Dr. Warren Roberts shares how Facetec transformed his practice’s workflow and patient experience.
The challenge
Before implementing Facetec, our dental practice faced several significant challenges in managing Botox treatments and patient documentation:
Manual documentation burden
Every Botox treatment required extensive manual entry of product details, dosage, vial numbers, and unit counts. As patients returned for their 2-week check-ups and 3-4 month re-treatments over several years, their physical charts became increasingly large and cumbersome to manage.
Photo management limitations
In most provinces, it’s mandatory to capture the RFRP series of 29 photographs. Our existing dental software (Eaglesoft, Dentrix, and others) simply couldn’t handle the organization of these 29 photos. The systems couldn’t bring up photographs from two separate dates, compare images across different visits, or allow practitioners to choose which dates to compare. Additionally, photos of treatment markings were stored separately from the RFRP series, making it impossible to view them together for comprehensive treatment planning.
Inefficient workflow
The time-consuming process of entering records and managing photos created bottlenecks in our practice flow, reducing the time available for patient care and consultation.
Facetec’s solution
Our team was immediately drawn to Facetec’s ease of use and efficiency. We were Facetec’s first client when it launched and have seen the platform continuously improve over time.
Results and benefits of using Facetec
Time savings
Facetec has delivered measurable time savings throughout our patient journey:
- Pre-arrival efficiency: Patients can now sign in, complete medical history, and consent forms before arriving at the office
- Streamlined photography: Uploading photographs is significantly easier, with the flexibility to use various cameras — whether iPhone or intra-oral camera
- Automated calculations: Once treatment is entered, Facetec automatically totals the fee
- Simplified data entry: Instead of writing or entering product details, dosage, and vial information each time, our team simply clicks on the appropriate box
Improved consultation flow
The organized presentation of the RFRP series in our private office has transformed our consultation process. We can now:
- Review photos in an organized manner before seeing the patient, allowing us to visualize problems and begin formulating treatment plans
- Focus more attention on speaking with the patient rather than managing paperwork
- Easily select key photos to emphasize treatment recommendations
- Show patients additional treatment opportunities across the head and neck that they hadn’t considered
Enhanced patient experience
Visual results patients love
Botox patients appreciate seeing their before-and-after photo comparisons. We can even train them to use Facetec’s photography comparison mode themselves, creating engagement and demonstrating results.
Professional systems
Patients notice that we have sophisticated systems in place that previous offices they attended did not have, reinforcing confidence in our practice’s commitment to quality care and great results.
Better marketing and case acceptance
Targeted visual marketing
Facetec’s portfolio divisions by sex, age, and background allow patients to envision what treatments can do for them specifically. For example, a male Asian patient over 60 can see results on someone with similar characteristics, rather than viewing results from a female Caucasian patient in her 20s.
Expanded treatment opportunities
Patients often arrive requesting treatment for one specific area. Facetec allows us to show all other areas of the head and neck that could be improved — treatments patients had no idea were even possible.
Team collaboration
Seamless workflow
The receptionist, assistant, and injector can easily add notes and work together within the system. The Preview button is particularly valuable — any assistant can use the Smart Injection Charting and record the treatment area and immediately know what dosage needs to be drawn up into syringes, making our in-office flow more effective.
Automated administrative tasks
- Immediate fee tabulation saves time at checkout
- When therapeutic treatment is selected, Facetec automatically removes taxes and provides a therapeutic receipt for patients to include when filing yearly with the Canada Revenue Agency
Cloud-based access
Perhaps most importantly, Facetec is completely paperless. All patient information can be accessed in the cloud from anywhere, eliminating the burden of bulky physical charts and enabling our team to work efficiently from any location.
“Facetec has transformed how we document, plan, and deliver Botox treatments — saving time, improving patient satisfaction, and enabling our team to deliver exceptional care with greater efficiency.“
Dr. Warren Roberts, Clinical Director and Co-Founder PTIFAT
