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Creating a Successful 1-hour Appointment

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. 

Naomi Amador, RDH on “Orofacial Myofunctional Therapy (OMT)”

🧐 The field of Orofacial Myofunctional Therapy (OMT) is growing at a rapid pace. That’s why it is important that we let ourselves continue learning about it. Naomi is full of passion and wisdom, I am sure you’ll have many key takeaways from this conversation.

It’s a good idea that you familiarize yourself with what’s the latest with Orofacial Myofunctional Therapy (OMT). Every patient needs to be looked at from a variety of approaches in order to be successful in treatment.

Dr. Alan Stern on, “How to lead with LOVE”

When we leave for work, we don’t leave our humanness at home. Jack Ma once said: “Human beings have the souls, have the belief, have the value; we are creative.”

The single most important factor that differentiates a good leader from a great leader is LOVE. So, what does leading with love look like in the workplace? Find out more!

Brandi Evans, RDH on “RDH Survival Skills”

Though dental hygiene schools are excellent in teaching many valuable skills, our current academic curriculum doesn’t teach many aspects necessary to succeeding and thriving in the REAL RDH life in general.

Why watch this interview? Because it is informative, and some of these true to life experiences can teach us the most important skills that we will use in our RDH lives, with the highest stakes.

Dr. Ankur Gupta, DDS on “Why Dental Hygienists Are Crucial Members Of The Team?”

A healthy working environment promotes an atmosphere that fosters friendship and loyalty. By working together, dental teams can find solutions that work best.

When we all create a safe space where we all can work together as a team without the fear of criticism, new ideas and perspectives will start blooming. How to start? Continue reading below.

Dr. Laura Mach on “What Makes A Good Team?”

If not all, I know many of us want to be a part of a good team. But do we know what makes a good team? To have a good team, there is no surefire recipe for success.

A combination of solid leadership, communication, and access to good resources contribute to productive collaboration. It all boils down to having people who understand each other and work well together. Continue reading below!

Entrepreneurship 101 – Get Your Business Plan Worksheet!

Do you ever wonder how is it like to be an Entrepreneur?

Do you want to have your own business? Do you want to do something for yourself? Do you want to earn more? Of course you do! We all do! If you are reading this post, you are probably already having something brewing in your head.

In 2014, when I graduated from dental hygiene school. I went through the challenge of studying for the national dental hygiene board exam (we know how painful that is!) and knew that a new boards review solution was needed.

Fast forward 2019, StudentRDH is one of the top choices for anyone studying for their boards. And many other businesses stemmed our this one idea too:

  • SmarterDA: Dental assisting exam prep
  • DentalToaster: CE online
  • WakeUp Memory: Systems to improve your brain
  • Inspire the Future Summit: Dental hygiene educators’ conference

Along the way, I picked up some really important skills that can help anyone become an entrepreneur. Of course, I will have many decades to hustle, but I have a feeling that I will not stop. The journey is painful, but it is rewarding. It is similar to going to dental hygiene school. There are an endless amounts of tests and hurdles along the way.

Some challenges involve money, people, or ideas. Some days, we wanted to throw the towel, scream at people, and give up. But the light at the end of the tunnel is so bright, and most of use, RDHs do not regret going to school and getting that degree.

Entrepreneurship is similar!

In my course, I talked about the harsh reality. And what they call “the valley of death.” Isn’t that scary? there is literally a term in business that is called the “valley of death.” But look at the beautiful uphill that you see after the nightmare?Dental hygiene business dentaltoaster

It just means that you have to hold on to your seat belt really tight and keep moving. But you can only continue if you believe in your value 100000%. If you have doubts about yourself, you would want to get out of the darkness and quit. That’s why we need a business plan. Here, I would like to share my favorite “small” business plan exercise.

It is called the “Lean Canvas model!

Adopted by millions of entrepreneurs around the world. Before you write your 50 pages business plan, start here, start small, with the minimum.

Everything fits into one page and you will everything component that moves the business clearly. Then, if you want, to can make a more elaborate business plan.

Take an hour to go to your favorite coffee shop. Give yourself permission to plan your future.

Try this exercise, Click Here!

I hope to see you extra super successful! And my email is ClaireJ@DentalToaster.com if you want a 20 mins free consultation.

With lots of encouragement,

Claire, MS, RDH

Amber Auger, MPH, RDH on “Money talk, pay off your loans” ?

Let us all get to the very basic of loaning and how to save your money. Honestly, loans aren’t as simple that. ? Don’t worry because Amber and DentalToaster CEO and Founder Claire Jeong, MS, RDH will be breaking everything down for you. ?

It’s a good idea that you familiarize yourself with what’s available, especially with regards to loans and your money. Learn all about Money management and paying debt!