Build Trust, Improve Case Acceptance, and Strengthen Patient Care
The hygiene exam is one of the most powerful touchpoints in a dental practice. It’s a golden opportunity not just to maintain oral health, but to educate, build rapport, and introduce treatment that patients need before problems get worse. One of the most effective ways to make the most of this moment is through co-diagnosing with the dentist.
When a hygienist and dentist work together to discuss findings and treatment with the patient, it helps reinforce the message, builds trust, and increases case acceptance. Here are some practical tips to help you become a strong partner in co-diagnosis during the hygiene exam.
- Lay the Groundwork Before the Dentist Arrives
Set the tone early in the appointment. During the initial assessment (probing, radiographs, and intraoral pictures), start talking to the patient about what you’re seeing. Avoid making definitive statements, but do speak with confidence and curiosity:
- “I’m seeing some inflammation and deeper pockets around your molars. We will take a closer look at that today.”
- “This area here seems to have a shadow on the X-ray which is a bit suspicious. I will have Dr. Smith take a close look at this during his/her exam today.”
This primes the patient to expect a discussion about these issues later, so when the dentist confirms it, the patient feels that the message is consistent and credible.
- Use Visual Aids Whenever Possible
Patients often don’t understand clinical terminology, but they respond very well to visual evidence. Use intraoral cameras, radiographs, and perio charts as teaching tools. Show the patient any problem areas and explain to them in relatable language:
- “This dark spot on your X-ray is likely decay. We’ll have Dr. Smith take a look and confirm.”
- “You see this red, swollen gum area? That’s where bacteria have caused irritation. Let’s check if it’s progressed.”
When the dentist enters, the patient already has a visual context, which makes the diagnosis easier to accept.
- Be Present and Supportive During the Exam
Stay engaged during the dentist’s hygiene check. Your role isn’t to take a break, it’s to act as a second voice of authority and support. Reinforce what the dentist says with agreement and gentle reminders:
- Dentist: “This tooth has a crack and needs a crown.”
- Hygienist: “Yes, that’s the one I pointed out earlier when we were reviewing your X-rays.”
This validation makes the patient feel like both providers are on the same page and truly concerned about their health, not just trying to “sell” treatment.
- Communicate Clearly, But Avoid Overstepping
Co-diagnosing doesn’t mean making the final call. Your job is to present findings, educate the patient, and support the doctor’s diagnosis. It’s important to walk the line between informative and authoritative:
- DO say: “Dr. Smith will want to check this area. It might be a cavity.”
- DON’T say: “You definitely need a filling here.”
Staying within your scope of practice builds trust with both the patient and the dentist and protects your license.
- Use Consistent Language with the Dentist
Meet regularly with your doctor to align your terminology. For example, you may both agree to describe certain early lesions as “incipient decay” or call a hairline fracture a “craze line” vs. “crack.” This helps prevent patient confusion and keeps the team unified.
It’s also helpful to know how your dentist likes to explain treatment, so you can mirror that tone and approach when introducing ideas to the patient.
- Document Thoroughly and Accurately
Everything discussed should be well-documented in the patient chart. Note the areas of concern you pointed out, the patient’s response, and the dentist’s final diagnosis and recommendation. This helps with continuity of care, insurance narratives, and future follow-ups.
Also, if the patient declines treatment, include that in the chart along with any education you provided. This can be invaluable in protecting the practice legally and maintaining clear records of patient communication.
Printing photos of problem areas is always a great way to create value for needed treatment!
- Debrief After the Appointment (When Needed)
Take a minute after the patient leaves to check in with the dentist if something felt off during the co-diagnosis. Maybe a term was misunderstood or a question was left unanswered. Use these quick chats to improve future interactions.
Team huddles and periodic check-ins can also help fine-tune your co-diagnosing strategy and make the hygiene exam smoother and more effective.
Co-diagnosing is more than a strategy, it’s a patient care philosophy. When the hygienist and dentist work together as a unified front, patients feel better educated, more confident in their providers, and more likely to proceed with needed treatment.
It takes preparation, communication, and practice, but the results are worth it: stronger trust, healthier patients, and a more cohesive team!
Sherri Merritt
Dental Consultant & Trainer
