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§ 15

Calls from the patient file

How many patients should we call in per month?

Answer: Each patient is called at their own interval set by dentist based on caries and periodontitis risk. Adults typically between 3 and 24 months. When you know number of active patients and average interval you can calculate number of recalls and examination hours records give each month. Used to plan calendar and see if there is room for new patients.

Formula

Indkaldelser pr. måned = aktive patienter ÷ gennemsnitligt interval i måneder

Pr. uge = pr. måned × 12 ÷ 52

Timer pr. måned = indkaldelser pr. måned × minutter pr. undersøgelse ÷ 60

Pr. behandler pr. uge = timer pr. uge ÷ antal behandlere

Symbols and units in the formula
SymbolMeaningUnit
patienterActive patients in the filestk
interval_mdrAverage recall intervalmåneder
tid_minTime per examination (including preparation)min
behandlerePractitioners doing examinationsstk
=Calls per monthstk
=Calls per weekstk
=Examination hours per monthtimer
=Examination hours per therapist per weektimer

Validity and source

Source
Danish Health Authority, National clinical guideline on intervals between diagnostic examinations in dental care (individual intervals, adults 3–24 months)

Does not apply when

  • An average. Treatments, acute patients and no-shows come on top. The interval for the individual patient is set by the dentist and is in the records.

Worked example

The calculator's own default values inserted. The figures are calculated with exactly the formula the tool uses.

Substituted

  • Active patients in the file2,000 stk
  • Average recall interval15 måneder
  • Time per examination (including preparation)30 min
  • Practitioners doing examinations2 stk

Giver

  • Calls per month133 stk
  • Calls per week31 stk
  • Examination hours per month66.7 timer
  • Examination hours per therapist per week7.7 timer

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Sådan bruger du den

Du bruger den, når du planlægger indkaldelser, eller når klinikken overvejer at tage nye patienter. Den viser, hvor mange undersøgelser kartoteket giver, og hvor mange timer det fylder.

Step by step

  1. Find antal aktive patienter i journalsystemet.
  2. Find det gennemsnitlige indkaldeinterval. Systemet kan ofte vise fordelingen.
  3. Del patienterne med intervallet i måneder. Det er indkaldelser pr. måned.
  4. Gang med tiden pr. undersøgelse og del med 60 for timer.
  5. Sammenlign med de timer, behandlerne har til undersøgelser.

Typical errors

  • At tælle inaktive patienter med.
  • At bruge det længste interval for alle. Intervallet er individuelt.
  • At glemme at undersøgelser ofte fører til behandlinger, der også skal have tid.

Examples from everyday life

Klinik med 2.400 patienter

Klinikken har 2.400 aktive patienter med et gennemsnitligt interval på 15 måneder. En undersøgelse tager 30 minutter, og to behandlere laver undersøgelser.

Active patients in the file
2,400 pcs
Average recall interval
15 months
Time per examination (including preparation)
30 min
Practitioners doing examinations
2 pcs

It means: Indkaldelser pr. måned: 160 pcs. Pr. uge: 37 pcs. Det fylder 80 hours om måneden, altså 9.2 hours pr. behandler om ugen.

Klinik med mange risikopatienter

En klinik har 1.100 patienter med et kort gennemsnitligt interval på 9 måneder. Undersøgelsen med tandrensning tager 45 minutter, og kun én tandplejer laver dem.

Active patients in the file
1,100 pcs
Average recall interval
9 months
Time per examination (including preparation)
45 min
Practitioners doing examinations
1 pcs

It means: Indkaldelser pr. måned: 122 pcs, og det fylder 91.7 hours om måneden. Det er 21.2 hours om ugen for tandplejeren, så kalenderen bliver hurtigt fuld.

Rule of thumb

Patienter delt med interval i måneder giver indkaldelser pr. måned.

How to check the answer

Sammenlign med antallet af undersøgelser i journalsystemet for sidste måned.