©2013 Dental Practice Solutions
www.dentalpracticesolutions.com
SAMPLE MORNING TEAM HUDDLE
P
URPOSE
:
TO
C
REATE YOUR DREAM DAY
.
A
COHESIVE TEAM WITH A COLLABORATIVE EFFORT
CREATING A PATIENT CENTERED DAY THAT EFFICIENT AND STRESS FREE
.
T
IME
:
10
–
15
MINUTES
LOCATION:
Always meet in a private part away from the front desk. It is best if you can close
the door as you are discussing private patient information.
WHAT TO BRING:
• Pen and highlighter
• No charts
• Day sheet
• Routing slip
ROLES:
Each person on the team, including doctor will sign up to lead the team meeting and
even each monthly meeting. Each day will be a different team member leading the
meeting.
BENEFITS OF THE HUDDLE:
• Directs team members from each department to report on specific item which
will impact other
• Provides for team collaboration
• Prepares the team
• Time management tool
COORDINATION OF THE HUDDLE:
• Post a calendar in the team break room for team members to sign up to lead the
team meeting
• Post a copy of this huddle protocol in the break room and laminate it to
protect it
• Have the practice mission statement and practice principles posted here and
laminated
• The leader for the day’s team huddle will follow this checklist and direct each
department in making their report
BEGIN THE MEETING:
20 minutes prior to the time the first patient is to be seated. This will allow you to have
your first patient seated on time.
Leave a note at the front desk: “Welcome to our office today. We are currently in our
morning team meeting. Please have a seat and help yourself to coffee or water. We are
meeting to ensure you receive the very highest level of care during your treatment
today. We will be seating you in a few minutes. Thank you for your understanding.”
©2013 Dental Practice Solutions
www.dentalpracticesolutions.com
SCHEDULE COORDINATOR
1. Distribute day sheets prior to the team meeting
2. Anticipated production for today
3. Review the day
4. New patients / communicate their referral source
5. Emergencies- what and when and where to schedule.
6. Communicate any special needs of patients for today
7. Next available production block
8. Next new patient exam pre-block time
9. Next available hygiene appointment(s) and scaling and root planing
appointments
10. Discuss thank you cards to be sent, birthday cards to be sent and invite
team to sign.
11. “I will ask ______________________________ for a referral today.”
FINANCIAL COORDINATOR
1. Results of previous day’s payment arrangements
2. Anticipated payment arrangements, consultations, etc.
3. Coordinate support with team for collecting Patient balances, problem
accounts, etc.
4. Provide a weekly report of month-to-date collections
5. coordinate administrative meeting with doctor to prepare for consults
6. “I will ask ______________________________ for a referral today.”
HYGIENIST(s)
1. Prior to team huddle, audit all charts for x-rays (fmx), perio exams
2. Provide an overview of patients for today
3. Discuss exams and coordinate with doctor and assistant for timing
4. Coordinate support from dental assistants (who will assist with perio charting,
etc.)
5. Coordinate other assistance: impressions, oral hygiene instructions, sealants,
etc.
6. Discuss incomplete treatment plans (dentistry), intra-oral camera
7.
New patients
8. Discuss results from the previous day’s post op calls
9. Highlight overdue family member(s) continuing care from routing slips
10. Coordinate assistance with any special needs patients, pre-med needed and ask
for confirmation
11. “I will ask ______________________________ for a referral today.”
©2013 Dental Practice Solutions
www.dentalpracticesolutions.com
DOCTOR AND ASSISTANTS
1. Audit patient charts prior to team huddle
2. Provide an overview of patients for today
3. Discuss special needs patients and new patients,
4. Emergencies - discuss possible treatment
5. Coordinate support needed (front desk coverage, post op instructions, etc.)
6. Confirm lab cases,
7. Discuss any possible treatment rooms challenges, anesthesia to use, etc.
8. Coordinate support with x-rays, telephone coverage, etc.
9. Communicate results from post-op calls
10. Patient photos to be taken today
11. Highlight overdue continuing care, patient and family members. Check this on
the routing slip
12. Review patient treatment plan and discuss any unscheduled dentistry
13. Identify one patient for same day treatment or overdue exam, etc.
14. “I will ask ______________________________ for a referral today.”
END THE MEETING:
• The meeting should end approximately 5 minutes before the first patient is to
be seated.
• Try to end with a positive comment
• End with stating one of your practice principals. (Code of ethics). Each day one
of the ten practice principals should be read aloud.
• Now, make it a great day!
