Optimize the reception area in the doctor's office: How to improve the workplace of your practice staff

The reception area is the hallmark of every medical and dental practice. This is where patients are welcomed, appointments are made and invoicing is processed as well as the services provided are billed to payers.

In addition to patient communication and dealing with patients, the reception organization is another decisive component for the professional and successful operation of a medical practice for both patients and staff.

In order to optimally design this area, it is advisable to consider a number of strategies, measures and aspects. Technical optimization is required to implement these efficiently.

Using digital tools in medical practices

New technologies are significantly revolutionizing the way receptionists work. Traditional telephone appointment scheduling, once a central task of receptionists and an essential part of their daily work, is increasingly being replaced by digital appointment management systems.

In addition, facilitate e.g. digital medical history forms their daily work in medical practices is significant by making it possible to record and update patient data quickly and efficiently.

A study by the PKV Institute, in which 170 medical professionals (MFA) and dental specialists (ZFA) took part, shows a positive reception of new technologies that are actively being integrated into everyday practice. These digital tools not only simplify the work of reception staff, but also contribute to a more efficient and patient-friendly design of practice processes.

In order to be able to exploit the full potential of digital tools, it is necessary to optimize the software and hardware in medical practices. We present the most suitable options:

Optimizing the hardware at the reception

Using just one monitor in doctors' offices can prove to be inefficient, particularly when it comes to combing through patient records, organizing appointments, and processing bills at the same time.

In order to enable a smooth administrative process, an improved workflow and an optimal organization of practice, it is advisable to set up a back office or an additional workplace.

In addition, installing a dual-screen setup or a wide widescreen monitor is recommended to ensure an efficient workflow and significantly increase productivity.

Benefits of a double screen:

• You can perform several tasks at the same time. For example, while the appointment calendar is open on a screen, the receptionist can digital patient records Read on the second screen which appointment the patient needs.
• Online training is becoming more efficient: While a training video is running on one screen, it is possible to test the tool on the other monitor at the same time.
• Fewer errors when invoicing and billing with cost centers, as the required information can be researched on the second screen without having to switch back and forth between different windows or applications.
• Complicated tasks such as creating an HKP can be carried out faster and more efficiently because it is also possible to look up the required information on the second screen without having to minimize the window with HKP.
• Working with multiple monitors increases productivity, according to a Study by the Fraunhofer Institute by 35 percent.

Benefits of a widescreen monitor:

• A widescreen monitor enables a good display of documents or X-ray images in a dental practice with high resolution. This results in accurate diagnosis and thus efficient treatment planning by the doctor.
• The monitor provides enough space to run multiple applications or windows at the same time. This option is very efficient in the email appointment reminder service: While a window with appointment calendars is open, emails can be written and sent in the secondary window without having to click back and forth.
• As with a double screen, multiple windows and applications can be operated without having to switch back and forth.
• Compared to double screens, a widescreen monitor takes up less space and creates a tidy working environment.

Optimizing the software at reception

1. The use of a digital appointment management system (BMS) relieves reception staff and enables patients to book appointments quickly.
2. Patient communication with appointment reminders via e-mail or telephone call reduces missed appointments and idle times. Pre-filling out digital patient forms via website or QR code with Nelly speeds up the registration process, saves printing costs, time and paper.
3. An efficient and fast processing of Invoicing and payments. In the best case scenario, you can also digitize this process with Nelly, which means that receivables management can also be handed over.
4. You can obtain feedback from patients through a digital feedback sheet to improve weak points. Nelly also recently offers the “Practice Rating 5/5” feature, which allows you to receive real feedback from your patients and with satisfied patients good Google reviews collect.

What aspects need to be considered during the technical setup?

The use of double screens or widescreen monitors increases the efficiency of a dental practice and enables high-quality patient care, but some aspects must be considered. ‍

1. compatibility: It is important to note that the practice management software and other applications used are compatible with dual screens and widescreen monitors.‍
2. Ergonomics: The screens should be adjustable in height and angle so that an optimal positioning can be set individually for each receptionist.‍
3. Screen size: Screens should be large enough to read information clearly, but not too large so as not to take up too much space and obstruct the patient's line of sight.‍
4. Aesthetics: The screens should fit well into the design of the reception area and complement the overall look of the dental office.‍
5. Data protection: Make sure that only practice personnel have access to the information on the screen. Use automatic locks and ensure that unauthorized persons do not have access.

The implementation of modern technologies in the reception area not only improves the efficiency of work processes and the daily work of receptionists, but also significantly increases the quality of patient care.

By introducing a digital workflow to your practice now, you can experience these benefits for yourself. We offer you a non-binding and free consultationto precisely determine your individual needs. Contact Nelly todayto take the first step towards optimised practice!

The personal names used in this article always refer equally to all persons. Dual naming and alternate names are omitted in order to improve readability.

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