JOB OPPORTUNITY – DENTAL HYGIENIST, OXFORD

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Self-employed Hygienist Required for Private Oxford Practice

2 days per week

One of my dental clients in Oxford has an excellent opportunity for an experienced and ambitious Hygienist to join a thriving practice.

This vibrant and successful, primarily private, dental practice operates from state of the art premises on the outskirts of Oxford being fully computerised with well-equipped, modern surgeries, digital x-rays and training facilities.

The practice has a strong preventive dentistry ethos and demand for hygiene services is increasing.

The successful applicant will enjoy excellent working conditions, competitive fee payments, access to an established patient list and the benefits of a strong and efficient management/support team.

You will need to have a minimum of 2 years post-qualification experience with excellent communication skills.

To apply for this opportunity or for more information please send your c.v. and a covering letter to oxford@yourdentalmanager.co.uk

JOB OPPORTUNITY – DENTAL HYGIENIST, OXFORD

Will Your New Recruit Fit Into the Team?

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With the prospect of new ideas, skills, renewed energy, enthusiasm  and hopefully a welcome breath of fresh air, recruitment of a new team member can and should be an exciting opportunity.

As many practice owners have learned the hard way, it can also be quite daunting and the “wrong” decision, can make life difficult for many months to come.

Common concerns I hear when recruiting new team members for client practices are:

  • “Will they fit in to the team?”
  • “Will they be disruptive?”
  • “Will they work well with the rest of the team?”
  • “Do they have the right attitude for the team and our patients?”
  • “How do I make sure they will make a difference?”

As with many things, a well structured and organised approach to recruitment will go a long way towards making the right decision.

Prepare Well

  • Don’t rush into making decisions – far better to wait and cover the role until you find the “right” person
  • Make sure you understand the role you are trying to fill – this can be a great opportunity to redefine a role and restructure responsibilities across the team to bring in new skills and fill knowledge gaps
  • Understand the type of person you need – all teams benefit from a range of personalities, experience, maturity and approaches to work
  • Understand the strengths of the remaining team and look to bridge any gaps or weaknesses through your new recruit
  • Is the time right to promote from within the team and bring in a more junior role to replace a more senior person?
  • Create a job profile outlining key responsibilities and requirements for the role
  • Create effective wording for your advertisement to attract the right candidates
    • Focus on the skills and requirements needed
    • Remember to “sell” your practice and the role using positive words like opportunity, “great team to work with”, successful, enthusiastic, “great location”, “good public transport links”, “coastal/rural/city centre location”
    • Take a look through my “News” page for several examples of proven recruitment advert wording
  • Always request a covering letter to support C.V.s, asking the applicant to explain why they are right for the role you have on offer and what they can bring to your team and practice

Each applicant will have a different range of skills and experience and one of the best ways to identify and short-list for interview is to “score” applicant C/V.s against your own prioritised criteria:

  • List 10-12 key aspects of the job and person that are important to you, such as
    • Years of experience
    • Qualifications
    • Specific skills needed for the role e.g. specialist nursing, decontamination, lead nurse, management , customer service, IT/software, teamwork, dealing with difficult situations, planning, communication
    • Always have an “Other” aspect for candidates who flag up special skills or particular reasons they could be right for you
  • Use the C.V. and covering letter to score each applicant against the criteria you have listed (0 = low/none, 5 = high/perfect!)
  • Allocate your own weighting or ranking to each of the aspects so that candidates with the most important skills score higher
    • If Lead Nurse skills are vital, weight this with a 5 – the best candidates would score a 5 from their C.V.  x your own weighting of 5 = 25
  • Short-list between 3 and 5 of the highest-scoring candidates for interview

Get to Know Your Candidates Better

At this stage many of my clients make good use of Everything DiSC, a long-established and proven work-style preference profile, which short-listed candidates complete on-line in about 20 minutes. Workplace-Circle_thumb

Based around candidate responses to a wide-range of work-style/team scenario questions, a detailed profile on the candidate’s likely approach to work and their ability to work effectively alongside different types of people, including yourself as their manager or leader, is summarised and made available to you.

The profile helps to identify whether the candidate can fill “gaps” in your ideal team structure. Remember that no team can function effectively where everyone has the same attitude, approach and work-style.

You will also be able to identify the likely “motivators” and “stressors” for each candidate, which helps to structure the right questions for interview and is a great help for managing the successful candidate.

The profiles are self-explanatory, self-contained and available for just £75 per candidate. As an accredited trainer and provider of Everything DiSC tools, I can help you interpret and make full use of the information if required, including comparison reports where there is no one clear “winner”, even after interview.

You can find out more about Everything DiSC workplace profiles here.

Really Get to Know Your Candidates

At the interview use a similar score-card to the one above, update scores based on what you see and hear

Don’t take anything at face value – ask for examples of what has been done and what has been achieved. Challenge the C.V. and claims but most importantly of all, get to know the person and what makes them tick.

  • “Give me an example of when you resolved a patient complaint”
  • “Tell me about a time you felt under pressure at work and how you responded”
  • Give me an example of how you supported another member of the team”
  • “How would you deal with a patient complaint about . . . “
  • “How would you make sure the diary was kept full?”
  • “What part of the job do you find most and least satisfying?”
  • “Why is this role the right one for you?”

Some important additions to the C.V. score-card when used for interview candidates are:

  • Approach to handling of typical scenarios such as those above
  • Personality traits you are looking for such as confidence, outgoing, committed, hardworking, willingness to learn, flexibility
  • Specific questions and circumstances for individuals, which need clarification or investigation

We have focused this discussion on skills, attitude, ability and team structure. Don’t forget to use your practice recruitment procedures/checklist to make sure all the practicalities and legal requirements of recruiting the right person are also covered. A suitable probationary period of up to 6 months is also essential.

Go For It and Make Your Decision

Armed with information from the applicant’s C.V., covering letter, Everything DiSC workplace profile, candidate score-cards and an effective, frank and open interview, you will have all you need to confidently make the big decision.

There is plenty of help out there to plug any management gaps within your business, including Your Dental Manager, so please do get in touch if you have any concerns or want to further improve the overall management/efficiency of your practice: info@yourdentalmanager.co.uk or check our on-line calendar to book a complimentary chat.

 

 

 

Will Your New Recruit Fit Into the Team?

Boosting Your Patient Recalls

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Effective and reliable patient recalls are a critical part of your practice for many reasons:

  • Essential for ongoing patient care
  • Keep patients to recommended intervals and avoid slipping, often by many months
  • Minimise future pain and treatment through preventative care
  • Patient education
  • Relationship-building
  • Identification and discussion of patient needs, aspirations and future treatments
  • Practice cash-flow
  • Forward planning
  • Diary management
  • Minimise the time spent by back-office staff trying to fill white space

Here are some thoughts and suggestions to help improve and streamline your approach

  • Always encourage patients to pre-book their next 3, 6 12 month appointment
    • Significantly reduces the volume of recalls to manage on a monthly basis
    • Allows patients to choose convenient appointments which may not be available to them nearer the time
    • Appointments can be changed as necessary subject to your 24/48 hour cancellation policy
    • Make good use of the automated reminder services within your practice software and use firm but friendly wording about the importance of attendance within the reminders
  • Replace the word “routine”  with “essential” or “vital”
  • Replace the phrase “check-up” with “comprehensive dental review” or “consultation”
  • Make full use of the automated recall systems within your practice software
    • This will take care of maybe 80% or more of your routine recalls
    • Typical recall schedule for a June recall is:
      • Automated reminder in May
      • Automated reminder in June for those still outstanding
      • Automated “Overdue” reminder in July, which is more detailed,
        • Highlights the importance of regular attendance
        • Benefits of ongoing, preventative care
        • List of the many aspects of oral health care covered during a recall
          • Create/make use of a 16 to 20 point bulleted Dental Health Review summary, based on all the checks undertaken
      • Automated reminder after 12 months, which is more of a reactivation approach
        • Details of what is included in the “essential” recall using your Dental Health Review summary mentioned earlier
        • Highlight importance of ongoing care
        • Ask for contact to enable records to be updated
        • Seek confirmation if no longer wishing to remain as a patient so that their place can be given to others on the waiting list
  • Review and personalise your automated recall letters carefully:
    • Firm but friendly letter which reflects your practice ethos/image/brand
    • Highlight benefits and importance of regular attendance
  • Practice staff focus their time and effort on contacting patients, by telephone, who have not responded or booked their next appointment after the third, “Overdue” automated reminder
    • In the above example, practice staff would be making phone calls in June to patients who are still overdue for a recall from April 2017 (2 months ago)
    • Phone call should be on a patient-care/concern over missed recall approach
    • Check that patient records/contact details are up to date
    • Build relationship with the patient and establish a good rapport
    • Understand patient preferences/needs
    • Respond to any questions or concerns
    • Update records and close off if patients have moved away or no longer wish to be a patient
    • Book an appointment
  • Keep your dental records up to date with each attempt at contact and with feedback or comments from patients so that you can follow up and pick up on previous discussions. This also avoids multiple contact to the same patient within a short period of time
  • Use your practice software “follow-up” lists to diarise patients who ask for a call-back, or more time
  • Use your practice software to help track and monitor progress with recalls. Most will now produce comprehensive, interactive and visual reports to help
  • Build regular “treatment blocks” into your diary to ensure days are not fully blocked with recalls, leaving no time for longer treatments

In summary:

  • Review your recall messages/letters and make them firm, friendly and compelling
  • Promote the benefits of regular attendance
  • Highlight and summarise the many checks completed during your “Comprehensive Dental Reviews”
  • Make good use of automation for the majority of recalls
  • Keep records of all contact
  • Plan out your diary and create treatment blocks
  • Focus on the much smaller list of patients who are still overdue after 2 months and speak with them
  • Follow-up and persevere
Boosting Your Patient Recalls

Job Opportunity – Associate Dentist Leeds

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Church View Dental Care, Crossgates, LEEDS

Self-employed Associate Dentist Required

2,000 UDA’s + good private opportunities

2 or 3 days per week including Fridays but some flexibility with other days

Due to continued growth, Church View Dental Care in Crossgates, Leeds, has an excellent job opportunity for an enthusiastic associate dentist to join a thriving practice in a busy high street location with great transport/road links.

This vibrant and successful mixed private/NHS dental practice operates from modern and spacious premises on the outskirts of Leeds being fully computerised with well-equipped surgeries and a committed, experienced team of dental professionals.

The successful applicant will enjoy excellent working conditions, competitive private fee payments/UDA rates, generous contribution to lab fees, access to an established NHS patient list, excellent private practice opportunities, strong peer/referral support and the benefits of a strong and efficient management/support team.

The right candidate will be an existing NHS performer with excellent communications, skills, a strong team player with a commitment to professional and personal development.

Practice website: www.churchviewdentalcare.co.uk

To apply for this opportunity or for more information please send your c.v. and a covering letter to Leeds@yourdentalmanager.co.uk

 

Job Opportunity – Associate Dentist Leeds

Ready for the Unexpected?

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A robust Business Continuity Plan (BCP) is essential for any businesses and a Care Quality Commission requirement for all the right reasons. A BCP is also required under the terms of an NHS contract.

Your practice BCP helps to ensure that in the event of a “crisis”, “disaster” or “serious incident”, the team respond effectively, patients are impacted as little as possible and the business is able to professionally restore service by following a set of pre-planned guidelines.

Paper with words BCP Business Continuity Plan

Importantly, your BCP is prepared when all is going well and you have the time to think plans through methodically and logically for all kinds of “what-if” scenarios.

In the event of something going seriously wrong e.g. floods, loss of power, fire, IT or even something as simple as a telephone failure, the whole team can go straight to this document and have access to the right people along with guidelines on how to minimize disruption, danger and risk.

The BCP should be written to clearly and simply outline how the practice can realistically recover from a wide range of failures or disasters and will be different for each practice dependent on local and available resources.

Always appoint a named individual to be responsible for maintaining the BCP and hold primary responsibility for leading any crisis. Also name a couple of deputies to cover absences.

Maintain an accurate list of contact details for all team members within the BCP, including mobile phone and e-mail, so that you can quickly keep everyone up to date with developments and ask for support or keep people away.

Think about how you will make contact with patients booked in for appointments if you are unable to access computer files. Some practices print off patient contact lists each evening for the next morning’s appointments and keep in a safe place.

An up to date and accurate list of key support contacts, reference/contract numbers and any agreements for support is an essential part of the BCP so that you can react and implement quickly. This should include:

  1. Practice Insurance Company
    1. Claim and Help Lines
    2. Policy numbers
  2. Your Contingency site
    1. “Buddy” up with a local dental practice and agree to provide temporary accommodation/shelter and facilities to each other in the event of a crisis
    2. Confirm this agreement in writing annually
  3. NHS Local Area Team (if applicable)
    1. Any decision made to reduce or stop NHS services, must be communicated to the Local Area Team who will also update the NHS Helpline 111
  4. Care Quality Commission
  5. IT Support Team(s)
    1. Server/network support
    2. Data back-up/recovery arrangements
  6. Gas emergency telephone number
  7. Electricity emergency telephone number
  8. Water emergency telephone number
  9. Temporary heating facilities e.g. gas/electric heaters
  10. Security alarm engineers
  11. Fire alarm engineers
  12. Telephone and Broadband providers/support teams
  13. Plan Providers
    1. Can assist with patient contact details
  14. Essential tradesmen
    1. Electrician
    2. Plumber
    3. Heating engineer
    4. Builder
    5. Joiner
    6. Roofer

Crisis Recovery Concept

Within the BCP, consider various scenarios and outline how you want each to be handled and who is to be contacted. Many scenarios can be considered including:

  1. Inability to access or enter the premises for any reason e.g. police/fire incident/cordon
    1. Contingency sites
    2. Communication with team, patients and suppliers
  2. Loss of computer systems including viruses and server failure
    1. Have a back-up “paper” system ready, including template forms/records for clinicians and front of house/reception staff
    2. Robust back-up and recovery processes, preferably through an external third party provider
  3. Loss of telephone/Internet services
    1. Call diversions
    2. Use of mobile phones
  4. Loss of electricity
    1. Basic checks such as fuse box/trip switches
    2. External problems and timescales
    3. Can the practice safely remain open?
    4. Understand what will be impacted e.g. server may have short-term battery back-up
  1. Loss of gas supply
    1. Safety impact and timescales
    2. Gas leaks
      1. Location of shut-off valve
  2. Loss of water supply
    1. Safety impact and timescales
    2. Floods/escape of water
      1. Location of main/external shut-off valves
  3. Loss of fire/security systems
    1. Safety impact and timescales
    2. Additional security/surveillance
  4. Fire
    1. Incorporate your full Fire safety/evacuation procedures
    2. Fire exits and routes
  5. Unexpected loss of key suppliers/essential supplies
    1. Laboratories
    2. Dental materials/drugs
    3. Maintain an up to date list of contact details for all key suppliers
  1. Loss of dental records
    1. Back-up and recovery arrangements
    2. Safety and protection of paper and electronic records
  1. Serious injury or death of registered clinicians
  2. Serious injury or death of key staff members
  3. Simple, clear and effective communication plans in the event of any serious incident
    1. Emergency services
    2. Practice team and immediate families
    3. Patients
    4. NHS Local Area Teams (if applicable)
    5. Care Quality Commission
    6. Media relations

Remember to share your BCP with all members of the team and make it readily available within the practice – a red cover can effectively highlight its importance.

Key members of the team should have a copy of the BCP available at home for “out of hours” emergency use.

Hopefully your practice will never need to make use of the BCP, but if the unexpected and unwelcome does happen, you and the rest of your team will appreciate the clear guidelines and quick access to known people who can help you through.

A well thought through and written BCP will help minimise disruption, focus the mind, deliver a professional response to future crises and could one day even be a lifesaver.

There is plenty of help out there to plug any management gaps including Your Dental Manager, so please do get in touch if you have any concerns or want to further improve the overall management/efficiency of your practice: info@yourdentalmanager.co.uk or check our on-line calendar to book a complimentary chat.

Ready for the Unexpected?

Your Dental Manager Embraces South West England

We are delighted to announce that from 1st May 2017, Your Dental Manager has expanded its reach into the South West of England through an exciting and valuable alliance with well known Plymouth dentist Charlie Fox and practice business manager Edd Jones.

Charlie and Edd will be delivering a wide range of strategic and business management support, coaching and mentoring under the Your Dental Manager umbrella, to independent dental practices across the South West and we welcome them warmly into the YDM family.

Charlie and Edd’s experience, skills and knowledge, combined with those of the established Your Dental Manager team and resources, will quickly bring added benefit to existing and new client practices.

Dr. Charlie Fox BDS (U Birm.) LDSRCS (Eng.)

Charlie has been a dentist for 27+ years, having qualified via the Royal Navy in 1990.

Charlie initially worked in Scotland after leaving the  Navy in 1995. He moved to the South West in 1999, where he continued to work in various practices.

Charlie bought his own dental  practice in Plymouth in 2003, Hartley Dental.

Since owning Hartley, Charlie has built a fantastic environment for his patients, offering the highest levels of care and customer service.

Ensuring that his Practice is profitable, without compromising customer experience, is the key to Hartley Dental’s success

Charlie@yourdentalmanager.co.uk

Edd Jones

Edd came into the dental industry with extensive business and customer-service management experience.

This experience  includes working within the security, gaming and leisure Industry, all of which are  highly  competitive and customer-service driven industries.

Edd prides himself on offering simple, effective and measurable business, operational management and customer service advice, specifically designed to help your business grow and move onto the next level.

Edd has a proven track record of increasing profitability, reducing costs and effectively managing teams of people during his career and is a nominee for 2017 Practice Manager of the Year.

Edd@yourdentalmanager.co.uk

“Charlie and Edd of C & E Consult are delighted to have joined with Your Dental Manager.

We will make full use of the extensive business management resources and experience of YDM to bring maximum benefit to our clients in the YDM South West region.

We look forward to working closely with YDM and practices across the South West to help your business grow.”

On-line booking of introductory calls and practice visits is now available for Charlie and Edd to discuss their work and availability in the South West, or contact them directly by e-mail.

For appointments and enquiries in the rest of the UK and Ireland, please continue to book your appointments through the main on-line calendar or e-mail mark@yourdentalmanager.co.uk.

We all look forward to supporting many more practices across the thriving independent UK dental sector.

Your Dental Manager Embraces South West England

Job Opportunity – Practice Manager, Leeds

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This Position is now filled

My client in Guiseley, Leeds is looking for an experienced, well-organised and professional part-time Practice Manager to join and help lead an established, friendly family dental practice for 3 days per week.

The practice is within easy commuting distance of Leeds and Bradford, with excellent transport links

The successful applicant will support the Principal Dentist and team to deliver increasingly high standards of customer care, ensure all systems and procedures are kept updated and adhered to whilst maximising business opportunities and enhancing team performance.

Previous dental experience is preferred but not essential. Strong management, people and organisational skills are. If you have proven leadership skills, have successfully managed a team of people in the past and looking for a part-time position, we would like to talk with you.

Salary range is £20k – £22k (pro-rata) dependent on experience

Key Responsibilities:

  • To guide, direct and successfully manage an existing team of motivated and happy people
  • To ensure all non clinical systems within the practice run smoothly and efficiently, constantly improving these
  • To ensure we always give practical support and care to our patients, ensuring their experience is constantly improving
  • To enhance the financial performance of the practice
  • To manage compliance within all regulatory requirements using established processes and procedures

The successful applicant will be required to undertake an enhanced DBS check

If you would like to apply for this position, please forward your CV and a covering letter outlining how you think you can help the practice to leeds@yourdentalmanager.co.uk.

Job Opportunity – Practice Manager, Leeds