Records, Records, Records

As a dentist you recognize and understand the importance of keeping accurate records. It has been said, if it isn’t written down, it did not happen. This emphasis on accurate records goes beyond just the clinical aspect of dentistry. It continues into the front office or business aspect of your office.

An example of this includes the aspect of confirming appointments. When a patient changes their phone number or email address, your front desk has no way of contacting that individual to make sure they are coming to their appointment. That lack of correct information can lead to down production time, which in turns costs you money.

Another example involves insurance, how many times do you hear from your front desk or office manager that Mrs. Jones did not tell them she had new insurance. The claim is submitted to her previous insurance company, after waiting weeks for a response from that insurance that she is no longer covered. Then your office has to contact Mrs. Jones and collect the correct information and then resubmit to the correct insurance company. Then wait for the allotted time to receive any sort of payment for a procedure or procedures that was completed months ago. This lack of correct information again has cost you more time and money, by having your office manager have to contact Mrs. Jones and collect the new information and then resubmit the insurance.

Correct information and record keeping is also vital to the Utah Dental Association. During the beginning of the COVID-19 pandemic, the UDA sent out multiple emails regarding current status and updates on PPE loans, and anything to help with the crisis that was happening in your lives and in the world. The UDA received many phone calls from Dr Smith stating his colleague Dr Miller is receiving these updates from the UDA, but Dr Smith is not receiving them, after investigating why, Dr Smith had not updated his email address and was still using the email from dental school. Which he no longer ever looked at. Thus, he was missing out on important information that would greatly benefit him and his practice.

The Utah Dental Association has decided it is time to “clean up” the records and get accurate information for you. This will help us in making sure you are receiving up to date information whether that be a cell phone number or email address that you will access and be able to see.

The UDA has hired a temporary employee to contact every dentist in the state and update their contact information. This phone call contact will most likely be through your front desk or office manager. It will be a brief phone call, verifying the current information the UDA has and update any information that might be incorrect.

Please let your office staff know that they will be receiving a phone call from the UDA Office’s Crista McCord. This “clean up process” will occur over the next few months. This effort will be very beneficial to you, by allowing the UDA to keep you up to date with dental issues and concerns in Utah.

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