In this module, we are going to explore the requirements for conducting 1:1s with your team:
Note: clicking on the bullet points above will take you straight to that section
Patient Coordinator 1:1
Patient Coordinator 1:1 Frequency and Purpose
You will need to have a weekly 1:1 with your PCs to ensure they are supported, work flow is manageable, and to gauge if there is any training required.
NOTE: There are two 1:1 templates for PCs – a fortnightly thorough one, and a fortnightly brief one (each on the alternating fortnight).
Patient Coordinator 1:1 Template – Thorough
Patient Coordinator 1:1 Date and PC Name:
Date:
PC name:
Overall:
- How are they feeling in their role?
- How many overdue tasks do they have?
- How many deals have past close dates?
- How many deals are missing a dentist tag?
- How many deals are missing a task, or have no activity scheduled?
- How many deals are in open – NP attended, 2nds Cons, Loom & loom sent – where their consult was >2 weeks ago?
- Non responsive super patients? Are there any patients that are at risk of misspent funds?
- Go through each deal in the pending lost pipeline and determine next steps.
Personal stats:
- Last 90 Days Consult Date
- WON:
- LOST:
- Finance Pending:
- Last 90 Days Close Date
- WON:
- LOST:
- Deals Won and Lost Past 90 Days
- WON:
- LOST:
- Finance Pending:
Clinician 1:
Admin
- How many deals in Loom video to be sent?
- Patient tracking spreadsheet?
- How many loom videos have been sent?
- Super letters incomplete?
Deals Seen Past 90 Days:
- Last 90 Days Consult Date Conversion
- WON:
- LOST:
- Finance Pending:
- Last 90 Days Close Date:
- WON:
- LOST:
- Deals Won and Lost Last 90 Days ($):
- WON:
- LOST:
- Finance Pending:
Clinician 2:
Admin
- How many deals in Loom video to be sent?
- Patient tracking spreadsheet?
- How many loom videos have been sent?
- Super letters incomplete?
Deals Seen Past 90 Days:
- Last 90 Days Consult Date Conversion
- WON:
- LOST:
- Finance Pending:
- Last 90 Days Close Date:
- WON:
- LOST:
- Deals Won and Lost Last 90 Days ($):
- WON:
- LOST:
- Finance Pending:
Clinician 3:
Admin
- How many deals in Loom video to be sent?
- Patient tracking spreadsheet?
- How many loom videos have been sent?
- Super letters incomplete?
Deals Seen Past 90 Days:
- Last 90 Days Consult Date Conversion
- WON:
- LOST:
- Finance Pending:
- Last 90 Days Close Date:
- WON:
- LOST:
- Deals Won and Lost Last 90 Days ($):
- WON:
- LOST:
- Finance Pending:
Overall comments / action points):
Patient Coordinator 1:1 Date and PC Name:
Date:
PC name:
Overall:
Patient Coordinator 1:1 Template – Brief
- How are they feeling in their role?
- How many overdue tasks do they have?
- How many deals have past close dates?
- How many deals are missing a dentist tag?
- How many deals are missing a task, or have no activity scheduled?
- Go through each deal in the pending lost pipeline and determine next steps.
Personal stats:
- Last 90 Days Consult Date
- WON:
- LOST:
- Finance Pending:
Clinician 1:
Deals Seen Past 90 Days:
- Last 90 Days Consult Date Conversion
- WON:
- LOST:
- Finance Pending:
Clinician 2:
Deals Seen Past 90 Days:
- Last 90 Days Consult Date Conversion
- WON:
- LOST:
- Finance Pending:
Clinician 3:
Deals Seen Past 90 Days:
- Last 90 Days Consult Date Conversion
- WON:
- LOST:
- Finance Pending:
Overall comments / action points):
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Front Office Coordinator 1:1
Front Office Coordinator 1:1 Frequency and Purpose
You will need to have 1:1s weekly with your FOC TL or if you do not have an FOC TL, you will need to have a 1:1 with the FOC team. The purpose of this 1:1 is to review how the FOC team are going, any support required and to identify what areas need improvement.
Front Office Coordinator 1:1 Template
Front Office Coordinator 1:1 Date and FOC Name:
Date:
FOC Name:
Overall:
Book Management:
Confirmations:
Bad Debts:
Checklists:
- FOC1
- FOC2
- FOC3
Over Performers:
Under Performers:
Additional Training Required?:
Missed Calls?:
Presentation:
Patient Skills:
Phone Etiquette:
What has worked well this week?:
What has not worked well this week?:
Write a summary email using the information inputted into the template above to write a summary email. Send it to the FOC team.
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Clinical Team Lead / Supporting DA 1:1
Clinical Team Lead / Supporting DA 1:1 Frequency and Purpose
You will need to have a weekly 1:1 with your clinical team lead or supporting DA. The purpose of this 1:1 is to determine how the clinical side is progressing, if there is any support needed and if there is any training required.
Clinical Team Lead / Supporting DA 1:1 Template
Clinical Team Lead / Supporting DA 1:1 Date and Name:
Date:
Clinical Team Lead / Supporting DA Name:
Ordering / Maintenance
Clinician Log – Has everyone got enough stock?
Grafting & Membrane – Has everyone got enough stock?
What’s getting repaired? Any updates?
Chair maintenance – any issues?
Invadent – is anything on back order? What are we low on?
Is the team using Invadent correctly?
Lab / Surgery
Is the SIIDA spreadsheet up to date?
All lab work going to be back over the next 3 days?
Any comments about IV Days / Nurse organisation etc
DA Checklist
Are room checklists being completed?
Is steri checklist being completed?
Are hand piece checklists being completed?
HR
General Staffing – Is anyone going over 80hours?
Sick leave – how many hours last week? Reason for sick leave? mhx cert received?
Hiring requirements?
Any issues within the team?
High Performers?
Low Performers?
Training requirements?
Other
Write a summary email using the information inputted into the template above to write a summary email. Send it to the CTL.
