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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
Technology in Dentistry

Creating Paperless Records

WithDr. Larry Emmott

slide2
1912 E. Medlock Dr.

Phoenix, AZ 85016

(602) 791-7071

e-mail [email protected]

www.drlarryemmott.com

Dr. Lawrence F. Emmott
www drlarryemmott com

www.drlarryemmott.com

e-Handout

Tech Guides

Blog

power practice

Power Practice

Creating Paperless Records

the digital patient record
The Digital Patient Record
  • Electronic Schedule
  • Paperless Charts
  • Front Desklessness
electronic scheduling
Electronic Scheduling

Burn the Book!

electronic scheduling9
Electronic Scheduling
  • Eliminate the Bottleneck
  • Data Mining
paperless charts
Paperless Charts
  • Does your desk look like this?
paperless charts12
Paperless Charts
  • Is it Possible?
  • If Someone Has Done it…
  • It is Probably Possible

Omer Reed

paperless charts13
Paperless Charts
  • Real Life in the Dental Office
  • What is in the Chart?
  • Process
  • Forms & Signatures
  • Legal Issues
  • Internet
follow the crown
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
follow the crown16
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
what s in the chart
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?
follow the crown19
Follow the Crown
  • Diagnosis to Payment
    • 20 to 30 Entries
  • Paperwork Burden
  • Errors
  • Human System
using technology
Using Technology
  • Things computers do well
  • Single Entry
  • Data Relations
slide21
WOW !

WOW !

paperless charts22
Paperless Charts
  • Real Life in the Dental Office
  • What is in the Chart?
  • Process
  • Forms & Signatures
  • Legal Issues
  • Internet
process
Process
  • Create the System
  • Stop Making Paper
create the system
Create the System
  • Digitize
    • Enter
    • Capture
    • Scan
    • Import
create the system25
Create the System
  • Personal
  • Financial
  • Treatment
  • Diagnostic
  • Patient Information
  • Forms
    • Health History
    • Consent
    • HIPPA
financial
Financial
  • Financial Arrangements
  • Ledger
  • Insurance Claims
  • EOBs
treatment
Treatment
  • Tooth Chart
  • Treatment Plans
  • Treatment History
  • Prescriptions
  • Lab slips
  • Correspondence
  • Specialist Referrals
  • Specialist Reports
diagnostic
Diagnostic
  • Perio Probings
  • X-Rays
  • Photographs
process29
Process
  • Create the System
  • Stop Making Paper
  • Scan Incoming
  • Pull Charts for 6-12 Months
paperless charts31
Paperless Charts
  • Real Life in the Dental Office
  • What is in the Chart?
  • Process
  • Forms & Signatures
  • Legal Issues
  • Internet
forms 3 levels
Forms 3 levels
  • Paper then Scan
  • Direct Digital
  • Linked
  • Interactive
paperless forms
Paperless Forms
  • Direct
  • Enter with computer
  • Signature
paperless forms35
Paperless Forms
  • Tablet PC
  • Kiosk
    • Secure
  • Wireless
  • Connected to Chart
  • Signature
paperless forms36
Paperless Forms
  • Online
  • Website
  • Download
  • Linked
  • Patient Commitment
paperless forms37
Paperless Forms
  • Dent Forms
  • Dentrix G
  • In office or
  • Online
paperless charts39
Paperless Charts
  • Real Life in the Dental Office
  • What is in the Chart?
  • Process
  • Forms & Signatures
  • Legal Issues
  • Internet
referral
Referral
  • Form
  • Diagnostics
  • Notes
  • Phone?
internet web services
Internet: Web Services
  • Electronic Claim
    • Electronic Attachments
    • Track Insurance Claim
  • Insurance Eligibility
  • Financing Approval
  • Credit Card Processing
internet
Internet
  • Web page
    • Schedule Appointment
    • Confirm
    • Make Payment
    • Update Medical
    • Pt Ed
    • Pt Research
internet43
Internet
  • Communication
    • Text Message
    • e-Call card
    • e-Statement
    • Patient Satisfaction Survey
    • Refer a Friend
    • Photo Share
internet44
Internet
  • Business Services
    • Online Back Up
    • Financial Analysis
    • Banking
    • Record Transfer
    • Marketing
are you ready
Are You Ready?
  • Essentials of Going Paperless

7

do you have or use
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

are you ready48
Are You Ready?
  • Useful but not essential
  • Digital Camera?
  • QuickBooks?
  • High Speed Internet Connection?
recapture lost treatment
Recapture Lost Treatment

3%

$650,000 gross

$19,500

single entry
Single Entry

Total 10 hours a day

  • 15 Entries
  • 20 Patients
  • 300 Entries
  • 2 min. ea
  • 600 min.
savings
Savings
  • 10 hours / day
  • 193 days / year
  • $15 / hour plus $5
    • $20/ hour
  • $38,600 / year
paperless charts53
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

savings54
Savings
  • 3 hours / day
  • 193 days / year
  • $15 / hour plus $5
    • $20/ hour
  • $11,580 / year
savings55
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
savings56
Savings
  • $19,500
  • $38,600
  • $11,580
  • $14,250
  • $83,930
digital paperless work flow
Digital (Paperless)Work Flow

Patients

Drs. Office

Treatment Room

Front Desk

Pharmacy

Front Desklessness

Dental Lab

Financing

Specialists

Supplies

Insurance

front desklessness
Front Desklessness
  • No, It’s Not
  • Human System
what is the front desk
What is the Front Desk?

Person

Place

Thing

slide61
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?

front desklessness63
Front Desklessness
  • No, It’s Not
  • Human System
  • Technology System
front desklessness64
Front Desklessness
  • Phones
  • Schedule
    • Hygiene
  • Hand Off
  • Concierge
front desklessness65
Front Desklessness
  • Chain Saw?
  • Money?
    • Pre-Pay
    • VIP
is it safe
Is it Safe?
  • Back Up
    • Online
    • Mirrored Hard Drives
  • Professional IT Support
  • Cross Train
professional it support
Professional IT Support
  • Hardware
  • Network
  • Upgrades
  • Repair
  • Maintenance
ten stupid foolish things dentists do with technology
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!
training
Training
  • Master
  • Maven
  • System Failure
  • People Failure!
  • Cross Training
get help
Get Help
  • www.drlarryemmott.com
    • Technology Guides
  • Consulting
  • Advanced Courses
    • Technology on the Rocks
the future is digital
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”

slide75
The Future is Coming

and it Will be Amazing

The Future is Coming

and it Will be Amazing

Dr. Larry Emmott

dr larry emmott
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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