Elizabeth Barrett, B.A. - AAO Annual Session · 2018-05-04 · Turkle, Sherry Alone Together . WHY...
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Elizabeth Barrett, B.A. © 05/2018 Proactive Practice Management “Inside-Out” American Association of Orthodontists Annual Session – Washington, DC May 4 th –May 8 th Presented by Elizabeth M. Barrett, B.A. Practice Administrator David R. Musich, D.D.S. & Matthew J. Busch, D.D.S., LTD.
Transcript of Elizabeth Barrett, B.A. - AAO Annual Session · 2018-05-04 · Turkle, Sherry Alone Together . WHY...
Elizabeth Barrett, B.A.
© 05/2018
Proactive Practice Management
“Inside-Out”
American Association of
Orthodontists
Annual Session – Washington, DC
May 4th –May 8th
Presented by
Elizabeth M. Barrett, B.A.
Practice Administrator
David R. Musich, D.D.S. & Matthew J. Busch, D.D.S., LTD.
Practice
The Value of Position (Job) Descriptions for Orthodontic Teams
It is more important than ever to have detailed, written, updated, job descriptions for every position on
your orthodontic team as part of maintaining an optimal system for team management.
Comprehensive Job Descriptions should be obtained and updated from your Human Resources
Management Company to insure full compliance with current regulations.
Basic Components of Position (Job) Descriptions:
*These components are based on the Job Description format provided by Bent Ericksen & Associates that we use
Value of Job Descriptions in Practice Management: Builds confidence and reduces confusion for your team
New Team Members Due Diligence and Compliance Protocols
Performance Reviews Aligns with Training Expectations
Transition Management Full-Time Team Member changes to Part-Time
Part-Time Team Member changes to Full-Time
Team Member changes from one position to another
How can I get started?
List the positions that comprise your orthodontic team (these may include):
Associate Orthodontist - Office Manager – Treatment Coordinator – Administrative Assistant – Clinical Assistant –
Sterilization Technician – Lab Technician – Insurance Administrator
.
Develop a detailed listing of the daily, weekly, and monthly responsibilities for each member of your team.
Contact a Human Resources Consulting Company to obtain compliant job descriptions. There are HR
companies that can provide job descriptions specific to Orthodontics.
Review Job Descriptions with each team member; maintain updated Job Descriptions for New Team Member
©EM Barrett 2018
Position Title
Supervisor
for this Position
Status
Exempt/Non-Exempt
Description of Position
Employer Expectations
Educational Requirements
Certifications, Licenses
Knowledge, Skills, Physical Req.
Based on Procedures, Equipment
Establish Routine for Completion
of tasks– daily, weekly, monthly
Standard (Base Line) for Performance –
Establish Initiatives for Training
List of Specific Job Responsibilities
Update Procedures and Frequency
Employee Expectations
Pt Care, Training, Supervision,
Record Keeping,
Sample Checklist for Training Team Members
Prepare training materials & manuals or record procedures for download
Training Manual Headings
o General Duties for Clinic Assistants ○ “It’s up to you” patient instructions
o Abbreviation List ○ Identify Arch wires
o Three minute check procedures ○ Elastics
o Hygiene grades ○ Banded appliances checklist
o Digital Photo steps ○ Bonded appliances checklist
o Impressions ○ RPE instructions
o Tray set ups ○ Fitting Headgear
o Bonding criteria checklist ○ Fitting Removable appliances
o Prep for bonding crowns & fillings ○ Splint checklist
o Prep for rebond brackets ○ Prep for Lingual Arch
Descriptions & Pictures of Appliances
○ Very useful in training new staff
○ Easily customizable to appliances used in your practice
○ Describes appliance and its application for treatment
○ Lists Estimated treatment time for each appliance type
Determine hiring strategy – On-line, word of mouth, print listing
Assign training protocols to senior team members
List ancillary tasks and decide how to divide up these duties until training is complete
Schedule weekly training sessions and monthly training reviews
Schedule & complete OSHA & HIPAA training
©Elizabeth M. Barrett 2018
LEVELS OF TRAINING ____/_____/_____ Level SEVEN_______________________
Trainee Name:___________________________ COA (Certified Orthodontic Assistant)
Level SIX (Timeline: 14 – 24 months) □ Prelim prep for TMJ / TMD/ Splint Adj & instructions___________________
□ Understanding Multi-disciplinary pts’ tx protocols______________________
□ Understanding dental, perio, endo, surg tx modalities___________________
□ Pouring impressions/ familiarity with lab process_______________________
□ Use of articulator_________________________________________________
□ Understanding cephalometric landmarks_____________________________
□ Pt management – surg/ special needs/ complex adult tx________________
Level FIVE (Timeline: 10 – 14 months) □ Prep for bonding lingual arches_____________________________________________
□ Minor repairs to clinical equipment___________________________________________
□ Surgical records and impressions with braces___________________________________
□ Facebow for mounted OSM’s________________________________________________
□ Prep for Adult/ TMJ exams (understand ROM)_________________________________
□ Prep for and assist with CFS/ mini-exposures__________________________________
Level FOUR (Timeline: 7.5 – 10 months) □ Prepare for bonding occlusal rests and auxiliaries________________________________________
□ Standardized ommunication – The Eight Step Discipline®___ ____________________________
□ Progress pan & Prog report________________________________________________
□ Educational tear sheets____________________________________________________
□ Review tx plans – TCR, FRC, OCS_____________________________________________
□ Child Exams preparation____________________________________________________________
□ Understanding of functional appliances________________________________________________
□ Scanning & Duplicating x-rays_________________________________________________________
Level THREE (Timeline: 5 – 7.5 months) □ Troubleshooting Emergency appts_________________________________________________________
□ Biomechanics (Mechanics) torquing auzilliaries_______________________________________________
□ Band identification_____________________________________________________________________
□ Archwire Identification and progression____________________________________________________
□ Prep for Fit bands/ impression for appliances________________________________________________
□ Prep for Fit bands / fit headgear & instructions_______________________________________________
□ Prep for upper & lower debondings (not bonding ling arches)___________________________________
□ Ordering clinical supplies – see clinical director_______________________________________________
Level TWO ( Timeline: 2.5 – 5 months) □ 3 minute check______________________________________________________________________________________
□ Insert & check retainers / retainer types & instructions______________________________________________________
□ Separator placement_________________________________________________________________________________
□ Elastics Instructions_________________________________________________________________________________
□ Prep for Adult bondings______________________________________________________________________________
□ Prep for fitting RPEs & other banded appliances_________________________________________________________
□ Understanding bite classifications (including cuspid relationships)______________________________________________
Level ONE (Timeline: 0 – 2.5 months) □ Sterilization & instrument recognition_________________________________________________________________________________
□ Familiarity with sign-in sheet & daysheet_______________________________________________________________________________
□ Location of supplies & maintaining inventory____________________________________________________________________________
□ Charting / chart organization / medical record keeping____________________________________________________________________
□ Bracket Identification______________________________________________________________________________________________
□ Chairside assisting etiquette_________________________________________________________________________________________
□ Use of Mini-manual________________________________________________________________________________________________
□ Diagnostic Records (all x-rays)________________________________________________________________________________________
□ 3 minute check for Starts / Health History for Exams / TCR for consultations___________________________________________________
□ Assist Phase I and young adult bondings / IUTY / Use of curing light_________________________________________________________
©2018 DRM/MJB ltd
Team Member:_____________________________________________ Current Rate:_$20.00/hr____ Date:__________________ Time:____________ New Rate:_______________ Incr _______%
BENEFIT MONTHLY YEARLY VALUE [divide by .6240]**
Salary 1800 hrs $36,000.00
Paid Vacation 120 hrs $2400.00
Paid Holidays 32 hrs $640.00
Paid Health Insurance Empl only $9,192.00 Value =$14,730.00
Uniform Allowance $660.00 Value =$1058.00
Scrubs $500.00 Value =$801.00
Overtime
Continuing Education
End of year Bonus $500.00
Orthodontic Tx. $6,250.00 Value =$10,016.00
401 K Profit Sharing $750.00 Value =$1,202.00
401 K Employer Match Safe Harbor Contrib
$1550.00
Value =$2,484.00
AAO Meeting Expenses
CPR Training
Hep B Vaccination
MHI & Soc Sec Contribs $2,920.00
Fed & State Unempl Tax $42.00
2017 Hrs worked 1800
Benefit Pkg Total $60,904.00 $33.83 / hour
Benefit Pkg Value = $72,793.00 **Wage Value = $40.44/hour
**Wage Value is total value of Benefit Package divided by hours worked
Long Range Goals: ►_______________________________________________________________________________ ►_______________________________________________________________________________ ►_______________________________________________________________________________ ►_______________________________________________________________________________ Short Range Goals: ♦_______________________________________________________________________________ ♦_______________________________________________________________________________ ♦_______________________________________________________________________________ ♦_______________________________________________________________________________ ♦_______________________________________________________________________________ Additional Comments:_____________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________
** Calculator Based on Marginal Federal Tax Rate of 25%, Illinois State Tax, Soc Sec Tax, & Medicare Tax ©Elizabeth M. Barrett 2018
The Power of Written Reviews….
©David R. Musich & Elizabeth M. Barrett 2017
Consultants: Berning and Affiliates, Inc. Naples, Florida 800-999-8121 Specializing in Dental
& Specialty Practice Transitions; Resource materials and webinars available at
www.BerningAffiliates.com
Bent Erickson & Associates, Eugene, Oregon 800-679-2760
Personnel Management and Employment Law Consultants
Specializing in the Dental Profession
The Linda Harvey Group, Inc. Jacksonville, Florida 904-573-2232 Compliance /
Risk Assessment Specialist - HIPAA / HITECH regulatory acts.
www.Linda Harvey.net
Turkle, Sherry Alone Together. WHY WE EXPECT MORE from TECHNOLOGY and LESS
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Miller, John G. QBQ The Question Behind the Question. Practicing personal accountability in
business and in life. Denver Press, Denver; 2001.
Covey, Stephen: First Things First. Tells you how to “connect with your mission statement
Simon and Schuster; New York, 1994.
Patterson, Grenny, Crucial Conversations: McGraw-Hill, New York, NY 2002.
McMillan & Switzler “How to communicate best when it matters most”
Covey, Stephen: The Speed of Trust. The one thing that changes everything.
Simon and Schuster; New York, 2006.
Covey, Stephen: Smart Trust. Creating Prosperity, Energy, and Joy in a Low Trust World.
Simon and Schuster; New York, 2012.
Gawande, Atul: The Checklist Manifesto. Checklists have made possible some of
the most difficult things people do. Metroplitan Books, Henry Holt
and Company, New York, 2009.
Covey, Stephen: Primary Greatness. The 12 levers of success.
Simon and Schuster; New York, 2015.
References
