March
2004
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The Power of Systems
to Create Structure
Building
a highly capable practice is dependent on having
good systems in place. Well thought out systems
are key to developing an unmatched competitive
advantage. They enable you to provide automatic
and seamless delivery to your patients.
Systems
make it possible for us to free our minds while
we perform habitual tasks. When we give complex
tasks structure, we simplify them, making it easier
to consistently achieve great results.
Good
people are often frustrated by poorly designed
systems that make it difficult for them to maximize
their efficiency and effectiveness. If you're
not happy with the behavior of the people on your
team, take a closer look at the systems they work
from. When adequate systems and job descriptions
are not in place, people tend to invent their
own. If everybody develops a different way of
doing things, and each person defends their way
as the right way, you’ve got a sure recipe
for conflict and stress.
Effective
systems follow, serve, and support rather than
control, direct, and dictate. Enlist your team
members to work together in determining the best
possible way to do things in your practice. The
more they are able to participate in this process,
the easier it will be for them to support the
systems.
Team Handbook
Having a detailed team handbook that defines the
core values, policies and procedures of your Dental
Practice will help you communicate and interact
more effectively with your team and your patients.
A team handbook reduces ambiguities that arise
in regards to policies and procedures and provides
team members with a consistent platform from which
to work.
It
is important to identify your systems by writing
out your policies and procedures in the form of
a team handbook. As you define and write out your
systems, it would be beneficial for you to have
clarity on your practice values, vision and mission
statement. These practice statements will then
guide you in ensuring your systems are in alignment
with the bigger picture you see for your practice.
Writing
procedures out step-by-step takes time and effort,
but it’s an investment that will give you
more time in the future by answering common employee
questions about how your Practice operates.
Writing Your Procedures
Begin by writing significant procedures that happen
on a routine basis. Clinical team members may
wish to begin by writing out procedures for treatment
such as composite fillings and crown preps, and
tasks such as sterilization and the ordering of
supplies. Administrative team members may wish
to begin by writing out procedures for things
they do on a daily basis such as scheduling and
confirming appointments, receiving and placing
phone calls, making financial arrangements and
receiving payments.
As
you create your systems and procedures, determine
ways to monitor and measure these processes. By
monitoring the way things are done, you can ensure
that your team members are continually meeting
the changing needs of your Practice. If you deem
it necessary to improve performance in a certain
area, some of your options include reading articles
and books on the subject, finding the appropriate
courses to take, or having a consultant come in
to your practice to work with your team.
Continually
update procedures as changes are made to the way
you do things. Formally review and bring your
policies and procedures up to date at least once
each year. As you continue to fine-tune your policies
and procedures and improve practice performance
you further enhance your practice culture.
Summary
Systems
promote high quality, providing value to your
patients and ultimately, to your bottom line.
Freedom is the greatest when the ground rules
are clear. By decreasing the guesswork in your
office, your team will not only be more organized,
but also more productive.
Questions
to Ponder
In order to build a highly capable practice, it
is important to have good systems in place. Answer
the questions below to help you identify how well
your practice utilizes systems.
- Do
you have effective systems that follow, serve
and support your team members?
- Do
your team members contribute to creating and
writing systems for your practice?
- Does
your practice culture support the effective
use of systems?
- Do
you monitor and track practice processes and
then use that information to help you make the
appropriate improvements to meet the changing
needs of your practice?
- Does
your practice have a detailed team handbook
that defines the core values, policies and procedures
of your Dental Practice?
PracticeLogix
Strategix has created a readily customizable comprehensive
team handbook, PracticeLogix, that is focused
on the basic values, policies, and procedures
for your Dental Practice. PracticeLogix is a valuable
orientation and training guide for new employees
as well as a useful resource for team members
to reference when they have any questions or concerns
regarding the day-to-day operations of your practice.
If you wish to receive a sample procedure from
us, or for more information on how to integrate
PracticeLogix into your practice, please contact
us at info@strategix-ltd.com.
About the Author
CoraMarie Clark, MBA is recognized
as a highly effective dental practice strategist.
She works with dentists that want to optimize
their potential both personally and professionally.
Her collaborative approach has helped teams develop
dynamic competitive strategies and achieve high
impact sustainable results.
If
you would like to explore the possibility of having
CoraMarie work with your Dental Practice or speak
for your Association or Group, contact us today.
CoraMarie
Clark
phone 403.686.6136
email coramarie@strategix-ltd.com
web strategix-ltd.com
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