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Set Systems For Your Practice: Building a Front Office Framework

A thriving dental practice doesn’t run on hustle alone, it runs on strong, reliable systems. When your front office has a structured framework, your team shifts from reactionary to confidently leading the day. This can lead to fewer surprises and an improved patient experience from check-in to checkout.

If you’re using an integrated platform like Flex Dental Solutions, your data, scheduling, and patient communication tools should work together in unison. With the right systems in place, your daily huddle becomes a strategic advantage instead of just another meeting.

Here is a 10-minute "Flex-Powered" Daily Huddle Checklist designed to keep your front office framework tight and your clinical team ready.

The 10-Minute High-Performance Huddle

Phase 1: The Look Back (2 Minutes)

  • Yesterday’s Wins: Did we hit the production goal? If so, shout out the team member who closed that last-minute treatment plan.
  • Nobody Gets Left Behind: Review New Patient Count, Broken Appointments, Case Acceptance and Reappointment rates to praise wins and identify areas of improvement.
    • Action: Assign a team member to send a follow-up text and adjust workflow/your approach to increase case acceptance.
  • Outstanding Balances: Identify claims that have been open for 30 days or more.
    • Action: Assign a team member to work the claim. When it's time to close it out, immediately send a FlexPayments link for any remaining patient balance/portion.

Phase 2: The Look Ahead (5 Minutes)

  • Schedule Gaps: Look at today and tomorrow. Where are the holes?
  • Patient Status: Scan today's list for:
    • New Patients: Highlight them! Make sure their digital intake forms are 100% synced so they aren't handed a clipboard upon arrival.
    • Action: Front office sends a quick reminder text with the form link before the patient pulls into the parking lot.

Phase 3: The Opportunities (3 Minutes)

  • Next Appointment: Is it time to look for treatment opportunities to schedule or see if recare appointments are needed?
    • Action: Clinical team plans the "handoff" to the front office to discuss financing options.
  • Family Opportunities: Does the patient in the chair have a spouse or child due for a cleaning?
    • Action: Front office checks the family file and prepares to book them before the patient leaves.

A Pro-Tip for the Team

The 5-Minute Rule: If a task identified in the huddle (like sending a text-to-pay link or filling a gap) takes less than five minutes, do it immediately after the huddle ends.

Don't let it hit a "To-Do" list.

Your Next Step

A great huddle is only as good as the action behind the data provided.

That’s why trusting Flex to start your day is always the right choice.

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