chapter 6 office design and equipment placement copyright © 2011, 2006 mosby, inc., an affiliate of...

Chapter 6

Office Design and Equipment Placement

Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.


Office Design

•Ergonomics is the study of the relationship between people and their work environments.

▫It is as important in the dental business office as it is in the clinical environment.


Physical Environment

•An attractive, cheerful, and efficient office inspires confidence in the staff and provides comfort for the patient.

•Design of the office should be barrier-free to conform with the Americans with Disabilities Act of 1990.


Design Features of a Barrier-Free Office

• Provide visual and sound alarms.

• Install grab bars.• Install raised toilet

seats and wider stalls.

• Make paper towel dispensers accessible.

• Install paper cup dispensers at existing water fountains.

• Eliminate plush, low-density carpeting.

• Designate handicapped parking areas.

• Install sidewalk and curb access to accommodate wheelchairs or other devices.

• Install access ramps to building and office areas.

• Widen doors and doorways to accommodate wheelchairs and other devices.

• Install raised letters and Braille on elevator controls.


Seasonal Affective Disorder •A person’s health, mood, and behavior

can be affected when the quality and quantity of sunlight are lessened.▫This is known as seasonal affective

disorder (SAD).▫Treatment for SAD involves light

therapy.▫Many companies provide special

lighting systems to overcome SAD.


Reception Room

•The reception room is the gateway to the dental office and provides the patient’s first impression of the dentist.

▫Use the phrase “reception room” rather than “waiting room” to create a friendly, warm image.

• It should provide easy access to the business office upon arrival.

• It should be frequently maintained to ensure proper temperature and neatness.


Reception Room Seating

•Provide comfortable seating for adults and children.

▫A general rule is to provide two seats for each dental chair in a general practice.

▫High-volume practices, such as orthodontics or pediatrics, will require three or four seats per dental chair, whereas an oral surgery or endodontic practice needs only one or two seats per dental chair.


Special Amenities

•Provide thoughtful amenities for the patient.

▫Desk-height table with an electrical outlet for laptop computer use

▫Self-serve coffee or juice bar

▫Current reading materials and activities for children if necessary


•The reception room is the gateway to the dental office and provides the patient’s

first impression of the dentist.


Business Office Work Triangle

•Three main zones in business office design▫Reception zone▫Intraoffice communication center

▫Work area zone


Measuring The Triangle

•These zones should form a triangle.▫Perimeter should not exceed 26 feet.

Measured from the center of the reception zone, to the center of the communications zone, to the work zone

•By limiting the distance between these zones, the staff can be efficient and yet reduce stress of walking long distances.


Planning Zones•By planning zones, also known as work centers,

within the triangle, you will ensure that different tasks can be carried out without collisions.


Design of the Business Office

•The business office should be centrally located between the reception room and the dental treatment rooms.

•This central location is convenient for the patient and allows the administrative assistant to be aware of the activities in the office.


Factors to Consider in Business Office Design

Motion economy Space planning Health issues Safety Security


Basic Principles of Body Positioning

•When possible, all activities should be performed in a seated position to avoid undue stress on the neck, back, and legs.

•A chair with a broad base, four or five casters, and a well-padded seat and back support is helpful.


Principles of Time and Motion

•Time and motion refer to the amount of time and degree of motion required to perform a given task.

•The same principles learned at chairside for the clinical assistant can be applied to the business office.

•Apply Principles of Motion Economy in the business office.


Principles of Motion Economy

1. Position materials as close to the point of use as possible.

2. Use motions that require the least amount of movement.

3. Minimize the number of materials to be used for a given procedure.

4. Use smooth, continuous motions, not zigzag motions.

5. Organize materials in a logical sequence of use.

6. Position materials and equipment in advance whenever possible.


Principles of Motion Economy 7. Use ergonomically

designed stools or chairs to provide good posture and body support.

8. Use body motions that require the least amount of time.

9. Minimize the number of eye movements.

10.Provide lighting that eliminates shadows in work areas.

11.Avoid abrupt contrasts in room lighting to minimize eyestrain.

12.Position computer monitors to allow for line of sight to screen within 10 to 40 degrees horizontal.

13.Provide work areas that are elbow level or 1 to 2 inches lower.


Classifications of Motion

•Class I: Fingers-only movement•Class II: Fingers and wrist movement

•Class III: Fingers, wrist, and elbow movement

•Class IV: Fingers, wrist, elbow, and shoulder movement

•Class V: Arm extension and twisting of the torso


Classifications of Motion

•The administrative assistant should try to use only Class I, II, and III motions, which require the least amount of energy and reduce stress.


Health and Safety Issuesin the Business Office

• Make sure the screen is neither too dark nor too bright.• If you are using the computer continuously, take a 10-

to15-minute break every 2 or 3 hours.

• Use good posture.• Stand up every half-hour.• Periodically look away from the screen for a few

minutes.• Use an ergonomically designed mouse, such as a track

ball.• Use an ergonomically designed chair.• Consider a recessed monitor system.


Potential Hazards

•Routinely evaluate the office area to ensure that safety measures have been observed.

•Potential hazards may include▫Frayed or loose telephone cords or

electrical wires▫Wires loosely secured to the floor▫Improperly grounded wall or floor

switches


Potential Hazards

•Hazards ▫Use of improper electric current to

electronic equipment▫Spilled beverages or food on the floor▫Paper cutters, knives, or spindle files▫Loose floor covering on the stairs or floor▫Wearing of jewelry that can be caught in

electronic equipment such as copiers▫Open files or drawers


Selecting Office Supplies

• The need for specific forms and paper has been reduced with the use of the computer.

• Periodically review stationery catalogs or make a visit to the local office supply store to maintain currency in office supplies and materials.

• Refer to Box 6-9 in the textbook for a list of common supplies for setting up a new business office or for making modifications in the current office.


Exercise

•If you had no limitations financially, what would your dream front office look like and your hygiene operatory?

chapter 6 office design and equipment placement copyright © 2011, 2006 mosby, inc., an affiliate of...

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