for a hygienist I'm like, I love it, I love all my different doctors. The longer I work with you, the better I get to know you for sure. But when it comes to being in a practice where it's a group practice where we have multiple doctors, it's super helpful when we can have some level of calibration with those exams, would you agree?

0:03:10.6 Dana: Yeah, I agree, it helps us know what to expect, it helps us know our expectations as far as the information that they want us to gather and us to give to them, what they think is important, and to us to feel really super confident in pre-heating things and getting things ready and having discussions with the patient prior to the doctor entering the room, and making sure that those are really solid, and we feel super confident and comfortable in doing it, which makes our exams more successful.

0:03:37.8 Brett: Absolutely, and I think this starts with, number one is like hand-offs, having the same type of hand-offs from doctors is super helpful, just so it's like a little dance between, assistants and doctors have their little dance while they're doing treatment, and hygiene and doctors have their little dance while they're doing exams. So I know where to pop in and I know what information to relay when. So hand-offs is first thing when it comes to getting on the same page and getting calibrated with exams, and some good ways that I've seen doctors come in when it comes for exams is, I usually like to do my hand-off first, so I like to introduce that doctor, love on that patient a little bit about how happy, give them a compliment. Recap what I've already talked about, so doctor doesn't have to come in and ask that question, and the patient doesn't have to repeat anything.

0:04:33.1 Brett: So recap, and then give them a little something personal to then connect, and doctor can take it from there. That's my ideal kind of hand-off, which we call the ICRAP hand-off. So introduction, compliment, recap, and then something personal. But having that hand-off, or some people trust transfers, whatever you wanna call it, but having that good hand-off at the beginning is super helpful, so then my doctor doesn't come in and start asking all these questions when we've already talked about them, which is my least favorite thing that happens 'cause it sucks my time when I'm already in a rush, but that's where I think it starts off, is hand-off first.

0:05:15.3 Dana: Yeah, I agree. I think we've just spent a lot of time with that patient, so the more that as... As the hygienists we can kind of package up and hand over to the doctor. Truly helps build importance, it helps build trust, they see continuity of care because they actively hear it happening as the patient. So everybody's on the same page, right? And then doctor can back you up. So it is that little bit of box it all up, hand it up to the doctor, doctor can put that bow on it. And doctor's got a lot to do in that five than an exam, right? Ideal exam, we would love to see you under five minutes, but they've got to build that rapport, make a connection, tie in the personal, do the diagnosing, talk about the treatment, right? It's endless. So the more that we can prep and put together and hand over to them, even in that beginning minute of that exam, the more successful that exam is gonna be, for sure.

0:06:12.3 Brett: Yeah, and with that, in order for me, hygiene and assistance too, same world. Assistants do lots of exam with doctors, they're identifying a lot of treatment over on the doctor's side as well, but in order for me to really be able to give an efficient recap and prep those patients, pre-heat them, tee up treatment for doctor, is having some sort of calibration amongst my multiple doctors on how we're diagnosing things as well. 'cause then I can... I'm not diagnosing anything, but I can confidently talk about what might happen, or what the doctor might wanna do in certain scenarios, when all my doctors are calibrated on the same page about, as close as possible when it comes to diagnosing.

0:06:52.8 Dana: Yeah, I agree, and I think it's really simple to do too. It sounds like a daunting process. How do I become familiar with four different doctors diagnosing, or how do we get four doctors to be more calibrated or in line when it comes to diagnosing? And it really is just as simple as pulling x-rays, talking about them together, reviewing what you would diagnose, talking about the differences, talking about the whys, and coming up with some sort of at least standard of care, for that visit. It is not a very difficult process. We just have to do it consistently and do it until we are closer aligned.

0:07:32.3 KD: Are you guys sick of trying to figure it out on your own? I know I am. When I'm trying to run a business, sometimes I just think, "There's got to be a better way to do this." And so for me, my answer has been to find someone who's done it and does it really, really, really well. I'm talking the best of the best of the best. I want someone who's been in my shoes, somebody who understands what I'm going through. When I was looking for the consulting business, I found a coach who literally has run a consulting business. Well, that seems like the perfect fit. So you guys, right now, we have a few spaces open in our platinum consulting. That is in the consulting where we actually come to your practice. We help you get systems implemented, we don't just tell you what systems to implement, we actually implement them with you and for you. Guys, it is one of the best investments I've ever made, is to hire a coach who understands the business I'm in, who's lived it, who's done it. And that's what we in the Dental A Team do, we literally physically fly to you. So if you're sick of trying to figure it out on your own, if you just want somebody who understands you, join our Platinum. I'd love to have you, I'd love to have our consulting team come out and see you, be in your office, be with your team, and truly help you get on to the easy path of dentistry. It doesn't have to be hard. So join us in the Platinum, we'd love to have you.

0:08:52.4 Brett: Yeah, I agree Dana. And I'm all for when you've got, especially quite a few doctors in one location, and depending on how long you've worked together and how closely you do diagnose, I do think doctor calibration meetings are a great time for this to happen, to be able to bring doctors together, I'm all for like, in those meetings that you have, where you're calibrating for doctors, the doctor calibration meetings, have some fun cases you guys need help with or talk about, or interesting things that have come up, like something to learn about, and have some standards in there just to make sure we're still on the same page with how we're diagnosing. Like Dana said, some X-rays, some pictures, pull them up, have everybody write down what would you diagnose for this patient as far as treatment goes, and just make sure we're all pretty dang close on how we're diagnosing, and nobody's like, there aren't any true outliers, and if so, we're not saying doctors have to diagnose a certain way, but it's worth a conversation to see what's our practice philosophy on how we wanna take care of our patients, and how we wanna be treating them, and that's gonna help you guys come in a better alignment when it comes to diagnosing and exams.

0:09:58.2 Dana: Yeah, I agree. And then if we... Oh, go ahead.

0:10:02.2 Brett: No, I was just gonna say, and it helps your team big time. Coming from hygienist, it helps me a lot when you guys are kind of on a similar page.

0:10:11.2 Dana: Yep, I agree, I agree. And you could do the same thing once you feel like doctors are pretty much in line, you can do the same thing with your hygienist team. So once you feel like you're more aligned, then have hygiene say what they think the doctors would do in this situation, have hygiene do the same thing that the doctors did together, that again, helps hygiene be really comfortable.

0:10:32.7 Brett: Agreed. Because then we know how to better anticipate your needs when it comes to diagnosing, and help talk to those patients about things, and we can make, assistants and hygienists can make doctor's life a whole lot easier, when we've already talked about potentially what might be needed or what the doctor might recommend or, "Hey, here's what I'm seeing, here's what might need to happen to take care of that thing," so that your life can be super slick and efficient. And it goes back also to when it comes to patients accepting treatment, another reason why calibrating exams is super beneficial, because when I can bring something up as a, "Here's what I see, here's what might need to be done," that patient can start processing, "Oh, there is something there, I might need to have some work done," so by the time doctor comes in and says like, "Hey, yes. This is what's needed to take care of that problem." The patient's already started emotionally processing things a little bit, and they're more willing to accept it.

0:11:30.2 Brett: Whereas if I'm not sure what to talk about, because I'm not sure how doctor's gonna diagnose, or everybody's a little different, so it's hard for me to kind of really know how to talk about that treatment to a patient, then when doctor comes in and says, "Hey, there's this thing and here's what needs to happen," it's a little more of a surprise to that patient in that moment. So being able to hear it multiple times is gonna definitely help your case acceptance. So you wouldn't think exam calibration case acceptance, but truly it helps your team to be able to speak to that patient, really tee up treatment, pre-heat that patient for you, and get you better case acceptance for those patients, so it's not such a shock.

0:12:10.0 Dana: Yeah, absolutely. It's truly just prepping the patient that there is something there, there is a concern, doctor is surely gonna come in and tell you. Luckily, you're in a great spot, you're in a dental chair. So we see concerns and there is a dentist that is gonna come in and help you fix it, get you taken care of, it's, we just need to talk about it, talk about what we see, talk about what we've done. And give the patient the information before the doctor comes in, that way then doctor's conversation can back that up, give further information, get the patient really on board.

0:12:41.0 Brett: Yeah, for sure. And in practices where there's multiple doctors, you can even have where doctors are, kind of have a focus. One doctor might do root canals within the practice, or one doctor might do more oral surgery stuff, 'cause that's what they like within the practice, which is totally fine. I love it when you diversify those skills within the practice. And that's where calibration helps, so that we also know how we handle those, if it's, we internally refer, then great, I can already start that conversation, if I know it's something that might be referred to another doctor within our practice, I can start building that rapport with that patient and edifying that doctor who might be taking care of them. But if I'm not sure, or not sure how we handle those things, then I'm gonna be much more timid, which unfortunately comes across not as confident, and ultimately it just impacts our overall trust with that patient when I can't speak as confidently.

0:13:38.2 Dana: Yeah, yeah.

0:13:38.8 Brett: Alright, so if you need some reasons on why to calibrate exams, guys, being able to speak confidently, efficiency of time that your hygienist and your assistant can do a lot of the leg work before you come in for exams, and ultimately case accepted, so those patients have that confidence to accept the treatment that we all know that they need to have done, which benefits the office, it benefits most importantly our patients. So those are some reasons and some things to calibrate hand-offs, make sure that those we've got them down, how are we handing that information off to the doctor, and then how we're diagnosing are the most important things we need to know out of that calibration. So if you don't feel like things are calibrated, I'll tell you, ask your most bold hygienist, they'll tell you whether our doctors are calibrated or not. Right Dana?

0:14:30.2 Dana: Yeah.

0:14:32.7 Brett: Yeah. So they know, and assistants too, your team knows, kinda can tell if they... It's easy for 'em to anticipate, and doctors are in line, or if things aren't in line, and if you're not, don't be afraid to have those calibration meetings, figure it out and talk about the philosophy in the office, that might be what it comes back to, is we've got some different philosophies, and where do we wanna be, and what are we okay with, and then just make sure that gets communicated to the team on how we're diagnosing so that they can become confident in it. So, super helpful Dana. Anything else to add when it comes to calibrations for exams?

0:15:07.6 Dana: The only thing I was gonna add is if you have that confident hygienist who will tell you you're not calibrated, even if she can pinpoint, it might not be all things. You might be aligned on lots of things, but on specific things, maybe not as much. So whether we look at occlusal stain, if we put that as a watch, what we do with all of those things, so it might... If they can pinpoint to even some things that where you aren't calibrated, it'll help those meetings get you more results.

0:15:36.7 Brett: Yeah, that's a really good point. And good questions might be for that hygienist of like, "Hey, how can we make exams more efficient?" Or like, "How... What information do you need to be able to speak more confidently to tee up doctor or pre-heat treatment?" Those might be some good questions to ask.

0:15:51.1 Dana: Yeah, I love it.

0:15:52.0 Brett: Okay, awesome. Well, guys, if you're not calibrated on exams, team members, if you hear this, if we're not calibrated on exams with the doctors, this is your time, take the opportunity, talk about it, get really calibrated so that your team can be confident. And that's a wrap for Consultant Take Over today on the Dental A Team podcast. So let us know what you think. We love hearing from our listeners. Drop us a five-star review, or email us over at [email protected], and thanks so much for listening. And we'll catch up with you next time on the Dental A Team podcast.

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0:16:26.2 KD: And that wraps it up for another episode of the Dental A Team podcast. Thank you so much for listening, and we'll talk to you next time.

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