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Pediatric Dentists SOP, 3rd edition

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PEDIATRIC DENTISTS SOP, 3RD EDITION

Total Program: 910 pages (237 SOPs, 9 Performance Agreements and 91 forms and sample letters) in a 3-ring binder and on CD (as editable Microsoft Word files), complete with the SOPs Video Implementation Guide on DVD or VHS.

Standard Operating Procedures for Pediatric Dentists is the most complete manual we’ve ever offered. Based on SOPs for All Dentists, it has been pre-configured for pediatrics and includes over 30 new SOPs. Pediatric Dentists should buy this new manual instead of buying the 5th edition of SOPs for All Dentists and the Pediatric Supplement.

Easily customizable to reflect the needs and style of your practice; it can be quickly adapted to implement new policies and procedures and reflect changes to those already in place. It is divided into eight sections: Mission Statement, General Front Office, Bookkeeping and Data Entry, General Back Office, Hygiene, Management and Marketing, Performance Agreements, and Forms.

With 237 real-world SOPs included as editable files, it couldn’t be easier. As you read the book, identify a SOP for a specific task, go to the corresponding file and edit it to describe the way it’s done in your office (or the way you want it done), print it and place it in the binder that is, your new Standard Operating Procedures manual! Working from a model saves you hundreds of hours work! You have unlimited permission to edit reproduce the contents of the book for in-house, noncommercial use.

With the accompanying Video Implementation Guide, on DVD or VHS, Marsha leads you and your team through the process. Designed to introduce and facilitate the necessary staff meetings, Marsha offers additional insight, tips and motivation for staying focused as you SOPify your practice.

Chapter One

Strategic Planning for Peak Performance, Service, and Profits
The SOPs Productivity Pyramid
Level 1: Mission and Objectives
Level 2: Teamwork
Level 3: The Service Cycle and the Nine Moments of Truth

Chapter Two

BUILDING YOUR OWN SOPS PRODUCTIVITY PYRAMID
STEP 1: READ THIS BOOK
STEP 2: PREP QUESTIONS
STEP 3: GET TEAM SUPPORT
STEP 4: SUPPLIES STEP 5: CHOOSE A STRATEGY
STEP 6: USE MEETINGS AND WORK SESSIONS TO COMPLETE EACH LEVEL OF THE PYRAMID
STEP 7: MONITOR WORK PROGRESS
STEP 8: SUPPORT AND APPRECIATE YOUR TEAM’S EFFORTS
STEP 9: ASSEMBLE AND REVIEW THE FINAL PRODUCT
STEP 10: REWARD YOURSELF AND YOUR TEAMMATES

Chapter Three

A SOP FOR SOP-BUILDING
STANDARD OPERATING PROCEDURE FOR CREATING YOUR OWN SOPS MANUAL
GETTING STARTED
SESSION ONE: PRESENT THE PROJECT TO THE TEAM
SESSION TWO: MISSION STATEMENT AND OBJECTIVES
SESSION THREE: TEAMWORK
SESSION FOUR: ANALYZING YOUR SERVICE CYCLE-THE “NINE MOMENTS OF TRUTH”
SESSION FIVE: DIVIDE AND CONQUER
SESSION SIX: A SOPS WORKSHOP
HOW TO WRITE A SOP
SAMPLE SOP SWAP LABEL
SOPS CHECKLIST
SESSION SEVEN: ANOTHER SOPS WORKSHOP!
SESSION EIGHT: ASSEMBLING YOUR PROCEDURES MANUAL
SESSION NINE: CELEBRATE!
THE SANITY SOP

SECTION 1 - Mission Statement

MISSION STATEMENT QUESTIONNAIRE
SAMPLE MISSION STATEMENT
DESIRED OUTCOME FULFILLS THE MISSION STATEMENT

SECTION 2 - Performance Agreement

PERFORMANCE AGREEMENTS SOPS PROJECT FLOW SHEET
PA: INTRODUCTION AND INSTRUCTION
DENTIST/OWNER JOB DESCRIPTION
PA: GENERAL FRONT OFFICE ASSISTANT
PA: OFFICE MANAGER
PA: OSHA AND REGULATORY COMPLIANCE COORDINATOR
PA: PATIENT ACCOUNT ADMINISTRATOR
PA: PATIENT TREATMENT COORDINATOR
PA: PRIVACY OFFICER
PA: REGISTERED DENTAL ASSISTANT
PA: REGISTERED DENTAL HYGIENIST
TASK INVENTORY: BUSINESS DEPARTMENT
TASK INVENTORY: CLINICAL DEPARTMENT
TASK INVENTORY: HYGIENE DEPARTMENT
TASK INVENTORY: MANAGEMENT
TASK INVENTORY: REGULATORY COMPLIANCE

SECTION 3 - Front Office

FRONT OFFICE SOPS PROJECT FLOW SHEET
ABBREVIATIONS
ANSWERING THE TELEPHONE
AS: ADJUSTMENTS
AS: BANDS AND IMPRESSIONS
AS: BLEACHING
AS: CONSULTATIONS
AS: EMERGENCIES
AS: EXTRACTIONS
AS: GUIDELINES
AS: HOSPITAL CASES (O.R.S)
AS: NEW PATIENT/NON-EMERGENCY
AS: ORAL SEDATION
AS: ORAL SEDATION VERBAL SKILLS
AS: ORTHO EXTRACTIONS AND X-RAY ORDERS
AS: PERIODIC CORONAL POLISH AND ORAL EXAM
AS: RESTORATIVES
AS: SAMPLE SCHEDULES
AS: SEALANTS
AS: SPECIALISTS
AS: TIME UNITS
AS: VERBAL SKILLS
AS: X-RAYS
BASIC DENTAL ANATOMY
BUILDING RAPPORT WITH PARENTS
CALLING IN PRESCRIPTIONS
CANCELING AND RESCHEDULING RECALL APPOINTMENTS
CARE CREDIT PAYMENT PLANS
CLEANING THE RECEPTION AREA
COLLECTING AND AUTHORIZING CREDIT CARD PAYMENTS
COLLECTING THE DAY OF TREATMENT
COMMUNICATING WITH THE SPECIAL NEEDS PATIENT
CONFIRMING APPOINTMENTS
CONFIRMING HOSPITAL CASES
DEALING WITH THE UPSET PARENT
DENTAL BENEFITS ELIGIBILITY VERIFICATION
FINAL PREPARATION FOR THE IDEAL DAY
GREETING AND CHECKING IN PARENT AND CHILD
HANDLING MULTIPLE PHONE LINES
MAINTAINING PATIENT CHARTS
MAKING COLLECTIONS A TEAM APPROACH
MANAGING PATIENT FINANCES
MONITORING PRODUCTION GOALS
MORNING HUDDLES
NEW PATIENT WELCOME LETTERS
OFFICE SUPPLIES
OPENING AND CLOSING THE OFFICE
OPERATING OFFICE EQUIPMENT
OUTGOING MAIL
PATIENT CHECKOUT
PATIENT TRANSFERS AND RECORDS RELEASE
PRE-DETERMINATIONS: PATIENT NOTIFICATION
PREPARING ROUTING SLIPS
PRIMARY AND PERMANENT TEETH
RECALL
RECALL AND TREATMENT CONTROL CARDS
ROUTINE PARENT/CHILD CORRESPONDENCE
TREATMENT FOLLOW-UP ROUTINE
WALK-OUT STATEMENTS
X-RAY DUPLICATION REQUEST

SECTION 4 - Bookkeeping and Data Entry

BOOKKEEPING AND DATA ENTRY SOPS PROJECT FLOW SHEET
ADJUSTMENTS
DAY-END PROCEDURES
ELECTRONIC CLAIMS SUBMISSION
FINANCIAL ARRANGEMENTS
FINANCIAL GUIDELINES FOR DIVORCE CASES
HANDLING PATIENT BILLING QUESTIONS
INSURANCE CARRIERS ENTRY
INSURANCE CLAIM FOLLOW-UP
INSURANCE CODES FOR EMERGENCY OFFICE VISITS
INSURANCE MATRIX
MONTH-END PROCEDURES
NON-SUFFICIENT FUNDS NOTICE
PAPER INSURANCE CLAIMS
PATIENT ACCOUNTS ENTRY
POSTING CHARGES AND PAYMENTS
PRE-DETERMINATIONS
PROCESSING REFUNDS
REFERRING ACCOUNTS TO COLLECTION
REVIEWING PATIENT STATEMENTS
SECONDARY INSURANCE CLAIMS
YEAR-END PROCEDURES

SECTION 5 - Back Office

BACK OFFICE SOPS PROJECT FLOW SHEET
ALGINATE IMPRESSIONS
ANTERIOR COMPOSITE RESTORATIONS
BASIC ORAL SURGERY
BASIC TRAY SETUP
BLEACHING FOR ADOLESCENTS
CASSETTE TRAY SETUPS
CHARTING PATIENT BEHAVIOR
CHILD’S FIRST VISIT
CLASS I AND V AMALGAM RESTORATIONS
CLASS II AMALGAM RESTORATIONS
CM: AIR ABRASION UNIT
CM: AUTOCLAVE STERILIZER
CM: AUTOMATIC X-RAY PROCESSOR
CM: CHEMICLAVE
CM: DIP TANKS
CM: DRY HEAT STERILIZER
CM: FACILITY
CM: IMPRESSION TRAYS
CM: QUICK DEVELOPER
CM: SCHEDULE
CM: STATIM® STERILIZER
CM: TREATMENT ROOM COLLECTION TRAPS
CM: ULTRASONIC CLEANER
DENTAL DAM APPLICATION
DENTAL EQUIPMENT SETUP
DIAGNOSTIC STUDY MODELS
DOWNTIME TASKS
EMERGENCY OFFICE VISITS FOR CHILDREN
EQUIPMENT INSPECTION AND MAINTENANCE
EXTRACTIONS
GREETING AND SEATING CHILDREN BY THE CLINICAL STAFF
INITIAL EXAM WRITE-UP
LABORATORY INFECTION CONTROL
MANAGING MEDICAL EMERGENCIES
MANAGING PEDIATRIC PATIENTS
MICRO ABRASION
NEW PATIENT EXAMINATION
NITROUS OXIDE
NITROUS OXIDE AND OXYGEN
NITROUS OXIDE EQUIPMENT: INSPECTION AND MAINTENANCE
OCCLUSAL BITE GUARDS/SPLITS
OPENING AND CLOSING THE BACK OFFICE
OPERATING ROOM ASSISTANT: PREPARATIONS
ORAL SEDATION
ORDERING DENTAL SUPPLIES, PHARMACEUTICALS, AND INSTRUMENTS
ORTHO 2 X 4 OR 2 X 6
PATIENT CHECKOUT: GUIDELINES
PERIODIC EXAM AND PROPHYLAXIS BY RDA AND RDH
POSTERIOR COMPOSITE RESTORATIONS
PREPARING LAB CASES
PULPOTOMY
PULSE OXIMETER
RADIOLOGICAL SAFETY AND REGULATORY GUIDELINES
ROOM DISINFECTING BETWEEN PATIENTS
SEALANTS
SEPARATION OF PARENT AND CHILD
SPECIAL WORDS AND PHRASES FOR KIDS
STAINLESS STEEL CROWN PREPARATION
STOCKING TREATMENT ROOMS
TMJ EXAM
TREATING SPECIAL NEEDS PATIENTS
TREATMENT PLAN TIPS
USING SPEECH READING
WASTE SEGREGATION AND DISPOSAL
WORKING MODELS
X-RAY PROTOCOLS FOR DIFFERENT AGES
X-RAYS: DEVELOPING, MOUNTING, AND DUPLICATING

SECTION 6 - Hygiene

HYGIENE SOPS PROJECT FLOW SHEET
ADJUNCTIVE TREATMENTS
BACTERIA CONTROL TECHNIQUES
DOCTOR AND HYGIENIST COMMUNICATION
EDUCATIONAL PROGRAMS FOR PRESCHOOLS
FLUORIDE APPLICATION
HYGIENE EQUIPMENT MAINTENANCE
HYGIENE INFECTION CONTROL
HYGIENE ROOM PREPARATION
INTRA-ORAL PHOTOS
ORAL HEALTH INSTRUCTIONS
PATIENT CARE AND TEAM PHILOSOPHY
POST-OPERATIVE CALLS TO PATIENTS
PROCESSING SPORE STRIPS
REVIEWING CHARTS ON THE HYGIENE SCHEDULE
SOFT TISSUE MANAGEMENT PROGRAM
STOCKING HYGIENE TREATMENT ROOMS
SUBSTITUTE HYGIENIST
TEAM COMMUNICATION
TREATING THE ADOLESCENT HYGIENE PATIENT
ULTRASONIC DEBRIDEMENT
USING HYGIENISTS IN A PEDIATRIC PRACTICE
VERBAL COMMUNICATION, HANDOUTS, AND VIDEOS

SECTION 7 - Management and Marketing

MANAGEMENT SOPS PROJECT FLOW SHEET
THE BUSINESS OF DENTISTRY
12 DAYS OF CHRISTMAS STAFF APPRECIATION PROGRAM
AGE APPROPRIATE DAZZLE
ANALYZING INCOMING CALLS
BUSINESS, LIFE, AND DISABILITY INSURANCE FOR DOCTOR
CHART AUDIT
CHOOSING THE RIGHT DENTAL LAB
CLINICAL TIME STUDIES
COMPUTER OPERATIONS: SYSTEM LOG-IN AND BACK-UP
CONDUCTING PATIENT SATISFACTION SURVEYS
CONFLICT RESOLUTION
CONTINUING EDUCATION
CONVENTION ATTENDANCE
CONVERTING TO A NEW CHARTING SYSTEM
CREATING A TEAM AGREEMENT
DAZZLE CARDS
DESIGNATED SCHEDULERS
EDUCATIONAL MATERIAL FOR PARENTS AND CHILDREN
FACILITATING AND CONDUCTING STAFF MEETINGS
FEE UPDATES
FINDING AND HIRING THE RIGHT PEOPLE
GIFTS TO PATIENTS AND COLLEAGUES
HIP: HIPAA COMPLIANCE
HIP: ACCOUNTING FOR DISCLOSURES
HIP: APPLYING THE MINIMUM NECESSARY STANDARD
HIP: BUSINESS ASSOCIATE AGREEMENTS
HIP: COMMUNICATING PRIVACY PRACTICES TO OUR PATIENTS
HIP: DISCIPLINE AND SANCTIONS FOR VIOLATIONS OF PRIVACY POLICIES
HIP: EMAIL
HIP: FAXING
HIP: PAPER RECORDS HANDLING AND STORAGE
HIP: PATIENT COMPLAINTS
HIP: REQUEST FOR ALTERNATIVE/CONFIDENTIAL COMMUNICATIONS
HIP: REQUEST FOR RESTRICTIONS ON USE OR DISCLOSURE
HIP: REQUEST TO AMEND RECORD
HIP: RIGHT TO ACCESS
HIP: STAFF TRAINING OF PRIVACY POLICIES AND PROCEDURES
HIP: SUMMARY OF COMPUTER PROGRAMS
HIP: VERIFICATION OF IDENTITY
HIP: VIRUS AND HACKER PROTECTIONS
HIP: WHEN AN AUTHORIZATION IS NEEDED
INNER-OFFICE MEMO SYSTEM
LEADERSHIP BY DESIGN ASSESSMENT
LICENSING AND OTHER REQUIREMENTS
MANAGING DENTAL SUPPLY CASH FLOW
MANAGING RECALL
MARKETING
MONITORING SHEETS
MONITORS: HOW TO CUSTOMIZE, ANALYZE, amp; UTILIZE
MOTIVATING YOUR TEAM
NEW EMPLOYEE ORIENTATION
NINE MOMENTS OF TRUTH MARKETING ANALYSIS
OFFICE LAYOUT: DIAGRAMS
OFFICE SECURITY CHECK LIST
OSHA AND REGULATORY COMPLIANCE
OSHA AND THE BACK OFFICE
PERSONNEL MANAGEMENT
PRACTICE INFORMATION PORTFOLIOS
PRESCHOOL PRESENTATIONS
RECALL SYSTEM EFFECTIVENESS
REFERRAL PATIENTS/PROGRESSIVE THANK YOU
REFERRAL ASKING THE RIGHT WAY
SAVING ON GENERAL OFFICE SUPPLIES
STAFF EVALUATIONS AND PERFORMANCE PLANNING
TELEPHONE OPERATORS
TICKLER FILE

SECTION 8 - Forms

FORMS SOPS PROJECT FLOW SHEET
AGENDA
APOLOGY FOR EXTENDED WAIT LETTER
AUTHORIZATION FOR CREDIT CARD AUTOMATIC DEDUCTION
CAVITY FREE CLUB LETTER
CHART AUDIT AND TREATMENT STATUS
CHART PREP ROUTINE
CLEANING AND MAINTENANCE CHECKLISTS
CLINICAL EVALUATION SHEET FOR TRAUMA
DAILY DEPOSIT RECAP AND CASH RECAP WORKSHEETS
DENTAL RECORD AMENDMENT/CORRECTION
DENTAL SUPPLY, PHARMACEUTICAL, AND INSTRUMENT ORDER LIST
DISCLOSURE OF HEALTH INFORMATION
EMERGENCY TELEPHONE SLIP
EQUIPMENT INSPECTION AND MAINTENANCE MASTER LIST
FINANCIAL INFORMATION SHEET: HOSPITAL CASES
FINANCIAL OPTIONS AND ARRANGEMENTS
FREQUENTLY ASKED QUESTIONS
GAP ANALYSIS
GENERAL CONSENT FOR TREATMENT
GREAT PATIENT CLUB LETTER
HISTORY amp; PHYSICAL FOR HOSPITAL DENTAL TREATMENT
HOSPITAL ADMISSION INSTRUCTIONS
HOSPITAL SCHEDULING CHECKLIST
HYGIENE FEE INFORMATION FORMS
INACTIVE PATIENT NOTICE LETTER
INFECTION CONTROL INFORMATION
INFORMED CONSENT FOR PATIENT MANAGEMENT TECHNIQUES
IN-OFFICE ANESTHESIA FOR PEDIATRIC DENTISTRY
INSURANCE ELIGIBILITY/BENEFITS WORKSHEET
JOB ANALYSIS QUESTIONNAIRE
LETTER OF NECESSITY FOR DENTAL PROCEDURES
LETTER TO PARENTS: CHILD’S FIRST VISIT
MEDICAL CLEARANCE LETTER
MEDICAL HISTORY
MEDICAL HISTORY UPDATE
MEETING EVALUATION
MID MONTH COLLECTIONS MONITOR
MORNING HUDDLE FOR A PEDIATRIC PRACTICE
NEW PATIENT WELCOME LETTER
NEW PATIENT/NON-EMERGENCY TELEPHONE SLIP
NINE MOMENTS OF TRUTH
NITROUS OXIDE INFORMATION SHEET
ORAL SEDATION INSTRUCTIONS
PATIENT SATISFACTION SURVEY
PATIENT TRANSFER FORM
PERFORMANCE AGREEMENT WORKSHEET
PETTY CASH RECONCILIATION LOG AND WORKSHEET
PHASED TRAINING: CLINICAL
PHASED TRAINING: FRONT OFFICE
PHASED TRAINING: HYGIENE
PHONE AUDIT
PHONE AUDIT RECAP
PLEASE, LET’S
POST OPERATIVE MEDICATION INSTRUCTIONS
POST-OPERATIVE INSTRUCTIONS
PRACTICE ADVISORS AND VENDORS
PRESCRIPTION REQUEST
PROMOTIONAL LETTER TO PRESCHOOLS
PROPHY ENCOURAGEMENT LETTER
RECALL SYSTEM EFFECTIVENESS WORKSHEET
RECAP OF CHART AUDIT
RECORD RELEASE
REFERRAL THANK YOU LETTER
REFUSAL OF TREATMENT
REPORT CARD
REQUEST FOR ACCOUNTING OF DISCLOSURES
REQUEST FOR PROTECTED HEALTH INFORMATION
REQUEST FOR RESTRICTION
RETURN TO WORK/SCHOOL NOTE
SAMPLE MEMOS
SEALANT INFORMATION SHEETS
SOPS WORKSHEET
SORRY TO SEE YOU GO LETTER
SPACE MAINTAINERS INFORMATION SHEET
SPECIALTY REFERRAL FORM
STAINLESS STEEL CROWN / PULPOTOMY INFORMATION SHEET
STRATEGY AND GOAL SHEETS
TEAM SURVEY
TELEPHONE EMERGENCY SLIP
TIME STUDY SLIP
TREATMENT ESTIMATE
TRIAGE SHEET
WITHDRAWAL FROM CARE NOTICE
X-RAY DUPLICATION REQUEST
X-RAY INFORMATION
X-RAY LIABILITY RELEASE

What’s in the box?
Standard Operating Procedures for Pediatric Dentists: 910-page 8 1/2 x 11″ book in a three-ring binder (US standard configuration), with section tabs.
Standard Operating Procedures for Pediatric Dentists: complete text on CD, with each SOP as its own Microsoft Word file.
Video Implementation Guide (DVD or VHS): 80-minute program divided into seven meetings.
Unlimited permission to reproduce the contents of the book for in-house, noncommercial use.
A money-back guarantee if you are not completely satisfied if returned within 30 days.

You may purchase Standard Operating Procedures for Pediatric Dentist, 3rd edition as a stand alone product or with the DVD Implementation Guide by selecting from the pull down window.

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