Excellence In Patient Coordination

This one day course, designed for the Patient Coordination Team, includes lectures  supported by hands-on rotations. Each instructor rotation, along with the learning objectives, is detailed below.

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Dental Charting

The administrative team must be familiar with the terms used in documentation in the patient’s clinical record and be able to interpret notations made within the clinical record as this knowledge aids in overall patient treatment. The  administrative assistant will assist in processing documentation to other parties involved in the complete care of the patient.

Learning Objectives

  • Identify what components make up a patient record
  • Describe SOAP and the portions of SOAP notes
  • Discuss all dental terminology associated with record keeping
  • Identify various charting symbols and interpretations


Insurance and Coding

This course will provide considerable insight into the procedure of billing and insurance. It takes someone who can keep track of the  reimbursements of insurance claims of the clients, filling and submitting authorization and insurance claim forms, acquiring eligibility  verification for the patient and their family, explaining the procedure to the clients as well as collecting outstanding bills on behalf of the patient.

Learning Objectives

  • Determine patient coverage and eligibility
  • Utilize the CDT Manual to accurately code procedures
  • Complete and submit an ADA approved claim form
  • Understand Explanation of Benefits, payments, and adjustments


Insurance and Coding


A full schedule translates into revenues and production only if the patients come in. Practice success depends on the strength of a strategically planned schedule. It is important to have a systematic method for scheduling patients. On a daily basis, the entire dental  team probably spends much of their day discussing and dealing with the topic of appointments: cancellations, broken appointments, and no-shows. This is a big source of endless frustration. Noshows and cancellations are the biggest single source of lost revenue. It is helpful to be proactive, have a strategic approach and design a systematic schedule. Having a system in place will decrease the level of stress and increase revenue in your dental practice.

Learning Objectives

  • Time units
  • How to put together templates for your practice
  • How to schedule for production
  • Schedule for an ideal day
  • How communication can reduce cancellations

Practice Scheduling

Marketing Within Your Practice

Your current patients might think of you as one type of dentist and seek other “specialized” services from a competing dentist whom they perceive as a “specialist” in the services or procedures they want. Your job is to market your most desirable services to your current patients first. A well-branded internal dental marketing program can present your services to your patients – and show them why they  should choose you over competing dentists for the services they want.

Learning Objectives

  • Referrals and how important it is for word of mouth
  • Develop practice newsletters to keep in touch with your patients and let them know what services you offer
  • How to utilize social media to get more patients
  • What a great website can do for your practice

New Provider of Invisalign


Modern healthcare offers an increased array of treatment options to patients. And, for patients, the biggest obstacle to getting treatments is often financial concerns. Not all treatments are covered by insurance, and patient costs are often high. Providing choices for financing treatment allows patients to pay for their treatment over time while increasing the dentist’s potential to benefit from revenue-enhancing services.

Learning Objectives

  • What financing companies are the best
  • Types of payment plans to offer
  • How to get the patient approved
  • How to communicate to get a yes for treatment offered

Prior to the initial consultation, schedule a meeting with the dentist and financial coordinator to review the patient’s orthodontic benefits

The Patient Concierge

The concierge dental practice, in the right conditions, is absolutely achievable in the new economy. But you need to realize that a concierge practice requires hard work and a clear, executable vision to accomplish. If you want to be the Ritz-Carlton of dental care in your home town, you need to provide services and patient service that clearly distinguish you in the marketplace.

Learning Objectives

  • Phone skills to have them at “hello”
  • Patient offerings for customer service
  • Great team hand-offs
  • Understanding appearance, manners, speech, and presentation


Digital Photography

In this digital age, effective patient communication is predicted on clinical photography. This hands-on rotation will provide dental assistants with the necessary skills to shoot basic photographs for quick co-diagnosis, as well as pre-treatment, treatment and post-treatment clinical angles required for domestication and lab communication purposes. Attendees will learn simplified camera settings appropriate for various photographs as well as placement of retractors and use of clinical mirrors. Uploading, basic image manipulation, file storage and tips for quick access and emailing will be demonstrated.

Learning Objectives

  • What materials are needed to take proper photos, not just the camera
  • Basics of positioning and farming of the subject
  • Proper instruments and lighting for excellent intra-oral shots
  • Digital imaging for patient education and case acceptance
  • Using digital images for enhanced laboratory comunication

Digital Photography