Dental Professional Portal

How will KPI’s let me know how my Dental Practice is doing?

by | Jul 12, 2024 | Uncategorized

How will KPI’s let me know how my Dental Practice is doing?

What are Key Performance Indicators (KPI’s) and what do they mean for your practice?

Key Performance Indicators or KPIs are measurable outcomes that contribute towards your business’s overall aims and objectives. In a Dental Practice this could be areas such as:

  • UDA targets 
  • Revenue earned
  • Average employee production
  • Operating expenses

KPI’s need to be monitored at different times of the year by your senior staff. The KPI’s will reveal key details about performance, profitability, operations, and other important areas. Whilst it doesn’t matter if you can’t hit every KPI, it is important to focus on the ones that will help grow your practice and improve your business strategies. Without identifying each KPI that you want to measure for your practice, essential opportunities could be missed to help drive team morale and implement successful goals.

Over half of practices don’t know where to find the information they need and over ¾ of dentists surveyed either do not measure success or only do so occasionally!

This is where having a software package in your practice to monitor this, is a particularly useful tool to implement into your practice. It is a way for practice staff and associates to track, trace and forecast their individual performance, on the go. Both practice and individual data is accessible at your fingertips in a convenient web portal, enabling your team to benchmark and take ownership over their own success through KPI monitoring.

Below are a few areas that your staff and yourself can keep track on:

1. Practice Production

Practice production is what every dentist needs to monitor and keep track on. It is easy to recognise when your office has had busy and slow periods which could trigger off alarm bells. If you have noticed an increase in production per patient for the month, but your profits are going down, then you should question where the money went?

So by keeping on track of your income will help you measure how your practice is doing both day-to-day and throughout the year.

2) Average Production Per Patient

Average Production Per Patient or Annual Patient Value (APV), helps you to measure how much revenue each of your patients brings to your dental practice. When it becomes low, then this needs addressing and you and your team need to be doing more to encourage add on or additional services and possibly bring your costs down to attract new patients.

You might also notice that whilst you are treating a significant number of patients but their spend is too low, you may wish to allow longer appointment times so the staff can connect better with their patients, creating more opportunities for additional care such as hygienists, tooth whitening, dental implants etc.

3) Practice Profit

Your profits are very important, but there it is different from other KPI’s and definitely worth tracking. After subtracting your staff costs and materials, you can calculate what percentage a procedure costs. That means if 76% of your revenue from dental implants goes to cover your overheads, you will be aware of the monetary loss if you accept a lower-paying insurance cover.

4) Cancellations & No Shows

This KPI is a common occurrence for dental practices and unfortunately it is out of your control. Your Dental Practice staff should track this to account for your daily bookings and production time. You might just need to improve your reminder and scheduling process using a more automated approach such as text or email reminders. For those repeat offenders, you may consider enforcing fees as a consequence.

Summary

Being able to monitor individual performance and the overall success of your practice is important. By empowering your staff to keep your software package up to date, it will help you to determine how well your business is doing and can help boost motivation towards targets. So where possible, enable access to business-related insights on every level as it will not only take away pressure from your management team, but can also help your clinical team to better understand what income they are bringing into the practice.

So get your team to monitor their successes and trigger tangible, positive actions to stay on track all the time.

How to Start with DPP: Essential Guide to Dental Practice Success

by | Jun 11, 2024 | Uncategorised

How to Start with DPP: Essential Guide to Dental Practice Success

Simplify, Automate, and Amplify Your Dental Practice with DPP

Onboarding Steps:

Company Setup Steps:

As your company progresses, DPP will assist your practice admin in overseeing and monitoring both single and multiple practices, enabling you to efficiently achieve your goals. With DPP you can easily manage Human Resources, Financial and Compliance related tasks.

 

Signup and Login into the company account

In order to Signup the company account, please follow these steps.

  1. Click on DPP Signup link
  2. From the signup page, choose Company option
  3. Enter necessary details such as Contact Person, Surgery Name and Email
  4. Complete the captcha and agree to the terms and conditions by checking the box
  5. Click on the Signup button
  6. Once the account is successfully created, verification email will be sent to the registered email address.
  7. Click on the verification link provided and set your password.
  8. Once verified, Login to access the account.

There are some mandatory steps to be followed, to make the company account functional.

Settings Configurations – To do list

Fill in the details on Company Profile. Also add Attendance Configurations
  1. After login, Go to Settings menu from left navigation and navigate to Company Profile Page
  2. Add the company profile information’s
  3. Once done, Click on Save button
  4. It is also necessary to add the Attendance Configuration session which will be used for users attendance markings.
Add the Company Branches
  1. After login, Go to Settings menu from left navigation and select “Branches” from the Navigation
  2. Click on “Add New” located at the top right above the table
  3. Add branches using one of the following options: Search by “Postcode” or Add “Manually”

Search by “Postcode”

  1. If using the postcode search, a list of practices based on the inputted postcode will be displayed
  2. Choose the branches you want to add to DPP and click “Save”
  3. The branch has now been successfully added to the company account

Add “Manually”

  1. For manual addition, enter necessary details like Branch Name, Telephone Number, and Address
  2. Click “Save” to add the dental practice successfully
Add the Labs and Assign Labs to the Branches
  1. After login, Go to Settings menu from left navigation and select “Labs” from the Navigation
  2. Enter the Lab Name and Click on green tick icon
  3. Once clicked, the lab is saved to the list
  4. To Assign Labs to the Branches, Choose Branch from the dropdown
  5. Check on the Checkbox against each added labs, and click on Save button
  6. The Branches will be assigned with selected Labs
Specify the Session Type the branches offer
  1. After login, Go to Settings menu from left navigation and select “Session Type” from the Navigation.
  2. The Session can be selected using checkbox and also Display name can be edited as per the company need.
  3. The Session Type can be mapped against the Branch, also fields like Next day Checkouts and the Checkout time can be customised according to branch requirements.
  4. After setting up, Click on Save button.
Add in the Bank Name (payment bank/method for dentist)
  1. After login, Go to Settings menu from left navigation and select “Bank” from the Navigation
  2. Click on Add New from the right side above the table
  3. Enter the Bank name and Click on green tick icon
Add the NHS Contracts to the Portal
  1. After login, Go to Settings menu from left navigation and select “NHS Contract” from the Navigation
  2. Click on Add New from the right side above the table
  3. Enter the UDA Contracts and Click on green tick icon
Add Bank Holidays for the Company
  1. After login, Go to Settings menu from left navigation and select “NHS Contract” from the Navigation
  2. Enter the Holiday Date and Holiday Name. Click on Save button
  3. The Holiday will be added to the Holidays List
Add Important Events list to the Portal
  1. After login, Go to Settings menu from left navigation and select “Events” from the Navigation
  2. Select the users role for the Events
  3. Enter the Event Name, Event Date & Time and Last Date to Register
  4. Also add Event Description and click Save button.
  5. The Event will be added successfully to the Event List

HR – To-do list

Add Users (Dental professionals and Staff) working with each branches
  1. After login, Go to HR menu from left navigation and select “Users ” from the Navigation
  2. Click on “Add New” located at the top right above the table
  3. Add users using one of the following options: Add by “GDC No” or Add “Manually”

Add by “GDC No”

  1. Enter necessary details such as GDC No., Role, Email and select the Practice from the dropdown menu.
  2. Click on ‘Send Invitation’ button.
  3. The user will receive the invitation to the inputted Email, then he/she can complete the activation from the user end.

Add “Manually”

  1. For manual addition, enter necessary details like the Practice, First Name, Last Name, Mobile No., Postcode, Address 1, User Role and Email 
  2. Click on ‘Send Invitation’ button.
  3. The user will receive the invitation to the inputted Email, then he/she can complete the activation from the user end.
Setup Manage User Roles and Role Template for the module access
  1. After login, Go to HR menu from left navigation and select “Role Templates” from the Navigation
  2. Select the Branch, Roles and the Users
  3. Click the checkbox to assign the access/pages to the user.
  4. Once done, Click on Save button

Financial – To-do list

Set Users Rates based on their respective roles
  1. After login, Go to Financial menu from left navigation and select “Users Rate” from the Navigation
  2. Select the Branch, Role and Users
  3. Based on Category, Select the Type(Annual/Salary/Fixed) and Enter the Rate
  4. Click on Save button and Users rate are set successfully

Professional Portfolio – To do list

Professional Portfolio Setup Steps

In order to setup the own professional portfolio account, please follow these steps.

  1. Click on DPP Signup link
  2. From the signup page, choose Professional Portfolio option
  3. Enter necessary details such as GDC Registered Full Name, Role, and Email
  4. Complete the captcha and agree to the terms and conditions by checking the box
  5. Click on the Signup button
  6. Once the account is successfully created, verification email will be sent to the registered email address.
  7. Click on the verification link provided and set your password.
  8. Once verified, the account is ready for use. Login to access the account.

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