Huddle

The purpose of the huddle report is to equip your team with the information needed to create a seamless, supportive experience for every patient. Many teams will elect to spend 10-15 minutes together in the morning, before patients arrive, to discuss the patients on the schedule and identify any special circumstances that need to be called out (patients with balances, patients who needs recare, patients who may require special accommodations like pre-med, and more). You can use this report to assist in these conversations and ensure notes are made as needed! 

To access the huddle/report follow the simple steps below:

• Ensure you have access to the huddle report 
  • If you do not see the icon below, ask a Flex Administrative user in your practice to enable the huddle for you by going to settings > server > user setup and toggling on "Allow Huddle".
• Click on the huddle/reports icon.
• Click the 'huddle' option on the pop up window.

 

The huddle report is dynamic meaning it can change day to day. To modify the date, simply use the date picker in the upper right corner. Any notes you write in the notes section at the bottom of the huddle will stay with the day you write them. This allows you to review the huddle the day before the appointments will take place and also look back on previous dates and information that may have been called out previously!

The huddle will cover the following items:

1. Today's schedule:

This section of the huddle report calls attention to whether or not a patient has their next appointment scheduled, if they are overdue for recall, if they have balances, and more — it's intended to make sure your team is aware of any action they need to take for their patients that day!

2. Month to Date tracking:

*Access to the MTD tracking can be set per user. To limit user access, a Flex admin user can navigate to settings > server > user setup and toggle on or off the "Allow financial graphs on huddle report" as desired.

The Month to Date (MTD) rings will track your office progress as the month moves along. The first ring on the left tracks production MTD. We will also include adjustments so you have an accurate understanding of how much dentistry has been completed so far. The middle ring tracks income collected in the practice. The final ring on the right tracks the practice collection rate. The collection rate is the total income you have collected divided by the production and answers the question "What percentage of my completed dentistry has been paid for so far?"

In the screenshot above, none of the rings have set monthly goals. The practice can also set a goal to track progress against a target. To set a goal, simply click on the text in the middle of the ring and enter the desired goal. 

    

Once you enter a goal, you will see the rings change color. If the ring is green, it means you are on target or ahead against your goal. If the ring is red, it means you are behind target. In the example below, we have set a $2,000 monthly production goal and, so far this month, have completed $897 which is 45% of $2,000. 

*A note on production calculation - there are a couple of options in Open Dental which allows an office to decide where to put write offs in terms of reporting. Flex attaches the insurance write offs on the date of payment, not the date of service.

 

If you hover over the outer ring, you can see how far below target you are. In this example, I need to complete another $836.33 to be on pace to meet my goal by the end of the month. The current total is the total amount we have collected so far this month. 

If you hover over the inner circle, you will see where you should be in total for the month. Along the outside, you are told how much you need to produce to meet your goal and on the inner ring you are told the total figure you should be at today. Both pieces of information can be used by your team to schedule appointments appropriately to help your office reach monthly goals! 

If you are ahead of your target, you will see the rings change color to green. In this example, our monthly collection goal is $150 but we have already collected $246. This means we've collected 164% of our monthly goal. 

If we hover over the outside ring, it tells us that we are $116 over where we needed to be today to hit our goal, (great job)!

The inner circles will progressively fill in as the month progresses. If you're on the first of the month, you will only see a sliver of color in the inner circle. If you are toward the last day of the month, as this example shows, a larger majority of the inner circle will be filled. This is intended to assist you in visualizing how much of the month remains to meet your goal. 

3. Today & Yesterday Info Tracking

In the Today box, you will see the following:

• • Production: dynamically changes as the day progresses to ensure an accurate number throughout the day.
  • Premed Patients: if applicable, their names will be listed here.
  • New Patient: count of new patients with completed appointments.

In the Yesterday box, you will see the following:

• • Total production: gross production before any adjustments.
  • Adjusted production: production AFTER adjustments and insurance write offs.
  • Income: the amount of money collected.
  • New Patients: the count of new patients with completed appointments.
  • Case acceptance: the percentage of patients who had treatment added to their treatment plan and scheduled at least one code from the treatment plan.
  • Hyg Reappointment: the percentage of patients who had a hygiene procedure completed today and are also scheduled for their next hygiene appointment.
  • Broken appointments: the count of appointments that were broken.

4. Aging Claims:

Claims that are over 30 days and their status so the insurance coordinator can easily see which claims require following up. 

4. Xrays Requested

Patients who have indicated to your office they would like to have x-rays sent from their previous dentist. They can indicate this on their new patient registration and also by verbally telling the practice. Flex adds two fields in Open Dental which correlate to this section of the huddle. Once you indicate (with either a date in the Xrays Received field or by entering: "No" in the Xrays Request field) within Open Dental the patient's name will be removed from this list to indicate that action is not needed or you have received their x-rays. 

5. Note Section:

As a reminder, the notes section is dynamic meaning the notes will follow the day they are entered on. This allows you to move forward and backward to see notes on days outside of today. 

Check out this related video for a visual walkthrough of the Huddle Report!

• Huddle Report Overview

If you found this information helpful, please like and/or comment below!

If you have questions, please contact Flex Support.

Thank you!