NP Appointments

*New patient adults are to be scheduled in hygiene books for 2 hours.

*New patient child are to be scheduled in hygiene books for 1 hour.

Objective

To deliver a 5-star new patient experience that reflects our commitment to excellence in care, comfort, and communication. This protocol ensures new patients feel valued, heard, and confident in our team from their very first visit. Clinically, it allows appropriate time for thorough diagnosis, personalized education, and immediate treatment—all while maintaining schedule efficiency and minimizing downtime.

Goals of the Appointment

1. Emphasize the importance of oral health – Clearly communicate to the patient that their dental care is vital and that we appreciate them choosing our practice to support their wellness.

2. Reinforce that they made the right choice – Highlight what sets our office apart in terms of technology, personalized care, and patient-first philosophy.

3. Demonstrate professionalism and efficiency – Show that we are a well-organized, highly skilled team that values their time while delivering exceptional care.

4. Encourage patient advocacy – If the patient expresses satisfaction with their experience:

   • Kindly ask them to leave a positive review online.

   • Let them know we would love to care for their family and friends and welcome referrals.

1. Scheduling Protocol

• New Patient (NP) Hygiene Blocks:

  • Each hygienist will have one or two dedicated 2-hour NP/SRP blocks per day.

  • These blocks may only be used for:

    • New Patient appointments, or

    • Scaling and Root Planing (SRP) for existing patients.

  • These blocks are not to be moved or overridden except for the two uses listed above.

    • Any scheduling exceptions must be approved and handled by Sara.

• 24-Hour Fill Window:

  • Starting 24 hours in advance, the front desk team will:

    • Actively fill any open NP/SRP blocks with ASAP patients or by moving forward scheduled hygiene patients.

    • Prioritize patients most likely to benefit from extended time.

• No-Show or Last-Minute Cancellations:

  • If a patient no-shows or cancels last minute:

    • The front office should attempt to move a 1-hour hygiene patient into the second hour of the block to preserve schedule efficiency.

    • If the time cannot be filled, it may be used for downtime activities

2. Clinical Expectations During NP Appointment

• Comprehensive Exam & Diagnosis:

  • Performed by the hygienist and doctor.

  • Includes:

    • Full periodontal charting

    • Necessary radiographs

    • iTero scan

    • Caries and periodontal diagnosis

    • Orthodontic examination

    • Head and neck cancer screening

• Hygienist Responsibilities Prior to Doctor Exam:

  • Complete the New Patient Sheet in full before the doctor arrives.

  • Provide the sheet to the doctor to support a focused and efficient exam.

  • The doctor will integrate the exam into their schedule, spending approximately 10 minutes with the patient.

  • The hygienist may begin the appropriate cleaning or periodontal treatment before the doctor arrives.

• Treatment Rendered During NP Block:

  • Based on diagnosis, render appropriate hygiene treatment during the visit, which may include:

    • Prophy (D1110)

    • Gingivitis Therapy (D4346)

    • Scaling and Root Planing (D4341/D4342)

  • Goal: Complete at least 1 quadrant of SRP if diagnosed.

    • Remaining quads should be scheduled promptly:

      • If possible, complete in one additional 2-hour block (depending on insurance).

      • If only one quadrant remains, a 1-hour block is acceptable.

3. Appointment Flow & Timing Expectations

To ensure efficiency and consistency, the following is the expected time allocation during a 2-hour New Patient appointment block:

Note: The hygienist may begin the cleaning before or after the doctor’s exam, depending on timing. The goal is to keep the appointment flowing while maximizing clinical and relationship-building value.

4. Documentation Protocol

• Two Separate Notes Are Required:

  1. New Patient Exam Note

     • Completed by the hygienist before patient is dismissed, reviewed and signed by the doctor before EOD.

     • Must include:

       • Chief complaint

       • Medical history summary

       • Periodontal and clinical findings

       • Doctor’s findings and proposed treatment plan

     • Ensure the New Patient Sheet is completed and available for the doctor at the time of their exam.

  2. Treatment Note (Procedure-Specific)

     • Written by the hygienist for all clinical treatment provided (D1110, D4346, D4341, D4342) as well as all adjuncts.

5. Additional Guidelines

• Schedule all follow-up SRP visits before the patient leaves the office.

• Ensure accurate procedure coding at checkout to support correct insurance processing.

• Flag incomplete treatment or pending diagnoses clearly in the chart.

• Hygienists and doctors must collaborate closely to ensure proper periodontal diagnosis and treatment planning.