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QuickStart Resources + Onboarding FAQs

Colin Ambler
  • Updated

 

New to TeamCare? We've got you covered!

As a dental practice administrator or manager, navigating the implementation of new software like TeamCare can sometimes lead to questions and clarifications.

In this article:

"QuickStart" Resources

The resources below are for Day 1 on TeamCare! They will answer any and all questions you have about how to get started when you log in. 


Get started yourself...

  1. Help Center (in Web App, bottom left corner 
    • The Help Center is will teach you the basis. Watch this "how to" video about using the Help Center (bottom left corner of the screen) for Owner onboarding

  2. Growth Systems for Reactivation and Preappointment
    • To see how to reactivate and retain patients, watch this short tutorial on TeamCare Growth Systems.

Get help... from a real person!

  1. Schedule a Demo (owners + managers)
  2. Staff Training (full team)

Onboarding FAQs

Below you can find frequently asked questions (FAQs) related to the implementation and settings within TeamCare. 

Topics include: 

Hygiene Reactivation

Question: How can we create an "ASAP list" for when we need to fill the hygiene schedule at the last minute?

  • Answer: To create your 'ASAP List', follow these steps: 

    1. Filter your 'Hygiene Reactivation' list setting the 'Time Overdue' = '0 to 1 Months' This will show you a list of patients who only just became OVERDUE AS OF THIS MONTH. Watch this show "How To" video that shows you how to filter your list.  

    2. Call those patients and follow this script: 

      • Script: "Hi - we noticed that you are now due for Hygiene! We have availability this week and next week at (HH:MM). Do any of those times work for you? 

  • Please Note: Determining "the best" patients to add to your ASAP list depends on the call script you are planning to you. For some practice, patients who are '1 to 2' months overdue may be considered a better candidate for ASAP hygiene scheduling. In any case, you can filter the hygiene. To learn how to write call scripts for your practice, read this article: Writing Call Scripts for Patient Reactivation

 

Hygiene Codes & Show Rates

 

Question: How are the number of available hygiene visits calculated, and why does TeamCare's count differ from what I see for the month?

  • Answer: The number of available hygiene visits in TeamCare is derived from appointments with Hygiene treatment codes in your Practice Management Systems. If you are noticing differences between TeamCare hygiene statistics and your other statistics, it may be due to misalignment of hygiene treatment codes. 

    By default, TeamCare uses the following US and Canadian Hygiene Treatment Codes. 

    US_HYGIENE_CODES = ['D1110', 'D1120','D4341','D4342', 'D4910', 'D4346’]
    CANADA_HYGIENE_CODES = ['11111', '11112', '11113', '11114']

    You can customize your hygiene treatment codes in TeamCare by following the instructions in this "how to" video.

    To view available appointments, navigate to Dashboard > Hygiene > Summary > select the 'Month' view, and scroll down to 'Day & Clustering Chart.' Additionally, you can use the Treatment Search tool to verify available appointments. It's essential to ensure that your practice's hygiene data is correctly integrated with TeamCare for accurate availability information.

 

Question: How does TeamCare classify appointments in the Hygiene "Show Rate"?

  • Answer: TeamCare classifies any appointment that has one of the specified hygiene treatment codes as part of the Hygiene Show Rate and marked as 'Completed' in the Practice Management System. 

    IF Hygiene Appointment Status = 'Completed', THEN appointment is included in 'Show Rate'
 

Hygiene Preappointment

Question: How can I track the number of preappointments for hygiene patients effectively?

  • Answer: TeamCare provides tools to track hygiene preappointments through the Hygiene Leaderboard and Checkouts. The Hygiene Leaderboard displays whether patients are being preappointed based on Checkouts data. If you want to verify preappointments in TeamCare, you can go to Checkouts > 'Claim Checkout' > and create a new preappointment entry. Additionally, you can filter PMS versions by provider under Dashboards > Hygiene > Preappointment for further insights.

Question: How is the pre-appointment rate tracked in the hygiene section of the dashboard, and how can I ensure my team is accountable for pre-appointing?

  • Answer: The pre-appointment rate is tracked under 'Leaderboard > Hygiene'. To get a more granular view of individual team member's contributions to pre-appointments, you can navigate to 'Leaderboards > Front Desk'. This section shows the total number of checkouts claimed per person. It's important to note that claiming checkouts is essential to view pre-appointment stats. If checkouts are not claimed, they won't appear in the pre-appointment records. However, if someone misses claiming a checkout on a particular day, it's possible to go back and claim checkouts from previous days, ensuring no checkout remains unclaimed.

 

Production Tracking

Question: We would like all reports to show GROSS production, not Net. Is there a way to change our reports to reflect Gross production?

  • Answer: TeamCare classifies any appointment that has one of the specified hygiene treatment codes as part of the Hygiene Show Rate. You can customize these treatment codes in TeamCare by following the instructions provided in this "how to" video.

 

Goal Setting

Question: How are the Month-to-Date (MTD) projections calculated, and what do the numbers represent?

  • Answer: MTD projections are calculated based on the Month-to-Date daily average, which is determined by the total amount produced divided by the number of working days in the month so far. These projections help practices set goals and monitor their progress. To configure the number of working days in TeamCare, navigate to the 'Goals' page and adjust the working days to align with your practice's operational schedule. This ensures that your goals accurately reflect your practice's capacity and schedule.

 

New Patient Metrics

Question: How is the projected number of new patients calculated, and what codes are used to account for new patients?

  • Answer: The projected number of new patients in TeamCare is based on your Month-to-Date daily average. If you've seen a certain number of patients already in the month, the projection takes that into account. New patients are typically associated with specific treatment codes, such as hygiene codes or any other treatment code where a patient's first +$1 treatment is delivered in the date range. This ensures that any new patients, whether seen for hygiene or other treatments, are accurately counted.

 

Treatment Plans and Case Acceptance Tracking

Question: What if I don't want to track treatment plans using TeamCare? Can I turn it off? 

  • Answer: You can turn off treatment plans from the 'Company Settings' page by setting the 'TXP Required for Checkouts' to OFF. Please note, if you do not track Treatment Plans in TeamCare, you may not be able to use incentives for same-day treatment plans.

Question: How do I delete a treatment plan (TXP) that I entered by mistake?

  • Answer: Navigate to 'Patient Cases (left side menu) > select 'Treatment Plans' from dropbox > find the TXP you want to delete > click on right side of TXP ⠇ > select 'Delete'

 

Next Steps: Talk with Us!

Understanding the intricacies of onboarding staff members and configuring TeamCare for your dental practice is essential for maximizing its benefits.  To make sure your team is successful, sign up for meeting with us: 

Additional Resources

For more information on practice management and growth strategies, explore our article on "The 5% Rule for Compounding Practice Growth via Patient Retention Over the Long Term"

Other questions? 

We are here to support your practice's journey to success with TeamCare, ensuring that your transition is as smooth as possible. If you have follow up questions, please send us an email to support@teamcaredental.com.

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