Dental Practice Management Guidelines PDF

AREAS OF DENTAL PRACTICE SUPPORT DR. CLAUDINA E. LAGMAN AREAS OF DENTAL PRACTICE SUPPORT Reluctance to engage professional consultation Some dentist lack awareness of their value Lack of confidence to communicate Fear of cost Certified Public Accountant ➔ Requirements Received a bachelor’s degree in...

AREAS OF DENTAL PRACTICE SUPPORT DR. CLAUDINA E. LAGMAN AREAS OF DENTAL PRACTICE SUPPORT Reluctance to engage professional consultation Some dentist lack awareness of their value Lack of confidence to communicate Fear of cost Certified Public Accountant ➔ Requirements Received a bachelor’s degree in accounting, business or related field Served a minimum of 2 years apprentice under an experienced CPA Licensed certified public accountant Board of accountancy ➔ Duties and Responsibilities Design of accounting system and services Outlined schedule of tax payments and due dates for returns Preparation of periodic audits, including ○ Balance sheet - how much you own and what you owe ○ Income statement - income, expenses and net income ○ Adjustment of checkbook balances ➔ Consultations There should be periodic discussions between the dentist and the CPA in rational detail all the prepared reports in behalf of the dentist The accountant’s advice is indispensable, in such matters as investments to serve as tax shields and in the creation of corporation and partnerships ➔ Professional fees for services CPA fees depend upon several factors: ○ ○ ○ ○ ○ Ability of the client to pay Intricacies of the services provided Professional experience and competence Responsibilities assumed Time: hourly, retainer Banks Services offered: ○ ○ ○ ○ ○ ○ Checking and savings account Loans Safety deposit boxes Credit account Trust facilities Other services that relate to planning and management of dental practice Applying for Bank Loan for Business ○ How to write a business plan for a bank loan: Step 1: Outline the opportunity. This is the core of your business plan. It should give loan officers a clear understanding of your business Step 2: Show how you’ll execute. This is where the action happens! Step 3: Detail your financial plan. This is the most crucial - and intimidating - part of any business plan for a bank loan Legal Counsel Legal advice that should sought relevant to matters as: leases, contracts, partnership agreements, group practice agreements, collection of bad accounts, draw an estate will Insurance Agents 2 types – 1. General Insurance –automobiles, fire, liabilities 2. Life Insurance –as specialty, handled by life agents Types of insurance policies for the dental practice ○ Protect your earning potential Life, health, disability ○ Protect you from claims by other (liability) ○ Protect your property Insurance Risk management ○ Risks that we face in our daily lives, in our dental practice ○ Way to reduce the amount of risk is to share the risk with an insurance company by purchasing one of their policies (Insurance Riders) Insurance Riders Riders are the extra benefits that a policyholder can buy to add on to a life insurance policy The most common include guaranteed insurability, accidental death, waiver of premium, family income benefit, accelerated death benefit, child term, long-term care and return of premium riders Insurance Premium The amount of money an individual or business pays for an insurance policy. Insurance premiums are paid for policies that cover healthcare, auto, home and life insurance Once earned, the premium is income for the insurance company. It also represents a liability, as the insurer must provide coverage for claims being made against the policy. Failure to pay the premium on the part of the individual or the business may result in the cancellation of the policy Pharmacist (Drug Outlets) A source of patient referral Additional information on drugs and therapeutics Average pharmacist has been reduced to the status of a pharmaceutical salesgirl due to proliferation of drug outlets of giant drug establishments Can call the dentist if the handwriting is illegible Supply house and Equipment Advisor Giant dental suppliers boasts of competent equipment staffers that would assist in selecting essential equipment and proper installation, dental supplies, etc. Dental supplier with strong professional reputation A history of ling orders promptly and accurately Don’t rely on store that has no physical stores For consumables, it’s okay if no physical store Supplier who is willing to negotiate a price Customer service satisfaction Order from more than one supplier Investment and Financial Advisor Habit of saving a small portion of one’s income into an investment program Better to save in insurance than banks (maliit lang interest in banks nowadays) Commercial Dental Laboratories Dental technicians are unlicensed to deal directly with the patients Establish good rapport with technician (cases will be done properly and delivered promptly) Interior Decorator Advisor in selecting, blending color schemes, furnishings to create a coordinated and pleasing appearance of the dental ofce Decor should reect the dentist’s personality They are the ones to blend the colors in dental clinic They are also the ones who arranges the decorations Architect -its need will depend if you will to build one or to remodel Efcient and effective use of space Economy of building costs Individualized design of building or ofce compliance with building codes They also designs the interior like the interior designers A prime legal one- compliance with building codes Small Claims Court Claimants le their own cases without legal counsels Aid in collection of small accounts and resolve disputes Amount claimed exclusive of interest and cost does not exceed 200,000 pesos For the patients who complains of malpractice or negligence ○ ○ ○ Credit Cards Fastest way to make transactions pos = point of sales system; makes it online (networking) payments to be directed to the bank Make sure you have a bank account when you start your business ○ Dental Auxiliaries Receptionists, dental assistants or aids Medical Doctors Patient referrals Give information regarding drugs and their effects Ask for clearance in cases of high risk patients before dental procedures GUIDELINES IN THE PRACTICE MANAGEMENT FOR DENTAL PRACTITIONERS ARTICLE III. PRACTICE MANAGEMENT SECTION 19. BUILDING A DENTAL PRACTICE SECTION 20. AUTHORIZED ADVERTISING SIGNAGE A. Signage outside the establishment and office door must: 1. Conform to the building signage specifications 2. Conform with the regulations of the local government code 3. Possess a size proportional to the facade of the dental clinic (PROPORTIONAL: width ⅓, height ⅛ of the facade of the dental clinic only) 4. Be decent and dignified looking B. Content must include the following: 1. Name of the dentist: Shall use only the usual titles and academic degrees such as “Doctor”, “Dentist”, “DDS”, “DMD”, “DDM”, “BDS” or “LDS” in connection with his/her name or signature “Certificate”, “MS”, and “PhD” are allowed as long as it is conferred by a legally constituted school, college or university, duly recognized and authorized to confer such titles only in the field of Dentistry or its applied sciences “Diplomate” is only allowed if the dentist has passed the examination given by the specialty board of the accredited dental specialty group or society in dentistry by the PRC Board of Dentistry. Other dentists who posses an international Diplomate Titles MUST seek approval from the PRC BOD 2. Title of the practice: Clinic, office, dental center, infirmary, dispensary Dispensary - foundation, sponsored by companies 3. Clinic days and hours which can include - by appointment only Appointment -we are using this now because of COVID Teledentistry - communicating with the patient before the appointment (to check health) 4. Contact number (optional) Do not give your personal number 5. Clinic address 6. Nature of Practice: General Dentistry, Practice Limited to Prosthodontics or other fields 7. Specialty/Specialist: eg. Endodontist, Prosthodontist, Pediatric Dentist Orthodontist, Periodontist, Prosthodontist, Oral Surgeon can only be used by dentists Who have trained and completed a full-time residency or advanced post-graduate training program of a recognized dental college/university in the field of endo, ortho, pedo, perio, prostho and oral surgery Many dentists are because of wrong use of name (e.g. not clinic or office) Who have been conferred as specialist groups or preceptorship programs accredited by the PRC BOD Dentists who have undergone postgraduate training in countries outside the Philippines whose program does not fall within the realm of the provisions may seek clarification from the PRC BOD for possible recognition Preceptorship Programs (Article II. Duty to the Profession; Section 12.3) The board of dentistry shall directly regulate the establishment and conduct of training delivered independently by an individual or group of dental professionals, having proper juridical personalities. The aforementioned training must be conducted in a school duly recognized by the commission of higher education or hospital duly recognized by the department of health as a training program 8. SUBSPECIALTY / SUBSPECIALTIES: e.g. Implant Dentistry, Temporomandibular Joint Dysfunction, Geriatric Dentistry, Forensic Dentistry (same rules apply) 9. Institution/Company/Department/Hospital Logo: e. g. Makati Medical Center Logo For company logo (present SEC reg and DTI certificates) SIGNAGES THAT ARE NOT ALLOWED: Signages with: 1. Unprofessional Title of Practice: e.g Dental Spa, Club, Holiday, Resort, etc. 2. Unauthorized use of the title of a Specialty/Subspecialty 3. Unauthorized Design: Personalized logo for single proprietorship or partnership Picture of dentist, caricatures or clip arts Terms such as "x-ray", "gas", "air abrasive", "dental laboratory", "air-conditioned", "laser" and other technical terms Comical or Informal Fonts 4. Neon Lights 5. Motion Signages 6. Promos and Discounts 7. Sponsor or any form of product endorsement 8. Other titles given by organizations not accredited or recognized by PRC BOD e.g "Fellow", to be placed in the CV or seek approval from the PRC BOD. 9. Misuse of terms such as specialty or subspecialty centers/hospitals or Centers of Excellence meant to mislead the public III. PRC CERTIFICATE OF REGISTRATION, SCHOOL DIPLOMA AND PRC IDENTIFICATION CARD 1. PRC Certificate of Registration and School Diploma must be displayed in a conspicuous place of the dental clinic either on the Reception or Operatory Area. 2. Certificates/ Diplomas of Post Graduate Training from a Recognized Dental School/ College/ University and Certificates issued by the Accredited Specialty Groups of the PRC Board of Dentistry maybe displayed together with the PRC Certificate of Registration and School Diploma. 3. A photocopy of the unexpired PRC Identification Card must be retained inside the dental clinic of the main office and all of its branches. 4. Original PRC Certificate of Registration and School Diploma should be displayed in the main office and a Copy of the Certified Original PRC Certificate of Registration and School Diploma in the other branch or branches of dental clinic should be displayed. 5. Other Plaques, Testimonials and Certificates of Appreciation maybe likewise displayed inside the dental clinic but separately from the PRC Certificate of Registration and School Diploma. 6. Display of the PRC Certificate of Registration and School Diploma of the licensed dental associate/s and assistant/s is only optional but encouraged. IV. DENTAL RECORDS Must include all of the following: 1. Patient Information 2. Dental History 3. Medical History 4. Dental Record Chart 5. Diagnosis 6. Treatment Done ***Patient’s Dental Records including radiographs, casts, dental pictures and laboratory results must be kept for at least ten (10) years. Calling Card and Prescription Pad I. Content must include only the following: 1. Name of the Dentist 2. Title of the Practice 3. Clinic days and hours 4. Contact number 5. Email address 6. Clinic Address 7. Nature of Practice 8. Specialty (if applicable) 9. Subspecialty (if applicable) 10. Institution/company/department/hospital logo II. A. a. b. c. NOT ALLOWED: Calling cards and Prescription pads with: a. Unprofessional Title of Practice b. Unauthorized use of the title of a Specialty/Subspecialty c. Unauthorized Design Personalized logo for single proprietorship or partnership Picture of dentist, caricatures or cliparts Comical or informal fonts COMMERCIAL POSTERS OR TARPAULIN AND BROCHURES ALLOWED 1. Display of Commercial Posters and Tarpaulins (dental or non dental) inside the dental clinic. 2. Materials for patient education given inside the dental clinic 3. Selling/Display of dental products inside the dental clinic but must not be seen from the outside 4. Display of Dental Pictures inside the dental clinic: eg. Before and After treatments NOT ALLOWED 1. Display of Commercial Posters and Tarpaulin (dental or non dental) outside the dental clinic or place inside but can be seen from the outside 2. Brochures or Flyers given outside the dental 3. Display of services offered outside the dental clinic or placed inside but can be seen from the outside 4. Display of dental practice even without advertisements outside the dental clinic or placed inside but can be seen from the outside 5. Display of discounts/promotional services offered outside the dental clinic or placed inside but can be seen from the Example of signage: NO NEON LIGHTS