Introduction
Hammaslääkärikeskus Elegant Oy (Elegant) is a small to mid-size private dental clinic located in the heart of Turku, Finland. With a strong emphasis on dental surgery and cutting-edge CAD/CAM technology, the clinic is dedicated to providing high-quality dental care. Elegant aims to be at the forefront of utilizing new technologies to their advantage, ensuring they offer the most advanced treatments and services to their patients.
Before, the clinic faced challenges in inventory management. Inadequate inventory management led to delays, necessitating the rescheduling of patients due to a shortage of materials. This resulted in decreased patient satisfaction and economic losses for the clinic. The clinic needed a solution to manage their inventory efficiently and ensure that essential materials were always available.
To tackle these issues and enhance operational efficiency, Elegant implemented LM Dental’s Dental Tracking System™ (DTS), an advanced solution developed to address clinic challenges associated with dental material handling and traceability, including controlling clinic processes, instrument rotation, reuse, as well as inventory materials and consumables handling.
Case study: DTS in a small dental clinic
Before implementing LM DTS™, Elegant operated without a professional system for tracking inventory. This lack of structure led to frequent shortages and inefficiencies, causing significant disruption in the clinic’s workflow. These disruptions had a direct impact on patient care, prompting the clinic to test the LM DTS™.
Traditionally utilized in larger dental units like universities and hospitals, Kalle Arve and his team did not know whether LM DTS™ could benefit a smaller clinic setting and improve overall operations.
LM DTS™ was chosen because it offered a comprehensive tracking mechanism tailored to address the challenges Elegant faced. It can monitor the lifecycle usage of instruments, track the usage and expiration cycles of materials, and manage the expiration dates and stock values of various supplies, ensuring efficient lifecycle management
The clinic anticipated that LM DTS™ would provide the necessary data to manage their inventory more effectively, thus reducing the occurrence of shortages and inefficiencies.
Implementation of the system
LM Dental’s personnel assisted in installing the DTS. The system included two RFID readers, a web-based software platform, and RFID stickers and tags for various items and instruments. The readers were placed in the storage area to register withdrawal and return of materials. This setup enabled real-time tracking and inventory management.
Training sessions were conducted to ensure the clinic’s staff could use the new system effectively. These sessions covered creating item groups for different instruments and materials, which were tailored to the clinic’s specific needs.
Challenges and adaptation
Despite the initial ease of installation, LM DTS™ did present some challenges during the startup period. Training events were essential to help dentists and assistant personnel learn to navigate the new system. Moreover, as the system was integrated into daily operations, reorganization and the creation of new item groups were needed. This process was simple and primarily depended on the structural model chosen by the clinic’s personnel.
During the initial trial period, the system’s exploitation was not 100 % of its capacity, as the staff were still adjusting to incorporating LM DTS™ into their daily routines. However, after a few weeks, using LM DTS™ became a part of their daily routine. The system’s flexibility allowed it to adapt to the evolving needs of the clinic, making the transition smoother and more efficient over time.
Main advantages and added value
LM DTS™ provided numerous advantages and added significant value to Elegant’s operations. The system significantly improved inventory management and financial planning by offering a comprehensive overview of inventory, including prices and expiration dates. Maintenance schedules for instruments were efficiently managed, which enhanced the clinic’s operational workflow.
“Ensurance that all necessary materials and instruments were available led to quicker and more efficient patient treatments, while streamlined operations resulted in more rapid patient treatments and higher levels of patient satisfaction.”
– Kalle Arve, Partner of Hammaslääkärikeskus Elegant Oy
The system’s ability to provide detailed data on the usage and status of materials transformed the clinic’s approach to patient care. By reducing delays caused by material shortages and improving the organization of instruments and supplies, the DTS contributed to faster treatments and increased patient satisfaction. The system facilitated a more organized and proactive approach to inventory management. The economic benefits were also notable, as improved inventory management reduced waste and unnecessary expenses.
Further development and optimization
While LM DTS™ significantly enhanced the clinic’s operations, there was still room for improvement. One of the main areas identified was the user interface, initially designed for larger dental units. Tailoring the system to better fit the needs of smaller clinics like Elegant has been an ongoing development effort, with the goal of making the system more intuitive and adaptable.
“The DTS system provided Elegant with a powerful tool to enhance operational efficiency, patient care, and overall economic performance.”
– Kalle Arve, Partner of Hammaslääkärikeskus Elegant OyFurther development efforts included simplifying the interface for all users, regardless of their experience level. Additionally, the system needed to be flexible enough to accommodate the fast-changing environment of a smaller clinic, where ordering patterns and inventory needs can vary significantly from month to month.
Continuous close collaboration with LM-Dental has led to the implementation of several of Kalle and his team’s wishes, enhancing the overall effectiveness of LM DTS™.
Conclusion
Implementing LM DTS™ at Elegant marked a significant shift from a reactive to a proactive management approach. The system streamlined inventory management, improved patient care, and positively impacted the clinic’s economics.
This case study illustrates the potential of LM DTS™ to transform small to mid-size dental clinics by enhancing efficiency and organization, ultimately leading to better patient outcomes and more sustainable clinic operations. The ongoing development and optimization efforts promise even more significant benefits as the system continues to evolve and adapt to the specific needs of smaller dental practices.