Let’s Talk Route Slips!
One of the very first things that we like to implement in the offices that we do consulting services for is the implementation of a route slip protocol! While it might not be the most thrilling topic, it is undeniably one of the most important. As an experienced practice manager who thrives on efficiency and systems, I always like to examine the route slip protocol in a new office.
Why Route Slip Protocol is Essential
A well-implemented route slip protocol goes beyond detailing what the patient is there for. It's a systemized approach that is vital for the practice's overall revenue and patient flow.
Consistency and Efficiency: A thorough route slip protocol takes time, practice, and, most importantly, consistency. It ensures that every team member knows exactly what to do, streamlining operations and reducing errors.
Proactive Patient Care: With a systematic approach, we shift from a reactive to a proactive stance. This means anticipating and addressing potential issues before the patient arrives, enhancing patient care and satisfaction.
Insurance Preparedness: Route slips help in attaching necessary documents (like X-rays, IOPs, and perio charting) beforehand, facilitating smooth insurance claims and reducing denial rates.
Route Slip Protocol Steps
Here’s a step-by-step guide to implementing a route slip protocol:
Check-In New Patients: Obtain digital signatures for all applicable forms.
Doctor Diagnoses Treatment: Document the diagnosis and proposed treatment.
Treatment Coordinator Presentation: Present the treatment plan to the patient.
Scheduling: Schedule the treatment and attach all applicable procedures to the future visit. Make notes on payment collection, etc.
Treatment Tracker: Use a treatment tracker to monitor all scheduled and unscheduled treatments.
Route Slip Preparation: Review the schedule for the following day and note what treatments are scheduled.
Appointment Audit: Ensure a treatment plan is signed for the scheduled treatments.
Attach Necessary Documents: Add all applicable attachments (like IOPs and X-rays) to the visit.
Update Appointment Notes: Note if the patient has pending treatment or hygiene appointment.
Print Route Slips: Print and attach any paper consents or post-op instructions.
The Importance of Patient Hand-Offs
A well-prepared route slip is only half the battle. The next crucial step is how well we hand off the patient and utilize the route slip. Think of the route slip as a “ticket” that the patient needs to move to the next stop in their treatment journey.
There are several different variations of how the handoff could go, depending on the type of patient and specific needs. However, the key is to always follow NDTR when checking the patient out or “handing off” the patient with their route slip.
NDTR HANDOFF: “Never Date The Rookie”
N - Next Visit: Clearly specify the next visit.
D - Day: Confirm the day the patient needs to return.
T - Time: Indicate the time needed for the appointment.
R - Recall: Ensure the recall appointment is scheduled.
Effective Hand-Off Examples
Check-In:
Example: “Hi, Sally Sue, I see that you are here today for a crown on tooth 13. Looks like you already signed your treatment plan. I just need your signature for the crown, and I can collect the copay now.”
Tip: Remind the patient of their scheduled treatment to ensure they know what to expect.
Hand-Off to Clinical Team:
Example: “Hi [Dental Assistant], Sally Sue is all checked in and ready for her crown prep on tooth 13. Consent was signed, and copay was already collected.”
Tip: Communicate everything done so far and mention any patient concerns.
Post-Treatment Check-Out:
Example: “Sally Sue did amazing today. The crown on tooth 13 was prepped and temporized. Next visit is crown delivery in two weeks. Give the doctor about 30 minutes. She’s already scheduled for her next hygiene appointment.”
Tip: Follow the NDTR hand-off: Next Visit, Day, Time, Recall (is it scheduled?).
Conclusion
Implementing and adhering to a route slip protocol ensures smoother patient flow and ultimately increases your practice’s revenue. Remember, no patient should leave without an appointment—whether it’s for treatment or just their hygiene visit. No patient should leave the office without at least one scheduled appointment. This is very important.
Once a routine is established, you’ll notice a significant improvement in your office’s efficiency and patient satisfaction. Additionally, tracking treatment case acceptance is crucial, and I have attached an Excel spreadsheet template to help your office monitor this effectively.
TREATMENT TRACKER - Click link
By embracing these steps, your practice can achieve greater consistency, enhance patient care, and boost revenue. Give us a call 916.269.9899 or email contact@elitedentalservices.net with any questions.
Happy scheduling!
