Charlene's Scripting from her Session at the 2007 Kodak Meeting April 2003 Benefits of a High Tech Office Computerized charting at the clinical chair: "Kelly this is your patient chart. As you can see we have your chart on our computer system. This enables us to pull up your record from all of our terminals. If you call our office, we can easily access your information and put note in your record. Your entire treatment plan is entered right here. We will track your progress as treatment continues. This bar indicates how you are progressing towards your target date. Computerized check in: Derek when you arrive for your appointment all you have to do is touch your photo on the screen and it will notify us that you have arrived for you appointment. The clinical team tracks all of the patients this way. They know exactly how many minutes you have been waiting. Their goal is to seat you right on time. If you prefer to play games when you arrive, that's ok. They will still be able to find you and get you back on schedule. Once you are in the chair we also use this system to make sure our patients are seen in the proper order." Internet based functions: Mrs. Beck we will set you up with a pin number so you can access your information on line. If you need to look up your next appointment date or account balance, if is available to you. We actually offer a wealth of information on our website for patients. We have a lot of fun games for kids also. Scheduling: Anyone in our office can schedule another appointment for you since our schedule is computerized. Our goal is to keep your child in school as much as possible and at the same time be fair to all of our patients. Dr. Mason has set up our schedule to accommodate as many short appointments in the prime times of day and longer appointments in the middle of the day. These appointments are only needed a few times during treatment. We use the latest technology in our office which means your visits will be on an 8-10 week interval verses a four week interval most of the time. Our doctor understands that your time is valuable." Telephone system: "You have a couple of options regarding the confirmation of your appointments. We have an automated telephone system, an e-mail system or you can choose not to be reminded. We do have a doctor or staff member on call however we find that 95% of the patient repairs can be taken care of during our regular office hours. We also offer instructions on our website." Collections: "For our in-house, no interest financing Mrs. Williams, once you make your initial orthodontic investment, we set up your monthly payments on an automatic payment plan from a major credit card or bank account. You get to choose a due date that is convenient for you and it makes it easy for you." Insurance: "You have excellent insurance benefits Bob. We will submit your insurance for you electronically. As long as your insurance is in force, your company is planning to pay $1500 over a period of 20 months. This is an excellent benefit that your company offers. If you have any co-workers who have been thinking of seeing orthodontists, tell them we would be happy to make them an appointment. Digital x-rays and photos: "We have just downloaded your digital x-rays and photos John. Here let's take a look at them. Dr. Hudson will be in to review them with you in a few minutes. Here is a model of an ideal arch. Do you notice any differences in your photos compared to these?" (You will be amazed at how many things the patient will point out) Communication with Referring Doctors: " Bill, we are finding that by using the computer our staff has a lot less filing to do in our office. We thought that might be the same for you and your team. If you would prefer, we could start emailing you the information on your patients who are being treated in our practice or we can continue to mail you the letters. Either way works for us." Letters and documents: "Mrs. Williams I am going to insert this letter and a copy of your photos to take home to your husband. This will enable you to review Cathy's treatment plan together. Everything is outlined for you. I've even included a photo and write up of the herbst appliance." If you prefer, we could also email your husband. Which works best for you?" Automated tracking of duties and target dates for the doctor and team: The entire orthodontic team can benefit from using the to do lists in the software. Daily, weekly, and monthly duties can be logged. To do lists and requests can be sent within the office. Intra office emails can be sent to all team members. Messages can be sent between the doctor and staff. New staff members can start out on the right foot with their training by working off a specific list. Technology is a tool. Humans make connections.

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