the $10,000 a month chart audit system · 1 the wealthy dentist™ thewealthydentist.com™is a...
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The Wealthy Dentist™
TheWealthyDentist.com™ is a division of Du Molin & Du Molin Inc.
The $10,000 a MonthChart Audit
Presented by Jim Du Molin, MA, RCD
TWD
Part 1
The $10,000 a Month Chart Audit SystemHow to find money hidden inside your file cabinets
The $10,000 a Month Chart Audit System
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Ever heard the term “file cabinet millionaires?”
Generating more production to meet your goals
REASONS FOR CHART AUDITS
Determining the value of a practice you might purchase
REASONS FOR CHART AUDITS
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Evaluating the skills of an associate
REASONS FOR CHART AUDITS
The Scheduling Coordinator?
WHO should audit the charts?
NO!
Your Clinical Assistant?
WHO should audit the charts?
NO!
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WHO should audit the charts?
YOU, the doctor!
Could you use an extra $10k/month in production?
Is a chart audit worth it?
If you audit 75 charts a week, you’ll find $2,500 of undone
production.
Is a chart audit worth it?
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Get an extra $7,200 a month
in income.
Is a chart audit worth it?
The Three Phases of a Chart AuditDetermining which types of patients to contact in each phase
There are three phases to the chart audit.
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Treatment that has been presented… but not completed
CHART AUDIT: PHASE ONE
There are many reasons why treatment gets postponed, and is
not rescheduled.
CHART AUDIT: PHASE ONE
Treatment that has been diagnosed… and not presented.
CHART AUDIT: PHASE TWO
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Some doctors prefer to start treatment on a smaller level.
CHART AUDIT: PHASE TWO
There are plenty of reasons why
treatment may not have been presented.
CHART AUDIT: PHASE TWO
Patients overdue for their regular continuing care
CHART AUDIT: PHASE THREE
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It’s easy for patients to fall behind on continuing care.
CHART AUDIT: PHASE THREE
Chart Audit System: Phase 1
Targeting patients with treatment that has been presented but not completed
Chart Audit System:PHASE 1
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Treatment that was presented …but not completed
Telephone script for the Scheduling Coordinator
“Mrs. Jones, this is Rob. I’m calling from Dr. Right Thinker’s office.
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“We were reviewing your chart and realized that you still have an important part of your treatment plan to be
completed.
“The doctor has an opening on Thursday at
3pm or Monday at 9am. Which would be more convenient?”
You can download this script.
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You have to know what treatment needs to be completed.
I advise having two time slots ready for the
patient.
Try to fill slots on the schedule that will let the practice make the day’s target goal.
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I suggest offering two
slots at different times of the day.
Chart Audit System: Phase 2
Targeting patients with treatment that has not yet been presented
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Chart Audit System:PHASE 2
Treatment that has been diagnosed… but not presented to the patient.
There are lots of reasons why this may happen.
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You can download the audit form & phone script.
Telephone script for the Scheduling Coordinator
“Mrs. Jones, this is Rob from La Costa
Dental Care. I’m calling for Dr. Right Thinker.
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“The doctor was reviewing your dental chart and
noted some areas of potential concern.
“He asked me to schedule a brief, 10‐minute, no‐charge
consultation with you as soon as possible.
“The doctor has an opening on Wed. at 3pm or Mon. at
9am. Which would be more convenient?
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This promotes a caring attitude on behalf of the
doctor.
This script communicates urgency and importance.
Encourage more production by offering
a free 10‐minute appointment.
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Chart Audit System: Phase 3 Phone ScriptTelephone script for patients who are behind on their continuing care
Chart Audit System:PHASE 3
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Patients overdue for their regular continuing care
“Mrs. Jones, this is Rob from La
Costa Dental Care. I’m calling for Dr. Right Thinker.
“We were reviewing your dental chart and are concerned that you are 10 months overdue for your continuing care
appointment.
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“We have an opening on Thursday at 3pm or Wednesday at
11am. Which would be more convenient?”
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The Wealthy Dentist™
TheWealthyDentist.com™ is a division of Du Molin & Du Molin Inc.
The $10,000 a MonthChart Audit
Presented by Jim Du Molin, MA, RCD
TWD
Part 2
Chart Audit System: Phase 3 Audit FormForm for reaching out to patients behind on their continuing care
Patients overdue for their
continuing care
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This only works if you IMPLEMENTthe program!
We are responsible for the health care of our patients.
These folks hand‐picked a file for me.
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I got on the phone.
“It’s a medical matter, and I can’t really discuss it
with you.”
I went through the script.
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“Ok. I’ll be there on Tuesday.”
Unless you ask, you will not receive.
You can download the audit form & phone script.
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Make an “X” on the form to show when you called.
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If you don’t reach them in the morning, try the afternoon.
If you don’t reach them at home, try their office number.
It’s okay if you fill the whole row with X’s!
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The doctor lists the treatment on the form.
Finally, note if the patient was sent a letter.
Can’t reach the patient by phone?
Mail them a letter.
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Do everything that you can to reactivate patients.
Use this system to fill in your cancellations.
What if the patient is seeing another doctor?
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“If for any reason you’d like to return to our practice, don’t hesitate to call us.”
Always do an exit interview.
Chart Audits: ConclusionKeys to success in implementing your dental chart audit program
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Fill out the forms completely.
The Scheduling Coordinator calls and follows up.
Other applications of chart audits
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Charts Audits forPractice Purchase
or Associate Evaluation
This may be the most important aspect of purchasing a practice!
Calculate the value of the charts before you buy a practice.
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A chart audit can show the value of the practice.
The doctor paid a lot for a practice with no productionleft in it.
There wasn’t any production in those charts.
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Chart audits are good for associate evaluations too.
Do a chart audit
to investigate any
production issues.
Auditing 300 charts a month can net $7200 profit monthly.
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Chart Audits