Practice Meeting 01/04/2026
Staff Meeting Summary 01/04/2026
- Estimates- We have had a couple of occasions when estimates have been missed recently- on one MC had to apply a 10% discount as a gesture of goodwill. There are 3 opportunities to catch these 1) at the time of the appointment, 2) at the end of session when completing the log (please check all estimates sent as per the log) 3) when we do the ‘day before’ reminder to check had estimate and happy with it.
We use the estimate/treatment plan as a form of consent, so apart from unhappy patients regarding the money- it is really important they don’t get missed or sent before they are ready.
Reception, please be patient waiting for the estimate/treatment plan to come through from the surgery. We decided today the surgery would charge the appt through but ‘leave the patient in the chair’ on Exact whilst they complete their notes. When the ‘hand’ symbol shows- the notes are finished. Ask the patient to take a seat for a minute or two if needed. Obviously if the treatment is complete and they are just booking their 6/12 appt, just carry on.
Nurses/Dentists- try and remember to charge through before dentist starts their notes then reception can take the payment. Nurses communicate with your dentist ! If the estimate is going to take a few mins, ask the nurse to let reception know or send message- tell the patient to take a seat for a few mins. It’s all about communication😊
- Telephone and leaving early- The end of day telephone message come on at 5pm Mon- Thurs and 1pm Friday – if reception are leaving earlier than this, we need to let Vision Telecom know. There are instructions on how to do this on reception (it’s a call then email). Otherwise, we need to be answering the phone and listening to voicemails up to 5pm and 1pm.
- Cleaner- Thank you to you for cracking on with the new cleaning regime, cleaning the surgery floors and emptying the bins. We really appreciate it. 😊I have added ‘checking the bins’ to the reception log. This is not necessarily for reception to do but just to check they have been done. I tend to do the bins upstairs mid-afternoon when I can . We have a new cleaner, Jennifer, starting at weekend. She is going to come Tues pm/Wed am and, on the weekend, to do all the general areas, bathrooms etc.
- Archiving cards- Archived cards need to be put in alphabetical order in the right year in the filing cabinet.
- Appointment book- Please try and avoid ‘laddering’ in the appointment book- exam, gap, exam gap etc. I think this happens if asking ‘do you want to see hyg or dentist first?’- no need to ask this, if a patient has a preference they will tell you. Sometimes there can be over an hour available but all in 15 min gaps. I will go through and change these appointments. However, we seem to have had a fairly good run of keeping emergency slots and treatment blocks- thank you and keep it up 😊
- Running late- Surgeries, please let reception know if you are running over by more than 5-10 mins. Nurses, please do this on the dentists behalf if nec. If you are unsure of how long, please just tell reception and keep them updated.
- Cashing up sheets- when full please use a new sheet. I will make sure there are spare in the folder or print off.
- Hyg only patients- We don’t have many but it is really important to check their referral is in date. We need a ref every 3 years. If it goes over 3 years, the hygienist cannot see them until we have a new referral on file. Nurses/HYG/Reception if you see them come up, please put pop up so the patient can be given the correct form before the referral runs out. There is also a template to send to the practice if needed.
- Denplan Essentials- Denplan Band B patients get 2 x hyg per year !! Band C get 4 x hyg per year !! We had one man recently that had 4 in a year on Band B. I put pop ups to say who is on Band C and gets 4, I put pop ups on to say who gets 2 per year and likes to pay for extra- I put notes in the appt book about which one to put through but I still get asked all the time- ‘Is this a Denplan Essentials or chargeable??’. 😶
So generally, the hyg with or nearest to the exam is the ‘’included/free’ one the others are extra. If there are no notes, please look at the appt history and try and work it out. Also, nurses please remember to put under correct hyg code.
- New patients and first hyg- Please remember if a patient is signing up to Denplan Essentials from their new patient exam, please tell them that the first hygienist appt is not included. There is a NEW PT Denplan Essentials link template now that says this clearly. Please send this DENPLAN ESS link to new patients. If CN/MC/LG tell the patient this information in the surgery, please add to the notes.
- AB cover- We seem to have a few more people now needing AB cover. If you see an AB cover pt, please put pop up on. Reception , if you see a pop up when doing reminders, please check pt has the antibiotic and to take 1 hr before appt- need for hyg, XLA’s etc. If they need it for anything else, it will be in the clinical notes.
- SHARPS- Be really careful when handling sharps, CN recently had a sharps injury and had to attend A+E and get AB’s- if you have a sharps injury on a dirty instrument/needle , this is the protocol. Another reminder that only clinicians should be making up local syringes and dismantling matrix bands, scalpels etc. However, it is OK for nurses to use the Safe Sharps box with care.
- Short staffed- On a few occasions recently, we have had to run short staffed (I try not to let this happen if poss. 😶). Thank you for all coping amazing on these occasions 🤩 It would be really helpful if this happens if Zoe or Tasha could pop their scrubs on so they can jump in the surgery/decon as required. If they do not have their scrubs in the practice, there are spare grey ones in the cupboard. We are hoping to get a new member of staff later in the year so this should help.
- Hyg Nurse and Lunch- When the hyg has finished (even if it is 12), please start your lunch as soon as possible. The extra jobs can be done when you are back. I can then get my lunch before 2pm!
- Bin bags in the cellar- we can start to put them out at end of day now its lighter again. Also, if cardboard/paper/plastic is full in the cellar, please put outside.
- Clocking in & out- I still get lots of editing of time sheets- you know who you are😜, please remember to clock in and clock out at the correct time.
- RO water- Please remember to switch on and switch off.
Thank you for completing the Tier 1 Oliver McGowan training- I know it was a bit of a pain. Hopefully, the GDC/CQC won’t decide that dentistry need to do Tier 2 as that is a full day face to face 🤨. I am still waiting for a couple of people to complete !! Please do ASAP.
XMAS ‘DO’ booked for Saturday 28/11/2026 at Stockport County 🎄
CPD Club April 2026
The only topic we’ve not touched on this year is the dreaded Radiography
So here goes…….
NURSES
On Agilio- Radiography for Dental Nurses and DCPs (Course 4): IRMER, Imaging Equipment for Dental Radiography- 60 mins
Radiography For Dental Nurses & DCP’s (Course 5): IRMER, Quality Assurance & Quality Control in Dental Radiography- 60 mins
I think we have all done courses 1,2 & 3 to death!!- Enjoy 4 & 5 😊
DENTISTS
Talking Standards; Guidance Notes for Dental Practitioners on the Safe Use of Xray Equipment – 90 mins
Thank you for all your hard work, M 😀