Getting the Most Out of Block Scheduling
In a busy dental office, it's hard to remember all the details. Balancing what appointments you take is no exception, but it's also an important step in making sure you're maximizing production while meeting the needs of your patients. Block scheduling allows you to set blocks of time for specific types of procedures so you can fill your schedule evenly and keep a balanced flow of all types of procedures coming in your door.
Here are some tips for using block scheduling at your practice and using Leap to make block scheduling work even better for you:
Where to Start
Setting up successful block scheduling starts in Dentrix. Here, block scheduling is called Perfect Day Scheduling and this feature is used to set up blocks of time for specific procedures. For example, you might allocate a 2 hour block each day for hygiene appointments, 2 hours for crowns and implants, 1 hour for lunch where appointments can't be scheduled, and so on.
The first thing you should do is familiarize yourself with how to set up these blocks by checking out Setting Up Time Blocks 
on Dentrix’s website. Then, check out What to Consider below before diving in!
What to Consider
So what blocks should you create? When should they be and for how long? Since every practice and patient base is different, there's no "perfect formula" for setting up block scheduling, but here are some things to think about:
Production value - Identify your most profitable procedures first, making sure to account for the time and resources they take, not just the revenue you'll collect.
Staffing resources - Consider how many members of your team can perform a procedure and what their availability is.
Appointment length and turnaround time - Think about how long a procedure takes, the time it takes to clean an operatory, and how many of the same procedure your team can do in a row. Block scheduling can create an incredible rhythm but mixing it up is also important - you don't want your team to burn out doing too much of the same thing.
Complexity of a procedure - Determine what time of day your team is at its best and use that block for more complex procedures. (This is most often in the morning.) Set less complex procedures during other blocks so your team can get a reprieve.
Overall schedule balance - With all the information you've gathered, try to create variety in your schedule. While high-production appointments should take priority, you also need to balance these with procedures that are in demand and are necessary for you to deliver quality patient care.
Humans being humans - Remember that life happens, so it's best to create some wiggle room. How punctual are your patients? How often do they cancel or no-show? How often do emergencies get thrown into the mix? When first using block scheduling, give yourself a little extra time to account for the unknown, both from your patients and from your team adjusting to the new workflow.
How Leap Can Make Block Scheduling Even Easier
If you use Online Scheduling, have we got a treat for you: Leap can read your scheduling blocks from Dentrix and only offer appointments based on those blocks. This way, patients can only book times for a procedure during the block you've set - no going rogue!
To make sure you Leap’s Online Scheduling is able to read the scheduling blocks you’ve set up in Dentrix,check out the Online Scheduling Options section of General Settings & Enabling Online Scheduling.
Then, walk through the steps in Optional: Reviewing Perfect Day Scheduling so you know your block scheduling setup is optimized for Leap.
Regularly Reviewing Your Blocks
Once you've been using your block schedule for awhile, take time to revisit. You may find that your systems have changed or that you need to make adjustments based on things you didn't account for the first time. Every six months or so, take a look at the following and make any needed changes to your blocks:
Profitability - As your practice evolves, some procedures may become more profitable, some less. You may need to prioritize some procedures differently in your schedule over time.
Realistic appointment duration - Recognize where appointments are consistently going over or under their allotted time. If your team is going over, find out whether they need support or if that procedure just simply takes longer for your team and your patients.
What isn't working...and what definitely is - Block scheduling requires some guessing at first but reviewing your blocks helps you hone that skill. Maybe you set aside too long of a block for a particular procedure that left idle time in the schedule. Maybe you absolutely nailed the balance between production value and patient care. Evaluate everything that worked (and what didn't) and adjust accordingly.
Ultimately, setting up block scheduling is a process but it can lead to great things: higher profitability, better team flow, and improved organization overall. The trick is just to get started and keep reevaluating as you go!