Reviewing the success of systems and processes you implement into your practice is an important function of the dental practice manager. Training your team in this process helps you to gather the right information and demonstrates to them that you are all always evolving and changing for the better.
As managers, we spend a lot of hours on developing and implementing new procedures, policies and systems into our practices. We write up the documentation, we develop operations around them and we train our team members on them.
At this point, many managers might say “Well I’ve done that job, move on to the next” and that’s it for that new procedure until something goes awry. The SREP is crucial because we need to know if this new procedure or system is actually working and achieving what we set out to do. We want to know that sooner rather than later. And we want our team to be a part of that process so they can provide the feedback and data we need to make high quality decisions.
The SREP is a framework we build in to each procedure or system which provides a step-by-step protocol to monitoring, measuring, analysing and modifying it.
Collecting and capturing information and data is essential in the SREP
Reports will need to be generated to clearly outline the information needed to evaluate the results, discuss the findings and make recommendations in relation to the objective and moving forward. Having adequate reporting systems in place assists in this process. Fortunately, most of the information will be captured by your dental practice software and accounting systems. Other information will be captured in various spreadsheets and log sheets/monitors you and your practice develops.
Systems Review and Evaluation Process (SREP)
1.Monitor performance
- Develop and complete log sheets to record activity or data
- Develop and produce reports to collect data
2.Measure performance
- Define the qualitative measurements (eg feedback)
- Define the quantitative measurements (eg numbers)
- Set a time period
3.Analyse
- Evaluate all the data collected
- Compare actual figures against the target
- Produce reports to illustrate findings/outcomes
4.Discussion and Feedback
- Discuss with relevant team members
- Why and how did the actual differ from the target?
- What lessons can be learnt to improve or to maintain success?
5.Propose changes
- What changes or improvements should be made?
- How would these assist in meeting the practice goal or objective?
- How will these be monitored and measured?
6.Confirm the modification
- Update the system or procedure
- Update the monitors
7.Set time frame for NEXT review
- Begin the cycle again
- Continual process, ongoing
Inspired? Make a list of procedures and protocols in your practice that are no longer working effectively or efficiently for you, that are failing to produce the results you and your team intended and go through the SREP with each.
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