Nobody wants to see holes in their schedule, whether it is same-day cancellations or a light schedule in the coming weeks. We've all been there -- that dreaded day when a big restorative case cancels the same day or the hygiene schedule falls apart.
Do not fret, not all gaps in the schedule will be a waste. When used deliberately, last-minute cancellations and underbooked time can spark innovation, growth, and deeper team engagement. And sometimes, it's simply comforting to have a moment to breathe and catch up!
Kate Ross.
Whether you're concerned about your future schedule or scrambling for last-minute ideas for your team, here are some suggestions for making the most of your free time.
Doctors can take on additional or complex procedures
The dentist may defer same-day treatment or time-intensive procedures in a packed schedule. When the day opens up at the last minute, doctors can pivot and focus on recommending same-day treatment, reviewing recently proposed but unscheduled treatments, or planning for upcoming complex cases.
Suppose the concern is future open time. In that case, doctors can consider adding procedures they wouldn't typically complete. For example, if your dentists usually refer all root canals to an endodontist, they might consider completing those in-house to build their schedules.
Productivity through research
Slow periods can serve as a springboard for future profitability. Research new products, technology, or ideas during these times. It's an excellent opportunity to explore, even if you're not currently in the market for something new.
The front office team could look into new options for patient communication tools, while the hygiene team could investigate upcoming conferences or continuing education (CE) opportunities. And free time during the workday can be a perfect time to work on any required CE.
A staff day of dentistry
Consider using an upcoming slower day to offer complimentary care to team members and their families. Use that opportunity to view the experience through the patient's eyes.
What works well, and what needs improvement? Team members who experience the patient journey firsthand often have valuable insights to enhance patient care.
Training and cross-education
Invest in quick microtrainings or shadowing opportunities across roles. Front office team members can gain insight into clinical procedures by shadowing for specific dental procedures.
A front office team with clinical knowledge is invaluable in equipping them to have knowledgeable conversations with patients. Also, having the clinical team shadow the multiple workflows at the front helps them understand the scope of that position and prepare them to help on a day when you're short-staffed.
The goal is consistency, but the occasional underbooked day doesn't have to be a loss. The key is intention: Will this be a wasted day or a stepping stone?
Start by tracking trends. Are certain days or times routinely slow? Use your practice management software to analyze patterns, adjust provider hours, and block scheduling templates. When the next slow day rolls around, lean into it and make the most of it!
Downtime is inevitable, but waste is optional. With foresight, creativity, and a team that's empowered to act, even a quiet day can feel productive.
Kate Ross, MAADOM, graduated from Appalachian State University and is currently the office manager at Gillespie Dental Associates in Asheville, NC. She has spent the last 13 years eagerly pursuing her career in dentistry. Ross is a member of the American Association of Dental Office Management (AADOM). She holds an AADOM Mastership and is on track to receive her AADOM Diplomate designation.
The comments and observations expressed herein do not necessarily reflect the opinions of DrBicuspid.com, nor should they be construed as an endorsement or admonishment of any particular idea, vendor, or organization.
