Although usually used to analyze financial data, spreadsheets can also be used to keep track of essential tasks that need to be done in your practice. As team leader, you need to “trust, but verify.” You will know which tasks have been completed, when, and by whom, when the list includes columns for “date of completion,” and “initials of team completing the tasks,” to provide an accountability trail.
For example, a complete spreadsheet listing for all your front desk tasks becomes an “Admin Weekly/Monthly Checklist” that guides the administrative staff by listing the various reports and tasks that need to be completed on a weekly and monthly basis:
- A “Dental Insurance Past Due” report: assigned to your insurance coordinator to run and initial that they have followed up with dental insurance companies to get money that is owed on a regular basis.
- An “Accounts Receivable” report: created with documented follow up on past due accounts and actions taken, per office protocol
- A “Predetermination of Benefits” report and follow up
- A “Continuing Care Communications” report and follow up
Many other reports can be added specific to the administrative workflow of your office.
Similarly, in the case of clinical aspects of your dental office, a spreadsheet can be used to list all the tasks that need to be done at the appropriate intervals. The “Clinical Weekly/Monthly Checklist” can include:
- autoclave maintenance/what tasks/date completed/by whom
- spore testing results/date completed/by whom
- water testing dates completed/by whom
A separate spreadsheet can be used to post the dated “Spore Testing Results” and “Water Testing Results,” along with documenting the person responsible for performing the test.
Make spreadsheets part of your office operations manual and standard operating procedures (SOPs). Having these internal controls in place ensures that you are operating your practice efficiently using best business practices and complying with applicable rules and regulations. Need help creating spreadsheets? Reach out to other Massachusetts Dental Society (MDS) members in your area, and ask if they would share some of their management spreadsheet strategies with you!