Once you ve selected a practice location and finalized your office space, take a moment to review the many facets of your role as office leader.

Transcription

1 Chapter 7: Before You Open The Door If you are a junior or senior in dental school, it s not too early to start planning. Once you ve selected a practice location and finalized your office space, take a moment to review the many facets of your role as office leader. You must be more than a clinician; you must be a manager, as well. A great deal of your future success depends on how well you handle your management duties today. Planning and organizing your practice means visualizing how you will function in both the short- and long-term future. These two critical management functions will impact on the physical arrangements of your office, from office planning to ordering equipment. Develop a strategic plan for your practice which includes your vision, mission statement and goals. Staffing your office is a third management function. It includes recruiting, selecting and training everyone who will work with you. Chapter 6 has more information. Directing and controlling the activities of the practice will be your primary management goals when the practice is up and running. Motivating, guiding and supervising office personnel and evaluating practice performance as a whole will be important to meeting your career objectives. The first step in setting up your practice in the space you ve selected is purchasing your equipment. Equipment The decision about what equipment to buy is one of great importance. The equipment you use should be styled and designed to allow you to be as efficient as possible. Function should be your first consideration, but you should also consider the image your equipment and furnishings project when you bring a patient into the operatory. New or used equipment? Used equipment will cost you only one-quarter to one-half as much as new equipment. But parts and service may not be readily available and there may be little or no warranty. A resource for used dental equipment can be found online at New equipment is modern, attractive and functional and is available in a wide range of colors and styles. Because it is new, the equipment should require little maintenance and repairs will be covered under warranties. In setting up your office, don t overbuy and don t be oversold. You should be able to justify the purchase of every piece of equipment in your office. If you need to add a second or third operatory in six months, you can do it then just as easily as you could when you opened your practice. In these early days, you don t need any overhead that is not contributing to your practice. Keep three goals in mind: buy what you need, buy good equipment and be able to use, right away, what you ve bought. Attention, dental students Plan ahead is the best advice anyone can give you before you begin your dental practice. If you are a junior or senior in dental school, it s not too early to start planning. You may already have some ideas about where you want to locate your practice. Six months prior to your projected opening day you should order your equipment. Plan to order business and dental supplies about three months before you open and to hire your staff one month in advance. Remember: if you place the order and your license is delayed, you are still obligated to pay for the equipment. At the very least, you will be responsible for the restocking charges imposed by the manufacturer to the supplier. Services and Supplies The best way to determine your dental supply needs is to visualize yourself performing the dental procedures you will use in your practice. Order professional stationery and other office supplies as soon as you re certain of your location. 52

2 Select and order patient forms to assure delivery before you open. Order utility services in advance. As a new business, you may be required to pay a deposit before water or electric service will be provided. If you are planning to use a janitorial service, uniform and/or linen suppliers, contact those suppliers at least 30 days in advance of your opening. Introduce yourself by letter to the dental laboratories and dental supply houses you will be using. The ADA publishes the Dental Buying Guide online. This helpful tool enables new dentists to locate manufacturers of specific dental products. It can be found at resources/pubs/dbguide/index.asp. Telephone Arrangements Arrange your professional listing in the telephone book as soon as possible. If the phone company will not accept a listing without first installing a telephone, have the phone connected to an answering service in your empty office, even if you will not begin to practice immediately. Hire someone to take your calls, or a professional answering service, or buy a mechanical answering device to manage calls until your office staff starts work. Practice Web Sites More and more dental offices are developing Web sites as a way to provide general information on their practice and to communicate with patients and the public in general. Many sites even offer advanced features such as online appointment scheduling and bill payment. In the new millennium, at least one in five dental offices had Web sites. A 2002 national survey found that 110 million adults sometimes go online to look for health care information. Consumers of all ages are often accessing the internet to locate health care information and providers. Licenses and Permits You must have all licenses and permits necessary to practice dentistry. Follow up on these items: 1. Get appropriate advice about what licenses are required in your area. Dental schools, local dental societies and state boards of registration may be helpful. 2. Obtain the required forms for a professional license from the appropriate state. 3. Apply for any applicable city, county or township licenses. Your local dental society will be a good source of information. 4. Check with city hall regarding zoning and building permits. 5. Request an employer s identification number from the Internal Revenue Service. It must be used on many tax forms. 6. To obtain a Drug Enforcement Agency Permit for prescribing controlled substances write: U.S. Department of Justice Drug Enforcement Administration Registration Unit/DDRR Washington, D.C Tel: (202) Also check with your State Board of Dental Examiners about additional requirements, such as a permit to administer general anesthesia or conscious sedation. You must have all licenses and permits necessary to practice dentistry. 53

3 New Practice Checklist (requirements can vary from state to state and from city to city) This checklist is designed to provide a list of some key issues frequently confronted by dentists opening a new practice each practice situation presents unique challenges. Every topic can be quite complex use this list only as a starting point and seek competent advice, when necessary. First step contact both your state dental society and the ADA! To Do What Contact Licenses State dental license Department of professional regulation or state (May vary from board of dentistry state to state) Anesthesia and analgesia permit (if needed) License to prescribe drugs Controlled substance license Department of professional regulation or state board of dentistry Drug Enforcement administration, Department of professional regulation or state board of dentistry Professional Join local, state and national State dental societies Association dental association American Dental Association Regulations X-ray registration Check your state government web site Waste management (Check state and local laws) HIPAA National Provider Identification (NPI) Best Management Practice for Amalgam Waste bmp.asp Local City or village occupancy Contact your county & municipal governments for requirements permit regulations related to opening a dental practice. Zoning board Building permit Your state dental society may also provide information. Dental Society Roadmaps ex.asp Infection Control Infection control requirements & OSHA NewGuidelines.htm Job safety & health protection OSHA Compliance ADA Catalog ADA Regulatory Compliance Manual 54

4 To Do What Contact Taxes State department of revenue List of state departments of revenue Federal IRS tax ID number IRS - Insurance Disability income & office ADA Group Insurance Plans/Great-West overhead expenses Life term & universal MedCASH (supplemental to major medical) Professional liability Health insurance Contact your state dental society or online resources: Other insurances Workman s compensation Employee fidelity bond Employees Verify licenses, as needed Vaccines and immunizations Employee policies Hire staff Employment Eligibility (I-9 forms) Federal & state labor law posters American with Disabilities Act blood.asp Employee Office Manual: A Guide for the Dental Practice* Smart Hiring: A Guide for the Dental Office* files/form/ i-9.pdf Posters Call ADA Business Issues Define practice structure Valuing a Practice: A Guide for Dentists Practice Options for the New Dentist: A How-To Guide Practice financing ADA Member Advantage asp Supplies & Dental Buying Guide Dental manufacturers by name, location and product equipment Dental lab Select a dental lab National Association of Dental Laboratories * To order, contact the ADA Catalog department. or

5 Below is a list of ADA practice management and regulatory publications and guidebooks that are often requested by dentists opening new practices. To order, contact the ADA Catalog department. or Associateships: A Guide for Owners and Prospective Associates Valuing a Practice: A Guide for Dentists Practice Options for the New Dentist Dental Office Design: A Guide for Building, Remodeling and Relocation CEO Crash Course Transitions: Navigating Sales, Associateships, and Mergers in Your Dental Practice Employee Office Manual: A Guide for the Dental Practice Smart Hiring: A Guide for the Dental Office Fast-Track Training for New Dental Staff Basic Training II for New Clinical Personnel Basic Training III: for Dental Administrative Personnel Protecting Your Dental Office from Fraud and Embezzlement Frequently Asked Legal Questions: A Guide for Dentists and the Dental Team The Power of Customer Service The Power of Internal Marketing Dental Letters with Impact Develop a Dynamic Web Site for Your Practice Multicultural Communications in the Dental Office The Ultimate Dental Practice PR Kit CDT 2007/2008 Regulatory: Regulatory Compliance Manual Effective Infection Control: A Training Program for Your Dental Office OSHA in the Dental Office HIPAA Privacy Kit HIPAA Security Kit Need help selecting which of these resources are best for you to get started? Just call the ADA