Establishing and maintaining the dental office.pptx

Establishing and maintaining the dental office.pptx

1. ESTABLISHING AND MAINTAINING A DENTAL OFFICE             GUIDED BY- DR.ASHWINI BIRADAR - DR.PRAKASH KAMBLE PRESENTED BY-GAYATRI PANCHA L DEPARTMENT OF PUBLIC HEALTH DENTISTRY

2. CONTENT Introduction Goal Of Practical Management  The Dental Office Setting Management Of Dental Office Financial Aspects Of A Dental Practice  Registration Of The Dental Clinic Accreditation Of Dental Practice By The Indian Dental Association  Conclusion

3. INTRODUCTION Establishing and maintaining A dental office involves creating A functional, comfortable, and well-organized environment that supports quality patient care and efficient workflow. It includes careful planning of location, layout, equipment selection, legal compliance, and staffing, cleanliness, sterilization, record management, patient satisfaction, and safety standards. A well-managed dental office not only promotes clinical efficiency but also enhances patient trust and practice growth.

4. GOALS OF PRACTICE MANAGEMENT The goal of practice management is to develop business management skills that enable the dentist to enjoy good dentistry with a harmonious staff resulting in satisfied patients and a good income.

5. THE DENTAL OFFICE SETTING The selection of The location 1.Number of dentists practicing in that place. 2.Town surrounded by many villages, location with good public transport facilities more advantage.
3.In cities: shopping complex areas.
4.The heart of the city attracts people.
5. Location close to govt. commercial offices, corporate and business houses – advantage that employees can avail facilities in the duration of their short breaks.
6. Keep safety in mind (where ladies can come without fear) .

6. SELECTION OF BUILDING . 1.Building should be well ventilated, have proper water and drainage system as well as power connection.
2.Building should preferably be on ground floor and have parking facility for both dentist and patients.
3.Select place where more area is available than present requirement so that it can be expanded if required.
4.It is better to own dental office rather than Taking it on rent.
5.It is better to select the dental office in a new building. When an old building is selected one may face certain situations like-  leakage problem , electricity problem Or a owner of building may decide to demolise the building and builds new one.

7. DESIGNING OF THE DENTAL OFFICE 1.consider functional, esthetic and utility value of the space available.
2.Incorporate spacious waiting area, work area with dental chair and unit, x ray room, lab, restroom etc.
3.Furniture in the reception area must be durable, esthetic and comfortable
4.Sound proofing – a consideration in pediatric dental office. Buffering the noise from reception area.
5.Placement of each electrical equipment should be considered while designing electrical connections.
6.Exact positions of dental chair, washbasin, inlet and outlet of water, drainage.

8. 7.Floors and walls should be designed considering esthetics and avoidance of dust accumulation.
8.Designing work area with sufficient space for dental chair in supine position.
9.Separate x ray room with lead barriers.
10.Separate chamber for autoclave and sterilization.
11.Compressor and generator to be kept as far away from dental office as possible.
12.Have insurance coverage for fire.

9. MANAGEMENT OF DENTAL OFFICE Starting a dental office is not enough—effective management is essential for maximum benefits.
Private practice can be carried out in three main ways:
1. Solo Practice -Dentist manages all types of cases according to their own capacity.
2. Group Practice-Dentists with training in different specialties form a group.
Work together in the same office.
3. Solo Practice with Visiting Specialties-A single dentist manages the office.
Calls visiting specialists whenever needed for specialty work.

10.   Patient system 1.Dentist should maintain good communication with patients. 2.Ensure patients are aware of clinic timings, weekly holidays, and closure notices. 3.Use notices, ads, or personal messages for unavoidable closures. 4.Maintain an appointment book/computer data for smooth scheduling. 5.At the end of each appointment:Schedule next appointment. 6.Recall after 6 months (send reminders 3–4 weeks before). 7.Confirm appointments via phone 1–2 days before. 8.Manage broken appointments: 9.Record missed patients in system. 10.Open clinic 30 minutes early; ensure instruments andworkspace are ready. 11.Maintain autoclaved instruments for efficiency. 12.First appointment experience is critical for long-term rappo.

11. Reception & Patient Interaction Receptionist is the first point of contact—must be skilled in understanding people.
Seat new patients privately for health history form.
Offering a hot/cold drink is a good gesture.
For children:
Dentist decides if parent should accompany child to operatory.
During consultation:
Explain diagnosis, treatment plan, cost, and payment mode.
Give post-treatment written/verbal instructions.

12. Clinic Material Management Staff should know:
Required material amount & ordering process.
Purchase sources and payment methods.
Maintain sufficient stock to avoid interruptions.
Keep systematic accounts:
Bills, receipts, salaries, donations, utility payments.
Build relations with a good dental lab—give clear work instructions.
Be aware of lab completion time before scheduling appointments.

13. Payment System Most transactions are in cash, but have credit card facilities.
Encourage insurance tie-ups or company medical panels for quicker payment.
Record Keeping
Maintain daily short forms:
Patients scheduled, seen, missed, collections.
Keep monthly statistics for evaluation.
Store records systematically—physical files or computer system. WASTE  Disposal   Have a proper arrangement for biomedical waste disposal.

14. Professional Development Stay updated with advances:
  Journals, workshops, continuing education, conferences, seminars.
Improves knowledge and dentist’s confidence.
Work-Life Balance
One day off weekly.
At least two vacations yearly to reduce stress.

15. Personnal system Staff Roles Full-time receptionist, dental assistant, part-time housekeeping. Receptionist duties: Manage appointments, patient liaison, reschedule if needed. Staff Qualities Professional, personable, empathetic. Cognitive ability—aptitude for learning & adapting.

16. Staff Management Orientation & training (6–8 weeks initially).
Review office manual and duties.
Training period: 60–90 days to assess skill fit.
Senior staff can mentor newcomers.
Provide continuing training through courses and journals.
Offer fair salaries & benefits.
Motivate through recognition & appreciation.

17. FINANCIAL ASPECT OF A DENTAL OFFICE Record-Keeping Maintain patient records with daily fees (preferably on computer). Keep daily records of all expenses. Professional Guidance Consult a chartered accountant during initial setup. File tax returns from the first year to ensure legal compliance. Production & Collections Profitability Essentials Provide high-quality dental treatment efficiently. Set a production goal to reach the Break-Even Point (BEP) and ensure profit.

18. Cost Management Fixed Costs: Staff salaries, benefits, occupancy, admin costs, continuing education, taxes, insurance, loan repayments. Variable Costs: Laboratory fees, dental supplies (depend on patient load). Inventory Control Maintain an inventory control card for each item: vendor details, price, date, and delivery time. Use preferred, alternate, and third vendors to ensure availability. Order supplies on yearly contracts at conventions for bulk savings.

19. FACTORS IN SETTING FEES 1. Dentist’s & assistant’s time for the procedure.
2. Hourly operational costs (fixed + variable).
3. Prevailing local professional fees.
Fee Management
Review annually; increase if needed to stay profitable.
Avoid large sudden increases (>20%) to prevent patient dissatishfication .    inform staff about cost factors to justify fee adjustments.

20. REGISTRATION OF THE DENTAL CLINIC Before Starting a Clinic:
Obtain all required statutory licenses.
Recommended: Insurance against fire,Natural catastrophes (earthquakes, floods),Burglary & riots Legal Requirement
All dental clinics must register with National Council for Clinical Establishments
Governed under Clinical Establishments (Registration & Regulation) Act, 2010

21. Conditions for Registration
1.Minimum standards of facilities & services as prescribed
2.Maintenance of records & reporting
3.any other conditions as prescribed -Provisional Registration
Apply with prescribed proforma & fee (in person, post, or online)
Authority issues certificate within 10 days of application
Validity: 12 months from issue
Certificate must be displayed in the clinic
Renewal application: 30 days before expiry Permanent Registration
Dentist can apply for permanent registration (valid 5 years)
Renewal: Apply within 6 months before expiry Authority can cancel registration if compliance not maintained

22. ACCREDITATION OF DENTAL PRACTICE BY THE INDIAN DENTAL ASSOCIATION Accreditation = tool to measure & improve performance and outcomes
Purpose: Protect health & safety of the public
Done by: Indian Dental Association (IDA)

23. Principles for Dental Care & Treatment IDA-accredited professionals member must:
1. Put patients’ interests first
2. Communicate effectively with patients
3. Obtain valid consent
4. Maintain & protect patients’ information
5. Have clear & effective complaints procedure
6. Work with colleagues in patients’ best interests
7. Maintain & develop professional knowledge & skills
8. Raise concerns if patients are at risk
9. Ensure personal behavior maintains confidence in profession

24. Standards for Dental Practice Standard 1: Provide Accurate Clinic Information Patients should know if the clinic is accepting new patients
Availability of printed info including:
Services offered, opening hours, location
Contact details for queries
Special needs facilities me 3
Treatment costs (consultation, treatment, prescriptions)
Emergency care details (out-of-hours)

25. Standard 2: Dental Care Environment Care provided in safe, comfortable, private environment
Buildings & facilities well maintained
Premises equipped with appropriate instruments & materials
Equipment installed, checked & maintained per guidelines
Drugs & dental materials stored/used safely
Back-up systems for major service failures
Ongoing risk management program for patient safety

26. Standard 3: Infection Control & Prevention Premises must be clean.
Must follow infection control policies per best practice & law
Ongoing staff training on infection prevention
Meet best practice for decontamination of instruments
Inform patients about infection control procedures if needed
Continuous professional education in disinfection & decontamination

27. IDA Certified Clinics Accredited clinics = Certified Clinics
Certification by IDA Accreditation Committee
Assures treatment meets/exceeds standards of; Quality,Quantit,Appropriateness,Need,Safety .

28. CONCLUSION Success in dental practice = subjective measure achieved when personal & professional needs are met. Key to success = Cohesive dental team Benefits of teamwork: Creates atmosphere of cooperation Provides high-quality dentistry efficiently Leads to high production & income Minimal stress