The power of routine in dental practices

Lisa Bainham discusses how establishing a routine with good habits can result in maximum efficiency in dental practices.

In the high-pressure environment of a dental practice where every minute counts and patient care is paramount, establishing daily routines and habits can be a game-changer. Consistency and structure not only boost efficiency but also help dental professionals manage their time and tasks more effectively, reducing stress and preventing burnout. 

Why routines matter 

Routines provide a framework for the day, ensuring that critical tasks are not overlooked amidst the hustle and bustle of a busy practice. When activities become habitual, they require less mental energy and effort, allowing dental professionals to focus more on patient care and complex problem-solving.

Moreover, routines can create a sense of predictability and control, which is essential for maintaining a calm and organised work environment. 

Key habits for dental practice efficiency 

Morning preparation

Starting the day with a well-structured morning routine sets the tone for productivity.

This could include reviewing the day’s schedule, preparing treatment rooms, and ensuring all necessary materials and equipment are ready. Such preparation can minimise disruptions and delays throughout the day.

Toolbox: huddles and checklists. Audit how well the team is doing this! 

Task batching

Grouping similar tasks together, known as task batching, can significantly improve efficiency.

For example, dedicating specific times of the day to administrative duties like patient record updates, inventory management, or billing can streamline these processes and prevent them from interfering with patient care.

Toolbox: reception, admin checklists, automated accounts and payment software.

Patient management

Establishing routines for patient check-ins, consultations and follow-ups can enhance the overall patient experience and ensure that appointments run smoothly.

Utilising practice management software to automate reminders and confirmations can further improve efficiency.

Toolbox: explore automation for medical history, payment requests, feedback requests and even a check-in kiosk (remember: great customer service can be digital and contactless).

Break times

Scheduling regular breaks is crucial for maintaining energy levels and preventing fatigue.

Dental professionals should make it a habit to take short, frequent breaks to recharge, ensuring they remain focused and effective throughout the day

Toolbox: providing a space for your team to relax and replenish their energy and mental wellbeing is something we should prioritise, and don’t underestimate a good supply of drinks and snacks. I encourage all my team to not have ‘teeth talk’ in the staffroom. Give them a proper break from work talk. 

End-of-day wrap-up

Concluding the day with a routine wrap-up can help ensure that no tasks are left unfinished. This may involve cleaning and organising workspaces, reviewing the next day’s day lists, and addressing any outstanding issues.

A consistent end-of-day routine can also aid in transitioning out of work mode, promoting better work-life balance 

Toolbox: get some music playing, have a bit of a laugh, embrace the stress of the day and pat each other on the back. Accepting that some days can be tough is such a great exercise and knowing that we all got through it together builds great culture and morale. 

Implementing and maintaining routines 

  • Start small – begin by incorporating one or two new habits into your daily routine. Gradually introduce additional routines as the initial ones become second nature
  • Stay flexible – while routines provide structure, it’s essential to remain adaptable. Dental practices can be unpredictable, so be prepared to adjust your routines as needed
  • Use technology – leverage technology to support your routines. Practice management software, scheduling apps, and reminders can help you stay on track and manage your time effectively
  • Involve the team – encourage your team to establish and maintain routines as well. Collective adherence to consistent practices can enhance overall practice efficiency and foster a supportive work environment
  • Regularly review and adjust – periodically evaluate your routines to ensure they are still effective and make adjustments as necessary. Soliciting feedback from your team can provide valuable insights into what’s working and what needs improvement. 

Establishing daily routines and habits is a powerful strategy for enhancing efficiency in dental practices. By creating a structured approach to managing time and tasks, dental professionals can reduce stress, improve patient care, and maintain a healthier work-life balance.

Embrace the power of routine and watch your practice thrive. 

To find out more, visit www.adam-aspire.co.uk.

This article is sponsored by the Association of Dental Administrators and Managers (ADAM).

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