As a dental hygienist, managing a one-hour appointment efficiently while providing high-quality care is a skill that requires organization, time management, and attention to detail. Let’s walk through a typical appointment, from the pre-appointment preparation to the post-appointment organization. 

Pre-Appointment: Setting the Stage with a Huddle Sheet 

The success of any appointment begins long before the patient arrives. A well-prepared hygienist uses a huddle sheet to review the day’s schedule and patient-specific details. The huddle sheet includes: 

• Patient History: Medical and dental history, any recent changes, and special considerations. 

• Scheduled Procedures: Confirming what is planned for the appointment, whether it’s a routine cleaning, periodontal maintenance, or specific treatments. 

• Notes and Alerts: Highlighting any patient concerns, preferences, or alerts, such as allergies. 

• Periodontal Status: Knowing your patients perio status before the appointment so you can both mentally and physically prepare for anything you may need during the appointment, including LA.  

During the morning huddle, the dental team reviews the huddle sheet together, discussing each patient’s needs and ensuring everyone is on the same page. This preparation helps in anticipating any potential issues and sets a positive tone for the day. 

One of the biggest hindrances to your day can be anxiety about how the day will go. I know that for many RDHs, half of the work is on hygiene, and the other half is on patient relations. Tending to what they may need, what obstacles come with their CC, and any “requests” they may have in regard to how they like the chair, how they want their scaling done, and the many questions they ask. We all love our patients, but at the same time, we understand it is also part of our job to make them comfortable. One way we can make this easier for us is to organize as much as possible. The Huddle Sheet is a great way to get the details clear, get the entire team on board, and prepare yourself for what you may need. This is a major step in your success for the rest of the day.  

Appointment Begins: Welcoming the Patient 

When the patient arrives, a warm and friendly greeting helps build rapport and ease any anxiety. The hygienist reviews the patient’s information and confirms any updates to their medical history. A brief conversation about their oral health since the last visit helps set the stage for personalized care. 

Starting your appointment off with small talk can be cliché, and it can be the best thing for starting your appointment off on the right foot. A smile, calm demeanour and heartfelt conversation go a long way, especially knowing that roughly 20% of patients suffer from dental anxiety. 1 in 5 people you see during the day, unfortunately, are not going to be our biggest fans! Imagine that. Personally, I love going for my cleanings, but regardless of how I feel, I know it’s important to account for others’ feelings as well. 

Segment Your Time 

Segmenting your time for the appointment will absolutely be your saving grace. With the understanding that the average appointment for a patient is 1 hour, we can take the 60 minutes and divide it into 3-time segments of 20 minutes each 

• Patient Assessment: A thorough examination of the patient’s mouth, including checking for signs of oral cancer, gum disease, and other issues. This also involves updating periodontal charting and taking necessary radiographs. 

• Scaling and RP: Using both manual and ultrasonic instruments, the hygienist removes plaque, tartar, and stains. Air polishing may also be used to clean more thoroughly. 

• Prevention and Examination: Educating the patient about their oral health is crucial. Using visual aids and demonstrating proper brushing and flossing techniques help the patient understand their role in maintaining their dental health. This is where we will complete our prophy, fluoride and dentist exam, as well as dismiss our patient. 

Throughout the appointment, the hygienist maintains a dialogue with the patient, explaining procedures and ensuring they are comfortable. This not only builds trust but also makes the patient more engaged in their oral health care. 

When Things Go Sideways 

We know all too well that not every appointment will go according to plan. There are many contributing factors that may put an RDH off track or behind. What happens when we encounter this scenario? 

When a patient is late, we have an option to see this in 2 different ways. When a patient confirms an appointment, they are committing to 60 minutes in your chair, so we plan for this. We set aside time for them, we prepare the proper equipment, we coordinate an exam if needed, and we use the X-ray sensor. A lot goes into the prep. So, when a patient is late, your office has the right to create a guideline outlining what happens. You can dismiss the patient, saying they are welcome to come back another day when they can commit to the full time, as the RDH will most definitely need the full time. Or we can sit and treat the patient and complete as much as we can. The choice is yours.  

When we decide to continue to see the patient, we cannot cut corners. This most likely means that there is a portion of the appointment the patient will have to come back for anyway, as we still need to start at the very beginning of our 3-time segments; assessments. Usually, the portion that gets allotted to another day is the third segment, prevention and exam.  

However, this is a way around this; option 2(b). We can kindly ask the CDA/Dentist if we can put the patient in another chair if they have time to complete this segment. Ideally, this is a great scenario, but it can be difficult in smaller offices with less space or busier offices with fewer helping hands.  

Ultimately, the option is yours, but you do need to hold your time in high esteem and make the decision that works best for you, the patient and the office. 

The Importance of Organization and Efficiency 

Successfully managing a one-hour appointment requires a balance of efficiency and comprehensive care. Utilizing tools like the huddle sheet for pre-appointment preparation, maintaining a structured workflow during the appointment, and organizing the room post-appointment are essential steps in this process. 

For new graduates and experienced hygienists alike, mastering these practices not only enhances patient care but also reduces stress and improves job satisfaction. Continuous learning and adaptation are key, as is fostering a supportive team environment where everyone works together towards common goals. 

By honing these skills and staying organized, dental hygienists can ensure each patient receives the highest standard of care within the one-hour timeframe, contributing to a positive and productive practice.