Do you collect monthly TC statistics to maximize your new patient starts? Do you have control of your Will-Call-Back (WCB) new patients, making sure that they start? Do you have control of your OBS-Recall patients, making sure that they start and don’t get lost? If not, maybe this pearl can help you gain that control with an all-in-one Excel monthly spreadsheet.
A Little History:
Over the past 50 years there were many changes to the systems in the TC program. Refer to this link for a better understanding:
Also refer to the following link for a program for keeping your Recall patients from getting lost:
The purpose of the TC position is to:
1) Assist the doctor in providing a comprehensive New Patient Exam/consult
2) To educate the patient/family as to the benefits of treatment in your office
3) To inspire the patient/family to start treatment in your office
4) To control all steps/appointments from the New Patient Exam to the Start Date, whether they start next week or in the future
5) To maximize future starts by controlling all OBS-Recall patients, to make sure that they start
6) To control all Ph-I retention Recall patients to make sure that they start Ph-II treatment
7) To go after all Will-Call-Back (WCB) patients and make sure that they start
Up till now, to achieve all of this the TC used various information collection forms: Monthly Exam/Consult Statistics forms, Monthly OBS-Recall Control Statistics forms, Follow-Up Phone Logs and a WCB control program—a lot of paperwork. Today all of this can be incorporated into a yearly set of Monthly Excel spreadsheets. You will need a separate Excel file (each with a set of 13 spreadsheets) for each office/doctor, for each year. Thus, if you have one office and one or more doctors, you only need one yearly set of spreadsheets. If you have one or more doctors and three offices, you will need three yearly sets of spreadsheets, one for each office.
Set up and use your new TC Spreadsheet to take control of your new patients and get them started:
1) Download the attached PDF "STATS-WCB-OBS_TC_Excel_Control.pdf", print out a copy or two for reference and save the PDF in a "TC Control" directory (file).
2) Download the attached ORIGINAL Excel file (TC_STATS-WCB-OBS_Control_ORIGINAL.xls) and save it in a "TC Control" directory (file).
3) For each office, save other copies as "TC_STATS-WCB-OBS_Control,_2023, OFFICE.xls", indicating which office it is used for.
4) Fill in the "Practice" tab data for each set of monthly spreadsheets for each office.
5) Make sure that the TC knows how to use that file or that someone helping her [receptionist or bookkeeper] knows how to use it. Study the WCB program PDF, referring to the monthly spreadsheets to get used to the system.
6) Fill in the New Patient Exam data (columns on the left) and whether the patient is WCB or not.
7) If the patient is WCB use your printed "STATS-WCB-OBS_TC_Excel_Control.pdf" to follow up on them, documenting that WCB control on your spreadsheet until you get the patient started.
8) Also use the spreadsheets and start gaining control of your Tx Consults (if you do them).
9) Also use the spreadsheets and start gaining control of your OBS-Recall patients and keep them from getting lost.
9) Also use the spreadsheets and start gaining control of your OBS-Recall patients and keep them from getting lost.
Start using this system ASAP with your TC and staff to stop losing those new patients that you worked so hard to attract.
