By Cassie Talon, August 13, 2024
As a fractional COO working with dental practices, I’ve seen firsthand the pitfalls of sticking with
outdated documentation methods. One big issue I often encounter is the reliance on cut-and-
paste templates in Word documents. While these might seem like a time-saver, they often lead
to clinical notes that don’t accurately capture what happened chair-side. This can cause real
problems with treatment planning and insurance claims.
The Trouble with Cut-and-Paste Templates
Cut-and-paste templates can certainly speed up documentation, but they come with significant
drawbacks. When templates are used without adjusting them to fit the specific treatment, the
resulting notes can be generic and misleading. This not only affects how we plan future
treatments but can also increase the chances of insurance claim denials.
Here’s how relying on these templates can backfire:
- Challenges with Treatment Planning: If the clinical notes don’t truly reflect the treatment
provided, making informed decisions about future care becomes difficult. This could lead to
missed treatment opportunities or less effective patient care. - Insurance Claim Issues: Insurance companies are now more diligent in reviewing
documentation. If your notes don’t align with what was actually done, you’re more likely to face claim rejections or delays. This results in lost revenue and additional administrative hassles.
The Game-Changer: Voice Dictation with AI
In contrast, using voice dictation tools like Bola AI is a game-changer for dental practices. I’ve
witnessed the power of integrated technology in action, and it’s incredible how much more
efficient and accurate it can make documentation.
Here’s why switching to voice dictation powered by AI is so effective:
- Real-Time Data Capture: Tools like Bola AI capture data as you speak, ensuring that your
clinical notes are accurate and up-to-date. This real-time documentation reduces the risk of
errors and discrepancies, making sure your records reflect exactly what happened during the appointment. - Better Treatment Planning: Accurate and detailed documentation helps you make better
decisions about future treatments. With precise notes, you can plan more effectively and ensure continuity of care, improving overall patient outcomes. - Smoother Claim Processing: Detailed and accurate notes mean fewer claim denials. With the right documentation, your claims are more likely to be approved on the first try, saving you time and effort in dealing with insurance issues.
- Seamless Integration: Bola AI integrates directly with Practice Management Systems (PMS) like Curve Dental, streamlining your workflow. This integration means your notes are
automatically entered into the patient’s record, cutting down on manual entry and minimizing errors.
Why It’s Time to Upgrade
In today’s fast-paced world, sticking with old-school cut-and-paste methods just doesn’t cut it.
Integrated technology like voice dictation and AI offers significant advantages in terms of
accuracy and efficiency. As a fractional COO, I’ve seen how these advanced tools can
transform day-to-day operations and improve both patient care and practice profitability.
Switching to voice-dictated SOAP templates and leveraging AI technology is not just a trend—
it’s a necessary step forward. It helps ensure your documentation is precise and reflective of the
care you provide, leading to better treatment planning and more successful insurance claims. If
you’re still relying on outdated methods, it’s time to embrace these modern solutions and
experience the benefits for yourself.
