Tips and Ideas to Fill Holes In Dental Hygiene Schedules

Tips and Ideas to Fill Holes In Dental Hygiene Schedules

Hello Dental Friends,

Holes in the dental hygiene schedule, why do we dread this so much? Because, unfilled appointments, canceled or missed appointments all kill profitability.

So what do you do? You probably are desperate for a quick fix to fill the holes in the schedule. Right? Well, I’ll help you out by sharing some ideas to fill the hygiene schedule as a quick fix. However, I must say a quick fix is typically only a temporary fix. If holes in the schedule are becoming the norm around your office you need something more than a quick fix to figure out why this is happening and work to prevent your hygiene schedule from looking like Swiss cheese every week. Please email me at bhaydenconsulting@gmail.com or comment here if this is becoming an issue with your schedule. I can help you prevent these holes from happening.

On to the ideas for a quick (temporary) fix:

Note: If at all possible, try to avoid moving patients appointments around to fill in gaps. It can aggravate the patient. It’s always best to keep their appointment as scheduled.

Also, this isn’t the time to point fingers or start blaming someone for having holes in the schedule. Work together, as a team to fill these holes. Ideally, the hygienist should be involved in making these calls to patients, etc. Patients are more likely to respond when it’s their beloved hygienist calling them. Besides, the hygienist(s) are obviously the one(s) with the extra time. So the ideas I share are directed to the hygiene department with the goal of them becoming productive, happy and profitable.  (Again, you will want to at a later date, work together as a team to determine why this is happening and create solutions to repair the breakdown.)

how to fill holes in dental hygiene schedule

  • Call List – Do you have any patients that would like to come in at an earlier date for their hygiene appointment?  Call them and let them know you have a rare unexpected change in the schedule and can see them sooner.
  • Cancellation/Missed Appt List – Do you have any patients on these lists that can be called? (BTW: If you’re not looking at this report each week, you should be!)
  • Family Members – Check for other family members due for their hygiene appt. Is there someone coming in with hygiene that has family members that are also due in hygiene that may want to take one of those open slots.
  • Doctors Schedule – Check the doctors schedule for any patients that may be due for their hygiene appt and are coming in around the time that needs to be filled in hygiene. Invite them to take care of their hygiene appointment at the same time.
  • Incentives – Offer an Incentive for accepting a last-minute appointment. For example, complimentary fluoride, teeth whitening, small gift or gift card. Use your social media platforms to advertise this awesome today (or tomorrow) only opportunity.
  • Continuing care/past-due List – Get on the phone and with an enthusiastic and positive tone make some calls to your patients that are due or past due in hygiene. (Vary the times you make these calls. You’ll reach more patients this way.)
  • Social Media – Engage with your patients, potential patients and local businesses on Facebook, Instagram, Twitter, Pinterest, etc. For ideas see: Social Media Content
  • Spend more time with your patients. If you have open time that couldn’t be filled, take this opportunity to discuss better home care tools, update their information and medical history, do some perio charting, talk about cosmetic services, any recent continuing education courses, place sealants, apply desensitizing agent to any sensitive teeth, take impressions for whitening trays, review incomplete treatment with them, ask them if they’ll kindly leave a review on Google, Facebook or Yelp, mention how dental gift certificates make great gifts, etc.

Just a reminder before making any calls, it would be a good idea to check your patient’s account balance, insurance benefits and review their clinical notes. Also, be sure to document all calls, conversations, and correspondence made to or with the patient.

If the holes in your schedule are a few weeks out you can try these ideas:

  • Special Offers – Focus on a particular service or group of patients to target with special offers or prizes on a day that has a lot of holes. For example, Mouthguards  / Teeth Whitening / Sealants / Desensitizing Agents / Back to School / Kids day / Senior day.
  • Fun Themed days – Superhero, Luau, BBQ, Disney, Sports, etc.

Despite your best efforts to fill the schedule, you may still end up with some holes that just couldn’t be filled. That’s alright, there is plenty to do to remain productive during this time.

During downtime:

  • Get on the phone and make continuing care calls.
  • Pull Incomplete hygiene treatment report and call, send postcards, emails, texts or letters to your patients.
  • Make calls, send emails, postcards, letters, etc.to your patients that are due, past due or almost due in hygiene.
  • Thoroughly clean and stock treatment rooms.
  • Get out and visit with area businesses. Introduce the office, take them a small gift and a “let’s get acquainted” special offer.
  • Discuss some marketing ideas for the office.
  • Continuing Education. Watch a webinar or video, read a manual, etc. Improve your clinical skills, knowledge of new technology and procedures, telephone scripting, office protocols, etc.
  • Take a tour of the office and look for any areas that could use some improvements. See Clean your Dental Office for ideas.

I hope these ideas provide you with a quick fix to fill those holes in your schedule. Let me know how they work for you. If you enjoy the complimentary ideas that I share each month, I would love and truly appreciate for you to please leave a review on GOOGLE or FACEBOOK

If you are not yet receiving my free dental marketing ideas every month to your email inbox, PLEASE take a second and subscribe today. This way, you won’t miss a single idea. Feel free to share my blog with your dental friends. ~ Thank you!

Yours for Greater Success!

~Betty

P.S. Please stop by and say hello to me on  FacebookTwitterInstagramLinkedIn and Pinterest

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Dental Ideas for National Ice Cream Month

Dental Ideas for National Ice Cream Month

Hello Friends,

“Eating Ice Cream Shouldn’t Hurt.” This is your slogan for the month of July. (For more tips and ideas for the month of July, see July Dental Marketing and Practice Management Tips and Ideas )

Why? July is National Ice Cream Month and Close to 50% of American’s suffers from or experiences tooth sensitivity from time to time. It’s safe to say that many of your patients may be suffering from tooth sensitivity or they know someone who does.

Your product/service feature for July is Desensitizing Agents to treat tooth sensitivity.

A marketing plan that requires little time, minimal to no extra cost and will boost production and exceed your patients (and potential patients) expectations!

summer dental ideas

This is what you do:

Offer free ice cream cones to your patients. How will offering free ice cream cones not incur any extra cost to you? Contact a local Ice Cream Shop for some cross-marketing. Ask if they would be willing to donate 4 or more FREE Ice Cream Cone Gift Certificates that you will use during the month of July for a weekly drawing that your patients will enter to win. What a fantastic way to exceed your patients’ expectations with no extra cost to you.

Promotion Ideas

Now you may not have many of your patients speaking up to say they’re suffering from tooth sensitivity when they eat cold treats or drink cold beverages.

Simple fix; team members wear buttons that say: Eating Ice Cream Shouldn’t Hurt

Your patients are sure to ask questions about the buttons. What an easy way to open up a discussion about tooth sensitivity.

Email & Social Media Platforms – Promote this service & educate your patients and potential patients via email and your office social media platforms with sharable content.

ice cream month dental ideas

There you have it, a simple and delicious summer dental marketing idea.

If you would like to purchase further ideas on how to implement the Ice Cream/Tooth Sensitivity campaign such as how to handle patients that are concerned about insurance coverage and fees for desensitizing agents and ways to advertise this campaign or perhaps would prefer a different marketing campaign for the month, please contact me today atbhaydenconsulting@gmail.com.

If you enjoy the complimentary ideas that I share each month, I would love and truly appreciate for you to please leave a review on GOOGLE and/or FACEBOOK

Are you receiving my free dental marketing and practice management ideas every month to your email? If not, PLEASE take a second and follow today or send me (bhaydenconsulting@gmail.com) your email address and I will send you an invitation to follow. This way, you won’t miss a single idea. Feel free to share my blog with your dental friends. ~ Thank you!

Yours for Greater Success!

~Betty

P.S. Please stop by and say hello to me on  FacebookTwitterInstagramLinkedIn and Pinterest

Please follow and like us:
Dental Practice Management Tips and Ideas for June

Dental Practice Management Tips and Ideas for June

Hello Friends,

Did you catch my dental marketing ideas for June? If not, here is the link  Dental Marketing Tips and Ideas for June.

Now that you have your marketing plans set for June…

Are you looking to boost team morale? Is your dental schedule looking weak? Are you in need of some blog/email topic ideas? I’m here to help!

Dental Practice Management Ideas and Reminders for June

Hygiene Continuing Care/Recare Reminders:

Postcard & Social Media Site Scripting Idea: Summertime is a great time of year and it can also be a busy time of year. We encourage you to remember to take the time to squeeze in your regular dental visit before the summer months fly by. Regular dental visits are so important to your overall health.

More ideas on how to fill the hygiene schedule are found here: Ideas to Fill Holes in the Dental Hygiene Schedule

Incomplete Treatment Reports:

Many insurance companies renewed their maximum on June 1st. Pull a report of any patients due in hygiene or with incomplete treatment that have a June renewal date. Make calls and send letter/text/email that their maximum renewed and encourage them to schedule an appointment.

Blog Topic Ideas:

National Smile Month

National Candy Month

National Dairy Month

National Headache Awareness Week: 3-9th

Men’s Health Week: 11-17th

Say Something Nice Day: 1st – This one is easy, look for opportunities to say something nice to your team. What did we do “right” yesterday? How did we go the extra mile for a patient? Did you notice any team member that did something nice for a patient or another team member?

National Thank God It’s Monday Day: 4th  (First Monday)

If you and your team struggle to “like” Mondays, this might help: How to Love Monday

Recess At Work Day: 21st   

Get outside for a few minutes with your team for some fresh air. If you can’t all get outside, open the windows and turn up the radio.  How about a sweet treat to enjoy during “recess”? (ex: ice cream, frozen drink, etc.)

Here are some more team building ideas: Tips to Improve your Dental Office Part 4 ~ Happy Team

Hope you enjoy these ideas and are able to use some of them to help make the month of June a fantastic one for you, your team and your patients. Please let me know how you plan to use the ideas and what the outcome is. I love to hear about your success stories!

Are you receiving my free dental marketing and practice management ideas every month to your email? If not, PLEASE take a second and follow today or send me (bhaydenconsulting@gmail.com) your email address and I will send you an invitation to follow. This way, you won’t miss a single idea. Feel free to share my blog with your dental friends.

~ Thank you!

Yours for Greater Success!

~Betty

P.S. Please stop by and say hello to me on  FacebookTwitterInstagramLinkedIn and Pinterest

Please follow and like us: