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The fact is that it is possible to create a completely paperless dental record management system. And going paperless can save you tens of thousands of dollars. A paperless dental office can streamline a practice saving time, money and creating an easier way to communicate with your patients. The Going Paperless Guide provides a step by step help in setting up a paperless office, including the eight essentials that need to be in place before you get started, four ways to digitize stuff and front deskless workflow./nThe Future is Coming and it will be Amazing!

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Technology in Dentistry

Creating Paperless Records

WithDr. Larry Emmott


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1912 E. Medlock Dr.

Phoenix, AZ 85016

(602) 791-7071

e-mail [email protected]

www.drlarryemmott.com

Dr. Lawrence F. Emmott


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www.drlarryemmott.com

e-Handout

Tech Guides

Blog


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Power Practice

Creating Paperless Records


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Available on the Web Page

Going Paperless

  • EOT Guide


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The Digital Patient Record

  • Electronic Schedule

  • Paperless Charts

  • Front Desklessness



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Electronic Scheduling

Burn the Book!


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Electronic Scheduling

  • Eliminate the Bottleneck

  • Data Mining


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Paperless Charts

  • Does your desk look like this?



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Paperless Charts

  • Is it Possible?

  • If Someone Has Done it…

  • It is Probably Possible

Omer Reed


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Paperless Charts

  • Real Life in the Dental Office

  • What is in the Chart?

  • Process

  • Forms & Signatures

  • Legal Issues

  • Internet



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Diagnosis

Review HH

Ck X-Ray

Charting

Treatment Plan

Schedule Note

Schedule

Appointment Card

Estimate

Pre Determination

Copy the X-Ray

Financial Arrangement

Consent Form

Follow the Crown


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Follow the Crown

  • Seat Appointment

  • Schedule

  • Daily Schedule

  • Chart Notes

  • Help Me!

  • Daily Schedule

  • Review HH

  • Treatment Plan

  • Ck X-Ray

  • Chart Notes

  • Tooth Chart

  • LabSlip

  • Ledger

  • Day Sheet

  • Invoice

  • Insurance Form

  • Resubmit (lost?)

  • Billing

  • Payment


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Patient Information

Financial Information

Insurance Information

Perio Probings

Prescriptions

Photographs

Correspondence

Specialist Referrals

HIPPA Forms

Re-Call Information

Insurance EOBs

Specialist Reports

Payment History

Pocket Lint

What’s in the Chart?



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Follow the Crown

  • Diagnosis to Payment

    • 20 to 30 Entries

  • Paperwork Burden

  • Errors

  • Human System


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Using Technology

  • Things computers do well

  • Single Entry

  • Data Relations


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WOW !

WOW !


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Paperless Charts

  • Real Life in the Dental Office

  • What is in the Chart?

  • Process

  • Forms & Signatures

  • Legal Issues

  • Internet


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Process

  • Create the System

  • Stop Making Paper


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Create the System

  • Digitize

    • Enter

    • Capture

    • Scan

    • Import


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Create the System

  • Personal

  • Financial

  • Treatment

  • Diagnostic

  • Patient Information

  • Forms

    • Health History

    • Consent

    • HIPPA


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Financial

  • Financial Arrangements

  • Ledger

  • Insurance Claims

  • EOBs


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Treatment

  • Tooth Chart

  • Treatment Plans

  • Treatment History

  • Prescriptions

  • Lab slips

  • Correspondence

  • Specialist Referrals

  • Specialist Reports


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Diagnostic

  • Perio Probings

  • X-Rays

  • Photographs


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Process

  • Create the System

  • Stop Making Paper

  • Scan Incoming

  • Pull Charts for 6-12 Months


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Do NOT Scan all the old paper!


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Paperless Charts

  • Real Life in the Dental Office

  • What is in the Chart?

  • Process

  • Forms & Signatures

  • Legal Issues

  • Internet


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Forms 3 levels

  • Paper then Scan

  • Direct Digital

  • Linked

  • Interactive


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Paperless Forms

  • Direct

  • Enter with computer

  • Signature



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Paperless Forms

  • Tablet PC

  • Kiosk

    • Secure

  • Wireless

  • Connected to Chart

  • Signature


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Paperless Forms

  • Online

  • Website

  • Download

  • Linked

  • Patient Commitment


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Paperless Forms

  • Dent Forms

  • Dentrix G

  • In office or

  • Online


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Interactive Forms

  • Smart

  • Help


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Paperless Charts

  • Real Life in the Dental Office

  • What is in the Chart?

  • Process

  • Forms & Signatures

  • Legal Issues

  • Internet


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Referral

  • Form

  • Diagnostics

  • Notes

  • Phone?


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Internet: Web Services

  • Electronic Claim

    • Electronic Attachments

    • Track Insurance Claim

  • Insurance Eligibility

  • Financing Approval

  • Credit Card Processing


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Internet

  • Web page

    • Schedule Appointment

    • Confirm

    • Make Payment

    • Update Medical

    • Pt Ed

    • Pt Research


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Internet

  • Communication

    • Text Message

    • e-Call card

    • e-Statement

    • Patient Satisfaction Survey

    • Refer a Friend

    • Photo Share


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Internet

  • Business Services

    • Online Back Up

    • Financial Analysis

    • Banking

    • Record Transfer

    • Marketing



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Are You Ready?

  • Essentials of Going Paperless

7


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Do you have (or use)?

  • A Complete integrated Practice Management System.

  • A computer network with a server.

  • Computers that are less than five years old.

  • Electronic Schedule.

  • Microsoft Office.

  • Digital Radiography.

  • Scanner.

NO


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Are You Ready?

  • Useful but not essential

  • Digital Camera?

  • QuickBooks?

  • High Speed Internet Connection?



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Recapture Lost Treatment

3%

$650,000 gross

$19,500


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Single Entry

Total 10 hours a day

  • 15 Entries

  • 20 Patients

  • 300 Entries

  • 2 min. ea

  • 600 min.


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Savings

  • 10 hours / day

  • 193 days / year

  • $15 / hour plus $5

    • $20/ hour

  • $38,600 / year


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Paperless Charts

  • Pull Charts 20 x 2= 40 min

    • Look for missing Charts 20 min

  • Replace Charts 20 x 2= 40 min

  • File Stuff 20 x 2= 40 min

    • X-Rays

    • EOBs

  • Misc. 40 min

    • Type labels

    • Shuffle stuff

    • archive

  • Total 3 hours a day


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    Savings

    • 3 hours / day

    • 193 days / year

    • $15 / hour plus $5

      • $20/ hour

    • $11,580 / year


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    Savings

    • Paper

      • $2.50 x 2500 = $6,250

    • Contents X-Rays, Photos

      • $2.00 x 2500 = $5,000

    • Files

      • $1,000 x 3 = $3,000

    • $14,250


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    Savings

    • $19,500

    • $38,600

    • $11,580

    • $14,250

    • $83,930


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    Digital (Paperless)Work Flow

    Patients

    Drs. Office

    Treatment Room

    Front Desk

    Pharmacy

    Front Desklessness

    Dental Lab

    Financing

    Specialists

    Supplies

    Insurance


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    Front Desklessness

    • No, It’s Not

    • Human System


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    What is the Front Desk?

    Person

    Place

    Thing



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    The Human System

    Fill out these forms.

    Hold Please!

    We are out of toner!

    The lab is on hold

    Can I make payments on this?

    Pull the charts for tomorrow.

    Confirm tomorrow’s patients.

    Call in a refill on the pain pills.

    Collection calls.

    I already told you I can’t come in on Tuesdays.

    I need to speak to the doctor.

    What will my insurance pay?

    Check with the periodontist.

    When are my kids due next?

    Can I put this on my card?

    When is my next appointment?



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    Front Desklessness

    • No, It’s Not

    • Human System

    • Technology System


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    Front Desklessness

    • Phones

    • Schedule

      • Hygiene

    • Hand Off

    • Concierge


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    Front Desklessness

    • Chain Saw?

    • Money?

      • Pre-Pay

      • VIP



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    Is it Safe?

    • Back Up

      • Online

      • Mirrored Hard Drives

    • Professional IT Support

    • Cross Train


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    Professional IT Support

    • Hardware

    • Network

    • Upgrades

    • Repair

    • Maintenance


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    No training

    Lack of training

    No follow up training

    Dentist doesn’t get training

    No training on updates

    Not enough training

    Little training

    Self training

    Poor training

    Won’t pay for training

    Ten “Stupid” Foolish Things Dentists do with Technology!


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    Training

    • Master

    • Maven

    • System Failure

    • People Failure!

    • Cross Training


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    Get Help

    • www.drlarryemmott.com

      • Technology Guides

    • Consulting

    • Advanced Courses

      • Technology on the Rocks


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    Available on the Web Page

    Going Paperless

    • EOT Guide


    Sedona az june 3 5 2010 larryemmott@drlarryemmott com www drlarryemmott com l.jpg

    Sedona, AZ

    June 3-5, 2010

    [email protected]

    www.drlarryemmott.com

    “Technology on the Rocks”


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    Talk to the Computer

    Interactive Patient Education

    Paperless Communications

    Front Desklessness

    Wearable Computers

    Virtual Patient

    Real Time Claims

    Data Base Marketing

    Internet Consultations

    Artificial Intelligence

    CAD-CAM

    Augmented Reality

    The Future is Digital

    “The future is coming…and it will be AMAZING”


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    The Future is Coming

    and it Will be Amazing

    The Future is Coming

    and it Will be Amazing

    Dr. Larry Emmott


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    1912 E. Medlock Dr.

    Phoenix, AZ 85016

    (602) 791-7071

    www.drlarryemmott.com

    www.emmottontechnology.com

    e-mail: [email protected]

    Dr. Larry Emmott


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