To a great extent, a dental clinic is a facility where dentists and their subordinates perform oral health procedures and treatments for multiple patients. The dental clinic that will be established will be referred to as Alqassim Dental Clinic and will provide medical health and educational services to clients regarding oral healthcare. The provision of quality care will enable people in Alqassim to prevent the spread of mouth diseases, including oral cancer, tooth decay, and periodontal ailments (Nazir et al., 2018). Dental hygiene pragmatically impacts an individual’s self-esteem by eliminating bad breath and restoring their desirable smiles.
The Dentistry Business at the Alqassim Dental Clinic
Dental medicine involves diagnosing, preventing, managing, and treating oral conditions and diseases. Dentistry includes performing procedures such as teeth cleaning and extraction, filling cavities, and providing advice and education on effective mouth hygiene practices (Sapozhnikas, 2019). The Alqassim Dental Clinic will operate as a private entity managed by the dentist (business owner), who will be responsible for the entire venture, including controlling finances, employing staff, and marketing services. Alqassim hospital will be committed to undertaking various professional activities as a business. Such tasks include offering high-quality dental care to clients in a serene environment, educating patients on mouth hygiene and the essentiality of frequent dental check-ups, and utilizing modern technology to enhance patient outcomes.
The executive team of the Alqassim Dental Clinic will acquire a business operation license and ensure all dentists professionally deploy ethical practices. While providing oral healthcare services to clients, medical practitioners will maintain whistleblower protection, protect customers’ private data, and enhance corporate transparency (Nazir et al., 2018). The latest dental technology will help provide patients with faster and more sufficient oral services. As a result, Alqassim Dental Clinic will record improved revenue collection, enabling the management team to purchase more equipment and medicines. The merits of a well-operated dental practice entail efficiency, safety, productivity, increased focus on quality, and financial success, resulting in escalated income payments for all staff (Sapozhnikas, 2019). The willingness of consumers to purchase services will result in improved business growth of dentistry services offered at Alqassim Dental Clinic.
Different Items of Dental Team Management
Dental team management entails supervising and coordinating different duties and responsibilities within a dental practice. There are multiple items of dental team management, including scheduling, staffing, financial control, client management, compliance, human resources, professional development, quality assurance, marketing, equipment and supply regulation, and staff communication (Nazir et al., 2018). Notably, practical dental group support requires effective conveyance, the delegation of assignments and roles, and frequent assessment and feedback to ensure that team members work efficiently to offer quality care to patients.
Regarding staffing, there will be recruitment, employment, and training of the dental staff, such as administrative assistants, hygienists, and dentists. The Alqassim hiring team will establish job descriptions and work performance expectations and set anticipated objectives for each position. To a great extent, dentists will be mandated to repair clients’ damaged teeth, fill cavities, place whitening agents or sealants on teeth, administer anesthetics for patients’ pain management, and prescribe antibiotics and other medications. The primary duties of hygienists will be to examine patients for signs of mouth ailments, including gingivitis, offer preventive care, such as oral hygiene and educate clients regarding mouth healthcare (Finkbeiner & Finkbeiner, 2019). In addition, the administrative assistants maintain patient and subordinate relations, execute marketing strategies, schedule appointments, keep client financial and clinical records, operate electronic office equipment, manage documents, and implement state and federal regulations. All the employees must adhere to the Alqassim Dental Clinic policies, including observing the code of conduct, anti-discrimination and harassment, and health and safety (Nazir et al., 2018). The executive team will handle worker issues, such as payroll and compensation benefits (overtime pay, health insurance offerings, retirement plans, parental leave, and sick time).
Concerning the scheduling item of dental team management, the executive members will organize and coordinate the timelines of dental staff, such as appointments, procedures, and employee meetings. The Alqassim Dental Clinic operation days will be from Monday to Saturday, from 8.00 am to 10.00 pm daily, except on Saturday, when business hours will commence from 9.00 am to 1.00 pm. Notably, designing flexible and efficient schedules optimizes productivity and reduces patient wait times, resulting in improved customer contentment and increased revenue generation (Sapozhnikas, 2019). The management will establish protocols for handling no-shows, cancellations, and emergency appointments by preparing a customer list and template and sending reminders to enhance healthcare delivery services. The administrative assistants will use emails, mobile phone texts, and boards to communicate schedule changes and update the entire Alqassim Dental Clinic workforce.
Another essential item of dental team management is patient regulation through coordinating client flow, controlling their billing and clinical records, and scheduling appointments. As a result, the medical practitioners will not be overwhelmed by excessive workload, which may result in escalated turnover rate (Nazir et al., 2018). The dentists and dental hygienists will be offered bi-weekly training through peer learning sessions, seminars, and workshops, enabling them to provide effective patient oral healthcare education, treatment options, and post-treatment care guidelines. Effective team management involves handling client grievances and concerns promptly and professionally (Nazir et al., 2018). The administrative staff will communicate with patients concerning appointments, insurance, and billing to ensure that dentists can effectively perform their duties without delay. In addition, proper maintenance of client records by administrative assistants, such as consent forms, treatment plans, and medical and dental history, will facilitate quick service delivery to the patients.
Furthermore, human resources and financial management are essential items of dental team management. The executive team of Alqassim Dental Clinic will develop and execute monetary policies and procedures, including procurement, budgeting, risk regulation, and capital control. The entity leaders will be mandated to review and assess financial reports to pinpoint areas for enhancement to avoid losses that may trigger a lack of staff payment. Under the supervision of the executive team, the human resources department will handle employee companies, including performance evaluations, payroll, and benefits (Sacoor et al., 2020). To a great extent, communication is a vital component of management as it is essential for creating a meaningful correlation among the dentist, administrative assistants, patients, and dental hygienists. Constructive and quality conveyance engenders positive interaction resulting in the relative success of a dental practice (Sapozhnikas, 2019). By utilizing an upward communication channel, the employees will freely express their grievances and suggestions, thus empowering them to perform their duties effectively. Proper dental team management allows effective problem-solving, conflict resolution, and pragmatic decision-making, improving oral healthcare service delivery.
Another essential item of dental team management is ensuring compliance with federal and state laws, including Occupational Safety and Health Administration (OSHA) and Health Insurance Portability and Accountability Act (HIPAA) regulations. While executing their duties, dentists and hygienists must comprehensively comprehend regulatory and legal prerequisites. The executive team will offer subordinates conducive working conditions free from known dangers and harm by providing hazard communication and personal protective equipment and preventing exposure to infectious ailments (Sacoor et al., 2020). The Alqassim Dental Clinic leaders will conduct quarterly audits and reviews of the practice’s compliance initiative annually to ensure that employees execute their duties effectively. In addition, equipment and supply management is essential for dental team management. To effectively implement the diverse obligations of dentists and administrative staff, the executive team will purchase dental tools, coordinate gadgets repairs and maintenance, and keep inventory. The management team will ensure all equipment is in excellent working order and meets safety standards to avoid legal lawsuits, which can make them pay penalties.
Professional development, marketing, and quality assurance are core items of dental team management. The executive team will offer continued training and education opportunities for dental subordinates to enable them to be conversant with the latest oral technologies. Helping employees meet their career advancement goals ensures they deliver effective services to the patients, thus recording a vast customer base (Sapozhnikas, 2019). The Alqassim Dental Clinic leaders will be responsible for implementing quality assurance by establishing key performance indicators to ensure the dental team provides the highest standards of care to the patients. The executive team will build relationships with referral sources, including healthcare providers, to attract and retain clients while promoting dental practice services.
Importance of Patient Management in Dental Practice
Patient management is an approach that concentrates on fostering solid client relationships with the dental team instead of simply treating oral diseases. Therefore, patient management is a set of tasks utilized by healthcare practitioners to regulate and deliver on customers’ rising expectations. Notably, the methodology encompasses each interaction between clients and oral care professionals, from appointment scheduling time to post-procedure care. Dentists and hygienists must deploy technical capabilities to offer safe dental services and soft abilities to manage individuals (Ray & Chaudhuri, 2021). Patient management in the proposed Alqassim Dental Clinic healthcare facility will be vital in dental practice as it will ensure high-quality and compassionate care for clients. Even though dentists assist vulnerable individuals in obtaining enhanced oral healthcare, they help make customers feel comfortable. Effective patient management involves scheduling appointments and coordinating client flow. The healthcare practitioners will offer a hospitable reception area and satisfy the client’s emotional and physical demands while waiting for dental services.
Providing patient education, such as explaining dental procedures and adequately managing patient records and billing, will help improve client satisfaction. As a result, most consumers will seek health services at the facility and assist in building a positive reputation in the community, spearheading increased revenue collection. Frequent visitations of most patients to oral care professionals will enable them to become familiar with the various services offered by dentists at the Alqassim Dental Clinic. Patient management in dental practice helps address the knowledge gap among clients regarding the oral care process, making them feel engaged and anticipating exploring improved dental services (Giudice et al., 2020). In addition, the client management approach will help at increasing customer retention, improving the competitive advantage of the Alqassim Dental Clinic. All dental professionals, including dentists and hygienists, will work collaboratively to monitor clients for emergency needs and deliver oral healthcare services (Sapozhnikas, 2019). Therefore, they will make dental procedures highly efficient, allowing the dentist to attend to the client quickly. Providing positive feedback and emotional support by medical practitioners helps customers relax, improving their comfort and contentment.
In dental practice, offering and managing aftercare services is a must, as no surgical procedure is regarded as successful until the client has recovered and expresses satisfaction with their care. After a teeth implant, filling, or cleaning, dentists must provide follow-up guidelines to the patients regarding how they will report unexpected symptoms and tackle emergencies, which helps boost relationships (Ray & Chaudhuri, 2021). Notably, patient management helps address dental care gaps, making the Alqassim Dental Clinic executive team draft more policies aimed at enhancing the welfare of the consumers. To a great extent, complex patients are inevitable in a dental practice. However, most clients who are highly unpleasant or demanding are nervous and attend oral care services due to stress, which may create a dental phobia (Sapozhnikas, 2019). The healthcare practitioners will reassure the anxious patients of sufficient oral care services to overcome their fears. By managing clients effectively, a dental practice at the Alqassim Dental Clinic will enhance patient satisfaction, escalate customer retention, and help build a pragmatic reputation in society.
Importance of Risk Management in Dental Practice
Risk management is crucial in dental practice because it assists in reducing prospective accidents, errors, and severe events that could harm either patients or the medical staff, resulting in financial or legal liabilities. At the Alqassim Dental Clinic, efficient risk management will involve pinpointing and evaluating potential uncertainties, executing and frequently reviewing and updating procedures and protocols to mitigate such calamities (Sapozhnikas, 2019). In dental practice, risk management ensures that the clients receive appropriate and secure care by identifying potential hazards, such as negligence and medical errors, and implementing measures to mitigate them (Liu, 2022). The executive team of the Alqassim Dental Clinic will ensure the proper execution of sterilization techniques, follow infection control protocols, and maintain accurate client records to increase patient safety.
Notably, dental practices are highly subjected to multiple laws and regulations, such as OSHA and HIPAA, that the Alqassim Dental Clinic executive team must follow to avoid penalties and fines. Risk management will assist oral practices in remaining compliant by ensuring that all vital procedures and policies are followed effectively. A critical uncertainty of dental practices is malpractice lawsuits, which can financially devastate a company’s operation (Ray & Chaudhuri, 2021). By effectively implementing malpractice insurance, risk management will reduce such predicaments by reducing mistakes and defects that can result in litigations. To a great extent, uncertainty control enhances the safety of dental practice subordinates, which involves addressing workplace hazards and offering adequate training and equipment (Sapozhnikas, 2019). Generally, risk governance is vital for safeguarding the monetary and legal preferences of a dental practice and promoting the well-being and safety of staff members and patients.
Risk Management Program
A risk management program is a systematic process of pinpointing, analyzing, and prioritizing possible uncertainties in a business entity’s earnings and capital and implementing actions to mitigate or reduce those threats. Notably, the risk management program will help provide insight and support to the board of directors, frame regulatory issues, identify all uncertainties facing the firm, and minimize business liability (Liu, 2022). Figure 1 illustrates the Alqassim Dental Clinic risk management program aimed at improving the financial and reputation of the company.
Figure 1: Risk Management Program
Strategies for Patient Management as a Risk Management Tool
Multiple strategies can be deployed as risk management tools in the Alqassim Dental Clinic to manage patients effectively. One such approach is proper patient screenings, which are medical tests that dentists utilize to check for ailments and health conditions before there are symptoms or signs. Before commencing treatments, health specialists must conduct comprehensive examinations and thorough medical histories of clients to pinpoint current concerns (Giudice et al., 2020). The screenings aid in undertaking adequate oral disease diagnosis, thus making dentists avoid uncertainties of misdiagnosis, among other medical errors. The dentists will be able to give recommendations to the clients regarding how they can enhance their well-being, improving the relationship between patients and medical practitioners at Alqassim Dental Clinic.
Another viable patient management strategy is clear and compelling communication between healthcare professionals and patients, which is essential for pinpointing and addressing anticipated uncertainties. Open conveyance among the hygienists, dentists, and clients will enable the patients to highlight possible signs regarding their oral diseases, resulting in accurate diagnosis, enhanced outcomes, and improved satisfaction (Ray & Chaudhuri, 2021). The administrative staff at the Alqassim Dental Clinic will erect feedback boxes, which will help minimize the uncertainties of patient complaints and litigations. To a great extent, dentists who spend time communicating effectively with their clients and other medical professionals are highly likely to have better interpersonal correlations and a more fulfilling work life. As a result, they make customers seek oral healthcare consultations without fear, thus enhancing patient outcomes.
In addition, documentation is a crucial patient control approach that can be used as a risk management tool. The administrative staff at the Alqassim Dental Clinic will maintain comprehensive and accurate patient records to help identify and manage future uncertainties by providing quality care services to the clients (Liu, 2022). An adequately documented history is the best defense against malpractice lawsuits, particularly when patients file litigations concerning improper tooth extraction and injuries to the oral nerves (Liu, 2022). Each dental team member at the Alqassim Dental Clinic will be responsible for recording pertinent facts regarding the client’s visit on the chart. Dentists and dental hygienists must protect and secure all crucial client databases. Notably, oral health malpractice cases can be addressed per the omissions and inclusions from the dental record. The dentists at the Alqassim Dental Clinic will perform routine activities, including reviewing client demographics and identity, their health history, and entries in progress notes. Other notations concerning databases, such as failure to follow guidelines, telephone conversations, and missed appointments, will be embedded under complete records.
Another integral approach that can be deployed as a risk management tool for managing patients is emergency preparedness and infection control. The clients may encounter hazards like fire, earthquakes, and flooding while visiting the Alqassim Dental Clinic for oral care services (Ray & Chaudhuri, 2021). The executive team at the facility will embrace the OSHA act and draft a well-written emergency action plan for people involved in offering fire prevention, evaluation, and emergency medical assistance. Having feasible measures, such as erecting an audible alarm system within the dental clinic, escape procedures and routes, and contact information, will help reduce the uncertainty of injuries and death in the work environment. At the same time, complying with strict infection control policies and protocols will assist in reducing the risk of the spread and cross-contamination of infectious diseases.
Professional development is a core tool for managing risk in a dental clinic. By offering frequent education and training for dentists and hygienists, the Alqassim Dental Clinic will have highly equipped personnel to handle client needs and provide safe and effective care. The medical practitioners will receive training in patient communication, infection control, ongoing learning on the modern advancement in dental techniques and technology, and emergency management (Liu, 2022). Therefore, there will be reduced risks of medical errors and negligence committed by the dentists at the Alqassim Dental Clinic. In addition, regular staff meetings and evaluations allow medical professionals to share best practices and pinpoint areas where extra support is required (Finkbeiner & Finkbeiner, 2019). Professional development will enable dentists to receive the necessary skills and enhance their competencies, making them administer quality care and treatment to the patients, thus improving their satisfaction levels.
Office Design and the Equipment Placement
One of the most crucial aspects that will be considered when positioning a new dental practice is the office design of the Alqassim Dental Clinic. To a great extent, the office design will impact the efficiency, functionality, and general client experience, and it must prioritize patient comfort, productivity, and safety (Shar, 2019). The reception and waiting area, which is the first region seen by the clients when they enter the dental clinic, will be well-organized and painted with bright colors (blue) to minimize patients’ anxiety and nervousness. The reception desk will be near the entrance and staffed with a professional and friendly administrative receptionist. At the same time, the waiting area will be equipped with reading materials, comfortable coaches, a music system, a television, and wallpapers to keep customers entertained as they wait for the oral care services.
Notably, there will be treatment rooms, which will be well-lit, spacious, and equipped with all the dental tools to enable dentists to perform their duties effectively. The area will have an x-ray machine, dental light, an intraoral camera, and comfortable dental chairs with adjustable footrests and headrests (Liu, 2022). All four treatment rooms at the Alqassim Dental Clinic will have an H-style configuration, providing practitioners and patients with four entry points at every room corner (Shar, 2019). The layout helps dentists transition faster between the dental office and sterilization spaces and accommodates dentistry equipment without inhibiting medical professionals’ movements. In addition, the office design will have a sterilization area adjacent to treatment rooms and an ultrasonic cleaner, an autoclave, and a sink for cleaning instruments. The region will be well-organized, and the staff members will follow strict policies and procedures to ensure the safety of clients and other subordinates.
Furthermore, the on-site laboratory will be situated near the treatment rooms and equipped with the necessary tools for creating and repairing dental prosthetics, such as dentures, crowns, and bridges. On the other hand, the staff room will have a kitchen, lounge area, and restroom facilities for the subordinate members. The region will offer comfort to the employees by making them relax and recharge during work shifts (Shar, 2019). The space will have a television, internet router, fridges, microwave, and cozy seats. In addition, the office design will have a consultation room where the dentists and dental hygienists will meet the patients, discuss treatment alternatives, and plan their care. The area will be equipped with diagnostic instruments, including x-ray machines, and will be designed to provide comfort and privacy for clients.
The equipment placement will be considered during the initial design phase of the Alqassim Dental Clinic to ensure that it is ergonomic and accessible and to reduce the uncertainties of cross-contamination. Adequate natural lighting and ventilation will be preferable, particularly in the laboratory, to allow the exhaustion of foul odor and heat created by an autoclave, resulting in a safe environment for dental staff and clients. The dentist’s chair will be the focal point, surrounded by other tools, including x-ray machines and dental lights (Shar, 2019). The administrative equipment, such as filing cabinets and computers, will be placed in the reception area. Emergency instruments, such as fire extinguishers, oxygen tanks, and suction machines, will be easily accessible to medical practitioners and patients.
Working with Dental Office Documents
Even though the dream of each dentist is to operate in a paperless office, keeping records is inevitable as it helps refer to the information later or deploy it to accomplish different tasks. Multiple documents will be used in the dental office, including insurance forms, treatment plans, billing records, and patient charts (Shar, 2019). However, the dentists and the dental hygienists at the Alqassim Dental Clinic must familiarize themselves with specific documents and systems used in their offices and follow protocols for storing, handling, and safeguarding client databases. The purpose of HIPAA is to protect and improve patients’ rights by securing their payment for healthcare, including invoices and radiographs.
While working with dental office documents, the dental staff must have deep knowledge of the records management system phases. The initial stage is creation, which serves as the client database’s inception by completing a health questionnaire and a customer admission form. After that, the Alqassim Dental Clinic administrative assistants will distribute the client information manually or electronically for the qualified medical practitioners to examine the patient’s health history. The third phase is usage, where medical professionals, including dental hygienists and dentists, records vital medication suggestions, additional database, procedures, and disease diagnoses (Smereka et al., 2019). Regarding the maintenance step, the Alqassim Dental Clinic assistant personnel will decide whether the stored patient data must be retained in an enclosed locker, particularly when examining customers’ health records. In addition, concerning the disposition stage, there will be retention of patients’ medical history forms, storage of electronic data in protected cabinets, and paper documents without backups will be kept in secure places.
The Alqassim Dental Clinic administrative assistants will acquaint themselves with multiple health record classifications, mainly while working with dental office documents, and determine when to retain, arrange, enclose, and lawfully discard them. The vital records refer to unique and essential forms, including customers’ monetary and medical charts, the Alqassim Dental Clinic office’s deeds, invoices, and property loans. Notably, medical professionals, such as dentists, should ensure such documents have financial and legal forms copies stored in non-accessible and fireproof places (Smereka et al., 2019). On the other hand, important records such as payroll forms, accounts payable and receivable, invoices, and canceled checks will be invaluable to the daily business operation of the Alqassim Dental Clinic. To a great extent, such records will be needed by the dental clinic executive team, mainly when a question arises concerning financial proceedings and levy audits. At the same time, useful records available at the Alqassim Dental Clinic will include worker employment applications, bank reconciliations, petty cash vouchers, and expired insurance policies. However, it will be the responsibility of the administrative staff to destroy nonessential documents, including conference reminders and outdated bulletins.
To a great extent, working with dental office documents at the Alqassim Dental Clinic will involve various activities. The dental team will participate in data entry by transferring client information, treatment plans, and insurance database into the office’s electronic records system. The dentists will use charting by generating and maintaining detailed records of a patient’s oral health, such as notes on examinations. The billing task will help administrative staff effectively create and submit insurance claims, tackle customer payments and collections, and follow up on outstanding grievances (Sapozhnikas, 2019). Properly keeping office documents will assist the dental team in scheduling, enabling them to coordinate appointments and manage office programs to ensure efficient utilization of resources and time. The dentists and staff members must ensure that the official documents comply with all relevant federal laws, such as HIPAA and accreditation standards, as required by the American Dental Association (ADA).
The administrative staff at Alqassim Dental Clinic will maintain the patient’s clinical record, which is a collection of the entire database regarding the client’s dental treatment. The clinical records must include HIPAA acknowledgment, radiographs, consent forms, health history and updates, customer registration, dental diagnosis, letters, postal receipts, copies of laboratory tests, and medical charts (Smereka et al., 2019). Clinical records will be essential at the Alqassim Dental Clinic as they act as a roadmap to outline future treatment, verify medication for Internal Revenue Service purposes, solve malpractice lawsuits, and provide forensic evidence. The administrative assistants will follow several rules while entering patient data on a clinical chart. Such policies include verifying that the record has been initialed by the dentist offering the treatment, transferring complete and accurate information, and monitoring patient records to ensure that they have been treated.
The OSHA records associated with each worker that administrative assistants must store safely are exposure incident forms, medical forms, training documentation, and copies of staff hepatitis B vaccination. The subordinate’s records can be classified into either employment forms or tax information documents (Sapozhnikas, 2019). However, job agreements and contracts, applications for employment, federal eligibility, health and medical, and merit evaluation forms will be maintained accurately and confidentially by the administrative assistants at the Alqassim Dental Clinic office.
Basic Concept of Appointment Management Systems
Figure 2 illustrates the basic concept of the appointment management system at the Alqassim Dental Clinic. The online appointment booking system will offer several merits to the clients, including minimizing waiting time, enhancing customer experience, and creating more flexibility (Ray & Chaudhuri, 2021). At the same time, an appointment scheduling system will benefit the service providers. Notably, the system will match service requests to staff competency, control patient flow, improve operational and worker efficiency, and create less pressure on employees.
Appointment management systems are software tools developed to assist business entities, such as dental practices, in managing and scheduling patient bookings. Nevertheless, the basic concepts of such systems include scheduling appointments, tracking and reporting, security, and confirmation and reminders. The booking control systems allow the clients to schedule appointments either through the software or online and provide a calendar view of the activities for the day, week, or month (Srinivas & Ravindran, 2020). The patients at the Alqassim Dental Clinic can determine the appropriate time to visit their dentists and avoid wait times and travel costs after they do not receive oral healthcare services due to customer traffic. The automated system will enable customers to view their upcoming doctor appointments and cancel and reschedule their bookings if required (Sapozhnikas, 2019). The system will be able to automatically book appointments grounded on the client’s preferences and the venture’s availability, that is, operational hours and days. For instance, if a client anticipates booking an appointment with a dentist on Wednesday, the system will determine whether the time slot is available or alert the customer to reconsider another period.
Another crucial concept is that the system automatically sends confirmation and reminder messages to clients via mobile texts or emails. As a result, the patients will not forget their appointment with dentists or dental hygiene regarding whether to receive oral education or treatment. Proper communication by medical professionals with the customers helps enhance the relationship, resulting in the low filing of complaints and improved client contentment (Nazir et al., 2018). Embedding email and short message services to the system will help reduce no-shows. To a great extent, reminders substantially assist in minimizing the number of missed appointments and ensuring that the Alqassim Dental Clinic oral healthcare services are fully utilized. In addition, the booking management systems can effectively track the appointment status, including the canceled, confirmed, or reschedule, and offer comprehensive reporting on trends and client activity using a combination of databases and software. The system will record the booking details, including the person making the registration, date, and time. The administrative assistants will use such information to create reports on the type of meetings, the number of appointments made, and the revenue generated from consultations.
The administrative staff will integrate the appointment management system with Electronic Health Records (EHR) to allow the dental practice access client’s database and history during the booking. The EHR will be programmed to initiate confirmation and reminder calls to clients, improving the Alqassim Dental Clinic entity’s appointment show rate. The EHRs help healthcare providers effectively manage patient care by enabling quick access to client records for more efficient delivery of oral care services (Nazir et al., 2018). During the booking, the EHR system will reduce costs by decreasing paperwork, decreasing duplication of testing, and enhancing health and safety. The EHR will secure patients’ sensitive information while making appointments, eventually effectively diagnosing patients and reducing medical defects. Notably, the appointment and EHR system will improve client and dentist communication and interaction and promote complete documentation and accurate billing of the payments made during the booking. The automation of the system will save time and improve dental practices.
Lastly, other crucial concepts of appointment management systems include accessibility and providing medical professionals with valuable analytics and insights. The patients will access the office booking system from gadgets with the internet, such as mobile phones, tablets, and laptops, making them schedule appointments regardless of their location (Srinivas & Ravindran, 2020). The system will give analytical information on consultation trends, patient behavior, and customer feedback. The executive team will deploy such data to improve oral care services at the Alqassim Dental Clinic and offer a better client experience, resulting in high revenue generation.
Basic Principles of Recall Systems
A recall system is an enhanced instrument that integrates analytics and appointment schedules to improve dental practice’s profitability and efficiency. The Alqassim Dental Clinic’s recall system will help send effective reminders, manage client booking schedules, track canceled treatment plans and appointments, and organize daily activities for the dental team (Sapozhnikas, 2019). Recall systems help remind patients to attend follow-up appointments in a dental practice, such as cleanings and check-ups.
One of the core fundamental principles of recall systems is frequent scheduling, which helps in programming consistent bookings, such as every yearly oral check-up. A quality recall system will help dentists at the Alqassim Dental Clinic to offer better oral care. To a great extent, dental bookings typically respond to the client’s existing issues and are instrumental in providing quality preventive care. Early establishment of critical problems before affecting patients’ teeth enables them to attend appointments without delay (Vann et al., 2018). Another crucial recall system principle is flexibility, providing a better client experience. An advanced system supports patients by being flexible and allowing them to cancel or reschedule bookings if required. Even though making cancelations by customers periodically is inevitable, manually filling such spots in a short time may prolong waiting time, reducing customer satisfaction. The health facility’s recall system will reduce the number of cancelations by enabling the clients to reschedule their appointments at appropriate times.
In addition, personalized reminders are crucial reminders of the recall systems at the Alqassim Dental Clinic, enabling to send of customized emails, phone calls, and text messages to remind patients of their anticipated bookings. As a result, dental practice will be highly profitable and productive. Most dental practice revenue is generated from returning clients, and making appointments available to them is crucial (Srinivas & Ravindran, 2020). The recall system will enable administrative staff to manage the daily booking schedules and restructure the operational calendar in case the customer decides to reschedule or cancel a consultation meeting. The administrative assistants will call to remind the patients three and one days before their appointment. The recall system will improve the dental team’s workflow and maximize the number of customers assisted daily.
In the Alqassim Dental Clinic, the recall system compliance principle is the ability of the executive team to revoke any dental equipment and products found to be unsafe to the clients. The rescinded items, which do not conform with the HIPAA guidelines, may include prostheses, dental implants, and other gadgets having defects per regulatory standards (Vann et al., 2018). The recall process will typically entail pinpointing and eliminating affected products from usage, informing customers who may have been treated with retracted commodities, and offering instructions for the replacement of the items and follow-up care. In addition, the dental clinic executive team will implement protocols for reporting product complaints and adverse events to regulatory authorities.
In a dental clinic, the recall system integration principle incorporates the appointment tool into the general management and operations of the healthcare center. The process entails ensuring effective protocols and procedures for pinpointing and reporting perspective revoking circumstances and responding to and executing recalls (Srinivas & Ravindran, 2020). The Alqassim Dental Clinic facility’s executive team and dental staff will be trained on cancelation procedures and coordinate and lead retraction efforts. To a great extent, integrating the recall system will involve deploying technologies and tools that facilitate the rescinding process, including patient management, inventory control, and electronic health record systems. Notably, incorporating the recall system into the dental clinic’s operations will ensure that the dentists are prepared to speedily and sufficiently pinpoint, respond to, and execute revocations to safeguard the client’s safety.
Another fundamental philosophy of the recall system in a dental clinic is the analysis, which entails assessing and evaluating multiple processes that form the dental facility, such as financial and administrative structures. The analytics help identify areas for improvement and escalate efficiency, enhance patient outcomes, and minimize costs (Vann et al., 2018). Therefore, system analysis aims to help dental staff comprehend how various Alqassim Dental Clinic processes interact and pinpoint problems causing delays. The leaders can deploy the information retrieved from the evaluation to design and implement solutions to enhance the general performance of the clinic. The recall system will assist dental practices in improving patient retention, increasing profit, and ensuring clients receive necessary oral healthcare follow-ups.
Marketing Dental Services
Even though marketing services can be challenging, there are the right tactics and strategies that will effectively promote dental practice and attract new clients. The development of a committed online market presence will ensure that the residents around Alqassim are familiar with the oral care services offered, including disease treatment and patient education (Lira & Magalhães, 2018). The Alqassim Dental Clinic will have a functional website to interact with the patients, thus creating a positive impression on them. The site will be well-organized and provide all necessary databases patients require, including contact information, address, and services. Using social media marketing, including Instagram, Facebook, and Twitter, and positive online reviews will help establish the facility as a trustworthy and reputable provider of dental services.
Another approach that will be deployed to market dental services is making local events and inviting Alqassim residents to attend. To a great extent, dental clinics are local ventures that depend on societal members to acquire patients. The executive team of the Alqassim Dental Clinic will sponsor the local youth soccer team to make the entity known to the people. In addition, the dentists will teach a class on dental hygiene at tertiary institutions and participate in community volunteer work that will allow the dental staff to engage in direct marketing and word-of-mouth. The facility’s leaders will commence a societal incentive-based grounded initiative to attract many patients and have casual conversations with co-workers, relatives, and colleagues to impact their decision regarding their dental provider (Nazir et al., 2018). Offering inducements, such as teeth whitening and complimentary dental exams, to the existing client and the referral will act as a credit toward their next service, increasing the entity’s customer base.
A consistent email marketing reminder program will help maintain the relationship with loyal clients. In addition, the administrative assistants will send patients email reminders to book their appointment regarding their preferred dental care services and inform clients concerning hygiene tips, business updates, and referral program invites. Another strategy the dental team will deploy to market oral healthcare services is making the Alqassim Dental Clinic Google business page for regular updates. The site will be up-to-date and optimized with core information, including practice name, hours of operation, and address. The administrative assistant will upload behind-the-scenes videos and images to share the dental staff practice’s personality (Lira & Magalhães, 2018). The dental team will share informative blog-like posts via the Google page and track queries and answers to connect effectively with prospective clients.
Furthermore, another tactic that the executive team will deploy to market dental services is identifying the target group. According to statistical reports, women comprise more than 90% of all dental buying decisions (Lira & Magalhães, 2018). Therefore, since women act as the powerhouse consumers, who make informed choices for their families, they will be the preferred demographic to engage them in marketing dental services. However, since women make purchasing decisions as opposed to men, the Alqassim Dental Clinic management needs to design an effective dental practice logo and existing collateral. The information regarding the location, the educational background and awards of the dentists, the treatment procedures, and business operation licenses must be available to attract more clients. Targeting specific groups of individuals serves as an effective way of marketing dental services, as it enables dental practitioners to concentrate their efforts on people interested in the services offered (Vann et al., 2018). Since Alqassim Hospital will provide cosmetic dentistry and oral orthodontics services, the main target is high-income young adults.
Another crucial aspect of modern marketing of dental services to attract new patients, particularly for new clinic establishments, is online reviews. One of the important ways online feedback assists in marketing the Alqassim Dental Clinic services is by offering prospective customers a valuable database regarding the quality of care provided by a particular practice. The positive reviews will showcase that the services offered at the facility are trustworthy and reliable, serving as a significant incentive for patients searching for a new dentist. The online reviews will help adequately advertise the clinic’s services by increasing dental practice visibility on social media platforms (Nazir et al., 2018). Positive responses will improve the competitive advantage of the Alqassim Dental Clinic, creating massive awareness of the oral care services offered. The executive management at the facility will use online reviews to build trust and enhance the relationship between dentists and patients, increasing the possibility of customers scheduling an appointment. The online feedback will increase the traffic of the Alqassim Dental Clinic website, helping grow the number of patients visiting the entity to receive oral treatment services.
Conclusion
The Alqassim Dental Clinic, operated by the executive team, will be established to offer educational and medical health services to patients concerning oral healthcare. The provision of quality care will ensure individuals in the Alqassim community prevent the spread of mouth ailments, such as tooth decay, oral cancer, and periodontal diseases. Even though marketing services can be challenging, some multiple approaches and tactics will effectively promote the dental practice and attract new patients. They include social media advertisements, Google business pages, online reviews, and incentive-based referral programs. The online appointment management system will offer several merits to the clients, including reducing waiting time, improving customer experience, and creating more flexibility. In addition, an appointment scheduling system will also benefit service providers by matching service requests to staff competency, controlling patient flow, improving operational and worker efficiency, and creating less pressure on subordinates. The clients will access the office booking system from gadgets with the internet, such as mobile phones, tablets, and laptops, making them schedule appointments, regardless of their location, with their preferred dentists. Risk management will assist oral practices in remaining compliant with regulatory standards.
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