INSIDE TRACKT R A C K E R N E W S L E T T E R | S P R I N G 2 0 2 0 | V O L U M E 2 4

www.gotracker.com

We hope everyone is keeping well. As we thought about how to

keep everyone in the know and updated with pertinent information

during these unprecedented times, we decided to go digital and

update you as much as we can. We are sending you our newsletter

filled with articles depicting the steps your practice should follow

to be ready and well prepared, during & post Covid-19, when your

practice re-opens.

During the past many weeks, we have been busy updating our

website with blogs, training tutorials, webinar recordings, and many

how-to videos to ensure you’re informed & ready. We’ve even been

using Social Media (ie: Facebook, Instagram, Linkedin & Twitter) to

ensure we are sharing upcoming events & information that we

want you to partake in and/or be aware of.

Many offices have taken advantage of this downtime to get

organized, go chartless, upgrade to 11.29, move from Tracker 10 to

version 11, add eServices, learn how to send mass communications,

plus much more.

Our goal is to educate you and provide you with tips & tricks how

Tracker can help facilitate work for you. We want you to utilize the

many features Tracker offers, to ensure your re-open runs smoothly.

Our Tech Support is here for YOU and is ready to help you in any

way they can.

Additionally, we have added some features to Tracker to help you

manage your office as things begin to return to normal:

VIRTUAL WAITING ROOM

30 minutes before the patient arrives, a text goes out asking patient

to text back “ARRIVED” when they arrive and to stay in their vehicle.

When office is ready for patient to come in, the office texts them to

come in. This is managed by flow states.

AUTOMATED COVID SCREENING FORM

When a confirmation goes out, Tracker will also create a COVID

screening form invite. When patient confirms, they are then auto

redirected to the COVID screening. Tracker Today will also let you

know ahead of time (2 days forward), which patients still have not

been screened, so you can follow up.

So… sit back, grab a coffee and read our articles. You’ll be happy you

did and even have a few “ah-hah” moments. As things keep evolving,

we will continue to update you and provide you with direction on

how to run your practice efficiently.

Keep well & STAY SAFE.

The Tracker Team

Tracker and COVID-19

Watch video to see how it works

Watch video to see how it works

Virtual Waiting Room

New protocols to operate safely and return to the new normal of dentistry – prep for a safe return.

1. COMMUNICATE WITH YOUR PATIENTS

Send emails to entire groups of patients at one time to communicate

important information. From letting your patients know when your

office is reopening to having patients complete important forms

prior to their appointments, sending emails and text messages to

multiple people at one time helps get information to your patients

quickly and easily.

COVID-19 Screening. All patients and dental practice staff must be

screened for symptoms of COVID-19 prior to entering a dental facility.

Tracker’s eServices ensures that all patients are safely screened.

*It is important to note that different colleges may have different guidelines.

Please review and follow the guidelines and requirements specific to your province.

Email or text important information to all of your patients.

Connect with your patients and keep them up to date on the

changes that are taking place in your office. Informing patients about

what your office is doing to keep them protected will help ease any

anxiety they may have.

Have patients complete consent forms via mobile phone.

Send patients a link via SMS so they can open and sign the form

without having to touch anything but their own phone. Minimize

the use of tablets in the office and the need to sterilize the tablet

and stylus each time. To enable physical distancing protocols,

offices are restricting the use of the waiting room and having

patients wait in cars or outside of the office. Using this feature, any

necessary forms can be sent directly to patients’ phones. Patients

can complete and submit the forms without having to enter the

office. When patients submit the forms, your team is notified and

the forms are automatically added into patients’ charts.

2. MINIMIZE CROSS-CONTAMINATION

In an effort to minimize the spread of the virus, paper charts may

no longer be allowed in operatories. The CRDHA states this in their

guidelines: CRDHA Return to Work Guidelines. Implement the

following protocols so everything in your patient charts can now

be at your fingertips in a digital format, like tablets and mobile

phones, that can be easily sanitized:

Scan paperwork and attach emails such as correspondence from

referrals, insurance companies, labs, etc., directly into your patients’

charts. Digitally saving patient information limits touch points and

also provides an efficient way to access information both from

inside and outside of your office. Many dentists are turning to

teleconferencing to connect with their patients. The ability to

capture information digitally will ensure you have all the necessary

facts to correctly advise your patients even from outside of your office.

Continued on next page…

Inside Track | Tracker Newsletter

Back to Work Tools & Tips

Download the COVID-19 Screening Form

Watch Tutorial on how to set it up

How to send mass emails and SMS to your patients

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Safely reopening offices after the COVID-19 shutdown will require many changes. Tracker tools can help with the implementation of the new protocols for physical distancing, reduced touch points, and infection prevention and control. Consider the following to help you keep your staff, coworkers, and patients safe and healthy.

Safely Reopening

Form sent via SMS

Office receives notification of

submitted form

Info is updated & saved in Tracker

automatically

Patient completes and submits form

on phone

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Utilizing Tracker During and After COVID-19

We hope that you had the chance to take part in

our Webinar on this topic. If not, we decided to put

Jerome’s notes into a blog. You can also contact us if

you missed it, and we can hook you up with a copy

of the video. We will focus on Tracker features you

can use to help reschedule all the patients displaced

by the Covid-19 shutdown. Check out more on

Tracker’s blog page and don’t forget to sign up

for more webinars.

Managing Your Hygiene Program in a Post

COVID-19 World

As we all anxiously await the return to normal, we

should keep in mind that we are likely going to

be facing a new normal for the foreseeable future.

Check out our blog, to look at some of the ways

Tracker can help you move forward with your

hygiene program.

Treatment Planning with the Dental EyePad

Wireless Photography

Tracker’s wireless photography solutions eliminate

the transfer of photos, allowing you to simply aim

and shoot. You’re done! Digital photography, with

the Dental EyePad, is an effective tool to educate

your patients, encourage interest and promote

discussion about their treatment.

Tracker Blogs

View Blog

View Blog

View blog

See how Dental EyePad Works

Safely Reopening (Continued from Page 2)

Use Digital Forms and Smartphrases and enter compliant, clear and concise

clinical and administrative notes with search tools to access them with ease if

necessary. According to the RCDSO website, patients need to be rescreened

once they are seated in the auxiliary room. Notes can be set up to contain

all the necessary auditing information including questions for rescreening

your patients. Entering all this information can be overwhelming and time

consuming, but Digital Forms and Smartphrases make it quick and easy.

Set up forms with required fields and checkboxes will ensure you do

not miss documenting anything and adding phrases to the notes Tags

feature will also help with auditing information, such as the load and

sterilizer used for instrumentation.

Update the odontogram and enter perio exams into Tracker’s ChairSide

Charting system.

Email statements, invoices, tax receipts, estimates and educational

material to avoid paper by using mail merge tools and templates.

3. PROMOTE PHYSICAL DISTANCING

To help limit the number of patients in a given area, as well as the amount

of time your patients need to be in your office, consider the following tools:

Virtual Waiting Room. Many Emergency and Urgent Care college guidelines

advise offices to have patients wait outside to avoid over-crowding in the

dental office. Tracker’s check-in tools let patients check in from their phones,

letting everyone in the office know they have arrived. When you are ready

for them to come inside, send them another quick text and Tracker will

send the text and change their status to checked-in. The patient’s arrival

time and check-in time are all tracked and easily accessed.

Automatically email forms ahead of the appointment that are required

prior to seeing patients (i.e., new patient and consent forms). Insisting that

patients complete forms, or update their information ahead of time, will

reduce time spent at the reception desk. In turn, your team saves time

entering patient information into Tracker, since the information goes

directly into the patient’s chart.

Use Schedule Templating to stagger appointments and reduce the

potential of a bottleneck at your front desk.

Text patients’ information for their next appointment instead of

writing out appointment cards. Patients will receive a message that can

be transferred to their calendars.

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SPRING 2020 | Volume 24 |

Screening & Distancing Tools

Encourage Online Booking for Patients

www.gotracker.com

Inside Track | Tracker Newsletter

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Being part of a nationwide self-quarantine

initiative over the past few months has

most of us wanting out! Literally! Over the

past few weeks, the stress of wanting to

be productive has gotten real. Not even

our newfound national pastime of baking

or binge-watching shows on the various

streaming platforms can hold our attention.

As we work towards a “new normal,” amidst

the host of changes this pandemic has

brought and will continue to bring,

productivity in practice management is

probably something on a lot of our minds,

more now than before. From time to time,

we keep accumulating that To-Do list, both

in our private lives and in Tracker and our

Practice Operations. Well, now is the time

to review and check things off that list!

Here are different ways to optimize your

time and build a Tracker efficient practice:

1. Communicate with your patients

Capitalize on Tword in Tracker as a great tool

for Communication and internal marketing.

2. Opportunities for your practice

We encourage offices to use this opportunity

of down time to teleconference with your

patients and have Virtual consults. Your

schedule in Tracker does not need to

look empty even now! Utilize Schedule

templating and Online booking to have

patients book Virtual consults. If going

chartless was on the back burner, now is

the best time to make that transition. As

you return to work, paper charts might end

up being an infection control nightmare!

3. Visibility of your practice to patients

and your team

Visibility is key, even in isolation. Being in

touch with your team, through the use of

virtual meetings and with your patients,

through Social media, maintain this

essential connection.

4. Innovate or Improve Operational Flow

Strategic use of tools in Tracker will help

streamline and ease daily functioning

once you are back up and running. Bill

chairside using Super codes, use enhanced

miscellaneous codes for better auditing,

create short notice patient lists and set

categories for Target marketing to your

client base.

Though uncertainty may cloud the horizon

at this point in time, your re-opening

strategy will redefine the daily operations

of your practice.

Be ahead of the curve, list your business and

human resource needs, set production and

collection goals, and chart a path forward

to recovery.

Productive Things You Can Do During the COVID-19 Shutdown

Back to Work Tools & Tips

5

eServices Why Electronic Communication is More Important Than Ever!Don’t lose your patients to another office that offers eServices.

Post COVID-19, when regular dental care resumes, your provincial regulatory

authorities will be mandating infection control policies and procedures, as

well as a variety of options that are contactless and/or allow for physical

distancing. Protect your patients. Tracker can help you take the steps to

efficiently care for their health.

TRACKER HAS YOU COVERED

• Tracker’s eforms allow you to email or text COVID-19 pre-screening forms to

your patients prior to their appointment. Patients fill it out from home and it

gets submitted directly back into their charts in Tracker. No paper required!

If a patient forgets to fill out the form, you will be notified when they arrive

and can either send it to a tablet in office or to their phone again.

• Tracker’s Mobile Confirmation Agent (MCA) can automatically email or

text Save the Date information to patients upon booking an appointment.

• Tracker’s eforms provide a completely paperless solution with the ability

for digital consent forms to be used in the office which allows patients

to view and sign on a tablet (which can be sanitized). These signed forms

are then attached directly to that patient’s digital chart in Tracker.

• Tracker’s Mobile Confirmation Agent (MCA) can be used to fill openings

in your schedule caused by last-minute cancellations. Text several patients

who are available for short-notice appointments all at once and whoever

responds first gets the appointment.

• Tracker’s Online Booking allows patients to book their appointments

online and save time.

• Tracker’s Mobile Confirmation Agent (MCA) automatically emails or texts

patients to confirm appointments and can even send pre-med information.

• Tracker’s 2-Way texting allows you to have a text conversation with

patients in real time and a record of the entire conversation is saved in

the patient’s correspondence in Tracker.

• Tracker’s Mobile Confirmation Agent (MCA) allows you to automatically

remind patients when they are due for their next appointment.

If you are not already using these compliant, time-saving features as a part of

your comprehensive operational plan, please contact us to get started. You

won’t be sorry! We always hear, “We wish we would have done this earlier!!”

1. Appoint one person in your office to be

the IPAC officer

2. Create clear and concise IPAC policies

and procedures

3. Make time for regular review of IPAC policies

4. Ensure that all staff actively participates in

continuing education

5. Follow manufacturer instructions for all

sterilization equipment

6. Use single-use items wherever possible

7. Scrubs should not be worn into or out of

the office

8. Keep accurate and up to date log books

9. Make sure your team knows the correct

method to don and doff PPE

10. Practice proper and frequent handwashing

Infection control protects staff and patients;

if we all do our part we can all STAY SAFE!

Top Ten Tips for Infection Prevention and Control

SPRING 2020 | Volume 24 |

Learn More Sign Up Book Demo

www.gotracker.com

With many of us staying home and away from the office, it is the

perfect time to keep your team connected. Tracker offers remote

training to help keep your office’s inspiration, creativity, and energy

levels high. Fine tune current processes, learn new and different

strategies to increase productivity, and improve efficiency by

logging in online with a Certified Tracker Trainer. Join from multiple

locations without leaving the comfort of your home. Whether it’s

a one-on-one session or a session with your entire team, we have

you covered and the cost stays the same!

How does it work? Many of us have been social distancing and

connecting with family and friends over video conferencing

applications and programs. Online training works similarly. The

only difference is that everyone is looking at a shared computer

screen running Tracker. The concept is very similar to watching a

webinar; however, in a training session, team members have the

opportunity to ask the trainer questions and share ideas. Team

members can join the online trainer-led session from anywhere,

as long as they have access to a computer or device with Internet,

speakers and a microphone (or a headset with a microphone).

THERE ARE MANY DIFFERENT LEARNING OPTIONS WITH ONLINE TRAINING. HERE ARE SOME IDEAS:

1. Specialized Training

Training can be focused on specific areas of Tracker for better

understanding and improved functionality (i.e., Tracker’s Recall

System, Treatment Planning tools, Contact Management, etc.)

2. SPA (aka Strategic Practice Analysis) Training

A Strategic Practice Analysis is a service Tracker provides where a

detailed review of your database is completed by a Certified Tracker

Trainer. The analysis measures how each tool in Tracker is being

used and clearly defines where there is need for improvement.

3. Going Digital

If you haven’t transitioned your office to a digital office, now

is the time. Online consultations can be set up with our Digital

Implementation Specialists to design the best blueprint for

your office.

4. Tracker 10 to 11 Upgrade Training

Upgrade to Tracker 11 now and get 50% off Tracker 10 to 11 training.

This offer is only valid until the end of June 2020.

5. eServices

Learn all about Tracker’s mobile services and take advantage

of our complimentary training and trial offer!

We are here to help you and your team be as prepared as possible

for the day your office reopens post COVID-19.

If you are interested in any of these options or want to explore

others, contact our sales department at sales@gotracker.com.

And don’t forget to join our information packed Webinar Wednesdays,

aimed at keeping your Tracker skills fresh, while at the same time

giving you all the information you need to use Tracker in the best

way possible during and after these unprecedented times.

Inside Track | Tracker Newsletter

(Become a Tracker Valued Member)

See our upcoming Webinars

Training Materials Library

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Stay Connected with Online Training

The Time Has Come to Move to Tracker 11!Still using Tracker 10? You’ll want to move to

Tracker 11. There are so many new features

to make your office more productive than

ever! From booking patients to reporting,

we have it covered.

Why upgrade? With Tracker 11 you can

now text and email patients. Something

that isn’t currently possible with Tracker 10.

Life happens, we all forget things. Tracker

can send your patients appointment

reminders and even a birthday greeting!

Tired of looking through stacks of paper

to find that chart or new patient form? All

that could be history if you’re using Tracker

11’s eforms. Eforms is just one aspect of

Tracker 11’s suite of tools to help your

office go paperless (all the cool kids are

doing it!). Getting information about your

patients in a timely fashion will improve

patient satisfaction and overall efficiency

of your practice. Happy team = Happy

patients = Happy Practice! It all adds up!

Tracker 11 has all the tools you’ll need to

get back into the swing of things post

COVID-19. Tools like digital notes, treatment

planning, statements, and even contacting

your patients via email or text will help

you stay in contact with your patients and

ease their anxieties about coming back

through the door of your practice.

We can have Tracker 11 installed in your

office in short order! Don’t worry, we have

you covered from all angles. Our migration

team is fast and efficient; they’ve been

doing this for over 25 years. Our training

team is top notch, there’s nothing they

don’t know (about Tracker). Our tech

support team is full of nerds! If it’s broke,

we can fix it (as long as it’s Tracker).

As you can see, you have every reason to

upgrade to Tracker 11 and no reason not

to. Give us a call, drop us a line, or head to

our website for more details…

Stay in the Know via Email and Social Media

Inside Track | Tracker Newsletter

To keep you in the know & updated about upcoming

events and important information, we often communicate

through email. However, we also suggest following us

on either Facebook, Instagram, Linkedin and Twitter.

We will be sharing information on these various

platforms as well.

Read more at Twitter with Jerome’s #TipoftheDay.

Click the icons below to access…

INSIDE TRACK

TRACKER

1110 Finch Ave West, Suite 600,

Toronto, ON M3J 2T2

Call us at 1-800-922-7434

Email us at info@gotracker.com

NEED TO PAY AN INVOICE?

You have payment options! You may call

us to pay your invoice by either Visa or

Mastercard. You can also make things

even easier by setting up pre-authorized

payments for your practice. Contact us

and we’ll be glad to set this up for you.

Tracker 11 FAQs

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