May 18, 2020
Dear Kubo Orthodontic Group Patients,
We are beyond ready to get back to work and see everyone that we have missed so much! We hope that everyone is healthy, happy, and ready to start a return to a semblance of our regular routines. The COVID-19 pandemic has changed life as we know it and now we want to update you on our office, it’s measured re-opening, and the steps we are taking to ensure we do everything possible to keep our patients and our team healthy.
While the office has been closed Dr. Bob and Dr. Jim have been busy keeping up to date on information though webinars and Zoom meetings to implement best practices for resuming patient care. We will be following rigorous scheduling protocols and office measures to ensure the safety and wellbeing of you, our patients, and the team members at Kubo Orthodontic Group.
We ask for your patience and understanding. We had to cancel hundreds of appointments, and we know there is a strong desire to get your treatment back on track as soon as possible. We promise we will eventually, but it will not be as efficient as you are accustomed to in our office. This will benefit everyone. We will have to be very firm in our processes and procedures. They have been very well thought out and reviewed by the Dr’s and our entire team.
Our planned reopening is May 26. We will begin rescheduling patients on a first canceled first rescheduled basis, which is fair, efficient, and will serve everyone with getting back on track. Our office procedures have temporarily changed and will include the following:
All observation and regular retainer check appointments will be paused until the fall. We will be exploring the use of virtual visits until we are back to our normal routine.
There will be a limit to 30-40 patient appointments per day, roughly half of our regular appointment load. The points outlined below will lend clarity to our decision.
Please wait for our office to call you to reschedule your appointments. We have a very accurate and comprehensive list of our cancelled appointments that will guide us in planning our schedule.
Emergencies will continue only to be defined by pain or bleeding. For now, broken brackets do not constitute an emergency.
When you arrive at your appointment, please stay in your car. The front door will remain locked. Please call the office at 438-7600 or text our office cell 281-4682 upon your arrival, then you will be directed to come to the front door for your visit.
Only the patient that is being treated will be allowed to enter the office. The only exception for this will be for very young patients and only one parent/caregiver may accompany the patient. Absolutely no other family members or friends will be allowed inside.
Please bring your own mask and wear it to the appointment. Federal guidelines for social distancing and wearing masks in businesses continue, so please bring the mask you have been using. If you do not have your own, we will provide one, however personal protective equipment supplies are dangerously low. If we run out, we will have to close the office again until the supply chain allows us to practice safely.
Your temperature will be taken by staff using a touch less thermometer. If your temperature is over 100 degrees F, you will be asked to leave and not return for the specified 14 day self-quarantine requirement.
A simple questionnaire assessing your contacts, travel, and well being will be asked not all patients as well. Any question indicating recent exposure to someone with COVID-19 or having any signs and symptoms of the same will be asked to leave, and not return for the specified 14 day self-quarantine requirement.
Please maintain the 6-foot social distancing guidelines when in the office until seated in the treatment chair.
We will require every patient to use hand sanitizer before being seated. The tooth-brushing station will be closed, so please brush and rinse thoroughly before you come to the office.
The patient restroom will be closed, so please make sure you prepare for that before arrival.
Patients will rinse with a 1.5% percent hydrogen peroxide mouth rinse at a cup at the chair. Rinse 30 seconds and then spit back into the cup where an assistant will suction it.
Patients will be seated at least every-other-chair in the office to maintain proper social distancing. This is one of the reasons for having less patients scheduled per day.
We ask for your understanding while we try to address all of your treatment needs during your visit. We will have strict scheduling timed so we may not be able to complete everything at your visit, but we will do our best.
If parents have any questions or concerns after the appointment please call and leave a message and one of the Dr.’s will get in touch with you as quickly as possible.
WE LOVE OUR PATIENTS AND HAVE MISSED YOUI! You all know we love to chat at your appointment. Please understand that conversations may be significantly reduced to allow for social distancing, running on time, disinfection of treatment chairs and instruments.
We will not be providing our coffee and water during this time of returning to normalcy in the office.
We will take the temperatures of every team member, including Dr. Bob and Dr. Jim, immediately upon arrival at work, and after lunch. Any team member at 100 degrees F or above will go home.
Every team member will answer the health questionnaire that our patients are required to answer, and will do so every day. If any questions disqualify the team member, they will be sent home following the same procedures we are asking our patients to follow.
You will find upon arrival that our furniture has been rearranged. Plexiglass barriers will be in place at the front desks, financial office, and consultation room to provide an extra level of safety for all. Our goal is to ensure the health and well being of our patients and our team.
We are very grateful for every one of our patients, and this time away has only served to make us even more thankful for each of you. You are the life force of our practice, and this is why we have waited for we take your safety VERY seriously. We greatly appreciate your patience and understanding. Expect that your treatment progress has been delayed, as has your estimated completion time. We wish that was not the case, but this is a consequence of something that no one could foresee or control. Please forgive us as we are focusing on getting each of you back on track while not exposing our team members or patients to unnecessary risks.
If you have any questions, please feel free to call or office or call/text Dr. Bob or Dr. Jim directly. We love all of you and let’s all stay healthy and start smiling again!
Dr. Bob, Dr. Jim, Jami, Kathy, Julie, Kathryn, Sally, Patty, Lilly, Alexis, and Debra