October 2021 Dental Office Management and Leadership Tips and Ideas

October 2021 Dental Office Management and Leadership Tips and Ideas

Hello Friends,

October 2021 is filled with practice management and leadership opportunities to help make it your best October ever. The tips and ideas that I am sharing with you when implemented will also help you end this crazy year productive, happy, and strong.

Dental Office Management and Leadership Tips and Ideas for October 2021

Note: If you’re looking for marketing tips and ideas for October – check these out…

October 2021 Marketing (Growth) Ideas

Breast Cancer Awareness Month Ideas

Orthodontic Health Month Ideas

National Dental Hygiene Month Ideas

Practice Management Tips & Ideas

Insurance Use it or Lose it Reminders – Did you get your end-of-year insurance/HSA/FSA dental benefit use it or lose it reminder letters/emails/texts/calls out?  If you need a sample letter template just email me a request for one at bhaydenconsulting@gmail.com

Dental Office Insurance Renewal Reminders Betty Hayden Consulting

In-Office Savings Plan – If you offer an in-house savings plan this is a good time of year to let your uninsured patients know about it.

Office Numbers (key practice indicators) – Knowing your practice numbers and doing something with what you know about those numbers is key to growing and improving your practice. Numbers tell a story. Numbers tell you if your practice is healthy or unhealthy. Get a baseline of where you’re at to set goals for where you want to go. If your numbers reveal unhealthiness be quick to act and get help to restore your practice to health and happiness.

Doctors, if you would like to grow and improve your dental practice and have wondered what it might be like to work with me and what coaching is all about… please feel free to reach out to me to schedule a complimentary, no-obligation coaching call at bhaydenconsulting@gmail.com.

Leadership Tips & Ideas

Employee Appreciation – 

Team Building – Improve your Office Day: October 4th

Discuss with your team strategies and goals to improve the office and ways to work smarter instead of harder. This will result in better patient experiences, improved team communication, less stressful workdays, and enjoying more fun as a team.  Consider offering a prize for the best “improve the office” idea.

You Matter to Me Day: October 7th

No employee will ever complain about being over-recognized and appreciated. Let your employees know just how much they matter to you. Employee appreciation is directly linked with job satisfaction, productivity, happiness at work, and overall team morale. Make sure they feel appreciated and valued!

Employer Appreciation

Boss’s Day: October 15th – Plan now to make this a special day for your boss(es).  (Usually, it is on the 16th but moved to the 15th because it fell on a weekend day.)  Be sure to share a photo of your “boss” on your social media pages.

You and your thoughts matter to me. If you enjoy the dental leadership, management, and marketing tips and ideas that I share each month –  I would love and truly appreciate for you to please take a second and share a review/recommendation for me on GOOGLE and/or FACEBOOK – Thank you very much!!!

Have you signed up to receive my complimentary dental marketing and practice management ideas that are sent right to your email inbox each month? If not, take a second and sign up. Or send me your email address (bhaydenconsulting@gmail.com) and I will send you an invite to follow. This way, you won’t miss a single idea!

Yours for Greater Success,

~Betty (Dental Coach)

P.S. Please stop by and follow me on  FacebookInstagram, LinkedIn, and Pinterest

Dental Office Tips and Ideas for Football Season

Dental Office Tips and Ideas for Football Season

Hello Friends,

Football season is upon us – whether or not you’re a fan of football, celebrating football season with your office employees,  patients, and the community is a great way to have more fun and exceed expectations.

Here are a few ideas for you…

Special football themed day(s) in the office:

  • Wear your favorite football team gear.
  • Encourage your patients to dress up too.
  • Decorate the office.
  • Take lots of pictures to share on your social media pages.
  • Set up a photo booth area with fun football-related props.
  • Serve football & tailgate foods  &  bottled water.
  • Hand out some patient appreciation gifts such as imprinted lip balm, football shaped/decorated treats, for more ideas check out my Pinterest board HERE.
  • Consider inviting local businesses & referring offices to celebrate with you.

More ideas to celebrate football season:

  • Special Offers on Sport Mouthguards
  • Post sports related dental health tips on your social media pages.
  • Cheer on your local football teams via your social media platforms.
  • Sponsor a local football team.
  • Have a Raffle to win football game tickets or a football-themed gift basket to encourage Facebook Likes, Check-ins, Referrals, and Reviews on Google,and Facebook
  • Deliver football-themed snacks and gifts to local businesses and specialists.

Hope you enjoyed these ideas.

Please share your football fun pictures & ideas with me.

Would you please do something for me? If you enjoy the complimentary ideas that I share each month, I would love and truly appreciate for you to please leave a review/recommendation for me on Google or Facebook here are the links  GOOGLE and/or FACEBOOK

Are you receiving my free dental marketing and practice management ideas every month via email? If not, PLEASE take a second and follow today or send me 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

Tips and Ideas to Improve Dental Office Collections

Hello Friends,

Would you like to see more patients not only accept treatment but pay for it before or at the time of service?  Would you like to see an increase in production and office collections?  Would you like to decrease the amount of time and money being spent on making collection calls and sending patient statements/letters? Great news, I can help you!

Fear of cost moves many people to put off visiting the dentist or to cancel their appointments for scheduled treatment. Fear of presenting fees causes many team members to dread or avoid presenting treatment plans/financial expectations and asking for payment. These fears do not help the patient or the office.

I know this is true because as I coach dental office teams, during my in-office visits we quickly discover that in most cases solid collection protocols are lacking.

Today, I’ll share with you a few tips to help you increase and improve office collections. make that happen.

  1. See the true value of dentistry – With each day and each patient you and your team have the privilege and opportunity to potentially change someone’s life or at the very least, help them smile healthier. A healthy smile is part of a healthy body, healthy smiles and bodies create healthy communities.  The entire team must believe this. The entire team must also wholly believe that you’re providing the best quality care. Having full confidence in the doctors and hygienists’ ability to provide quality care and to create beautiful and healthy smiles is a must. Give every patient the opportunity to say yes or no to your very best care!
  2. Be confident with fees – The entire team should role play presenting small and large treatment plans and financial arrangements until everyone is comfortable saying the dollar amounts out loud and with pride.
  3. Financial Guidelines & Expectations – Have written financial guidelines that is kindly reviewed with the patient at their first appt. Have them sign and take a copy with them. For your existing patients, review with them any changes to your financial expectations, have them sign and give them a copy to take home.
  4. Avoid assumptions and judgment – Don’t make decisions for the patient as to whether they can afford the treatment based on your assumptions or reality.  Always offer the best treatment and flexible payment options and allow the patient to decide what they want to accept or not.
  5. No surprises! – Present the patient’s treatment plan and estimated financial portion before treatment is started. If you accept and/or participate with their insurance, have up to date eligibility, a breakdown of benefits and the insurance fee schedule on file for the patient and enter into your practice management software.
  6. Payment due before or on the day of service – No billing the patient for co-pays or payment for services. (Hint: Collecting prior to appt. will reduce cancellations and no-shows. Another Hint: If you didn’t collect at the time of scheduling, collect their portion before the patient goes back for treatment, especially if they’re having a lengthy or difficult appt.
  7. Make it easy for them to pay – In addition to accepting cash, check, and charge cards, offer third-party financing. Avoid in-office payment plans!
  8. Incentives – Offer incentives for patients to pay when they make the reservation.
  9. Dealing with forgetful patients – When a patient says they forgot to bring money…they can either call the payment in over the phone when they get home or give them an envelope with payment due date for them to mail in a check. Call the patient if payment isn’t received by the due date.
  10. When Insurance is involved – Always give the full treatment fee, the estimated insurance amount and the patient’s estimated portion that is due today. Let the patient know you’ll send in the claim and inform them if anything changes with the estimated insurance portion. Watch your insurance aging report closely. Promptly follow up on any unpaid claims, insurance rejections, and requests for add’l information.

There you have it, 10 tips to successfully collect payment before or at the time of service.

Once you plan to consistently collect payments before or at the time of service and hold your team accountable to follow through with that plan, you’ll wish you started it sooner.

Do you know what your accounts receivable totals look like? Do you know how many insurance claims are over 60+ days old? Do you know how many of your patients have made a payment within the last 30 days and how many are past-due? If you do not know what your office numbers look like, please examine, record, and measure these and other important key practice indicators. You need to know where you’re at currently to know how to best care for your patients and what your potential for increasing collections looks like. To help you get that data quickly, like within minutes – if your PMS is either Dentrix, Eaglesoft, or Open Dental you can request a complimentary, no-obligation practice data snapshot here: Game-Changing Awareness from Dental Intelligence  – Within minutes we’ll identify your practice’s strengths and uncover hidden opportunities.  I am happy to assist you with this at no charge.

Here are a few more tips to help make this a true success for you.

  • Daily, Weekly and Monthly, monitor your patient and insurance accounts receivables, collection and credit reports.  (Carefully review write-off’s, discounts, credits, charges, and payments.)
  • Avoid “Statement Groundhog Day” – Stop sending statement after statement to patients that are past due on making a payment. They ignore them and it costs you a lot of money. Get collection letters out and make some calls.
  • ALWAYS send out clean insurance claims! If your administrative team needs any training in this ever-changing insurance world with how to estimate co-pays, send out claims (daily), post insurance payments and adjustments…get them the proper training asap!
  • Insurance Claims Aging Report – Run your insurance aging report and start from the oldest and work down to the current claims… how old are some of those claims? What is the status of the claims? Where is your money? Now is a great time to clean up that report.
  • Don’t assume… know by who, when, what and how your money is being handled. It’s important for the entire team to understand why this information is necessary.
  • Set goals, share with your team what your production and collection goals are and how it benefits them to all work together as a team to reach or exceed these goals. Consider offering a small bonus or incentive when these goals are reached.

Print out these tips and suggestions and review them at your next team meeting.

If you appreciated these complimentary ideas I  would love for you to please leave me a review/recommendation here on GOOGLE and/or FACEBOOK.

Friends, if your office is struggling with collections or out-of-control accounts receivables please don’t wait to seek help. The longer that money sits out there the less you collect.  You deserve to be paid for the amazing dental care you provide.

Don’t miss out on any of the ideas that I share each month! Are you receiving my complimentary Practice Management and Marketing Ideas in your email each month? If not, please start following us today. If you prefer, send me your email address (to bhaydenconsulting@gmail.com) and I will send you an invitation to follow my blog.

Yours for Greater Success,

~Betty – Dental Coach

Dentist Office Management and Leadership Ideas for September

Dentist Office Management and Leadership Ideas for September

Hello Friends,

How are things looking for your office in September? Do you have holes in the schedule? Or are you booked solid? Are you on track to have your best September ever?

No matter if your schedule is full of patients or full of holes there are things we can do to improve the practice – things that show the team how much they matter and things to show your patients that you care.

If your schedule isn’t looking as great as you’d like, or if you’re experiencing too many broken appts, or if your schedule is busy but not necessarily productive – you’ll benefit from the ideas that I am sharing with you. (That is of course if you implement them 😉 )

We know that a full hygiene schedule today typically means a full doctor’s schedule tomorrow – why is that? Approximately, 75% of restorative needs are discovered during hygiene patient visits.

Unfortunately, when there is that open chair time with no production to collect on, your overhead expenses continue without letup.

This isn’t just about money though – our focus should always be on helping our patients smile healthier and happier. When Your Patients Are Healthy – The Practice Is Healthy. To help make our patients healthier we need them to schedule appointments.

The ideas that I am sharing with you for September will help you reactivate and reappoint patients, attract more new patients, build relationships within the community, as well as exceed your current patients’ expectations.

Note: If you’re looking for marketing (growth) tips and ideas for September please check them out HERE.

Do you enjoy the complimentary ideas that I share each month?  I would love and truly appreciate it for you to please leave me a review/recommendation here on GOOGLE and/or FACEBOOK . Thank you! 

Leadership Ideas:

“If your actions inspire others to dream more, learn more, do more and become more, you are a leader.” – John Quincy Adams

By your actions lead your team in the direction you want your practice to go and grow.

Think beyond what you’ve always done to get by or your current perceived limitations– get creative with your methods for staying in touch with your current patients, reaching out to inactive patients, welcoming more new patients, and learning new things as a team to keep things fresh and motivating.

Employee Appreciation Idea – September is Self-Care Awareness Month – We’re finding many employees/team members experiencing burn-out and overwhelm for numerous reasons. We are also dealing with an employee shortage which is adding extra stress on the loyal employees. Self-Care has never been more important than it is right now! Give a small gift of appreciation to your employees that encourages self-care.  It could be a gift card or actual gifts. (ie: spa products, chocolate, books, essential oils, teas, water bottle, etc.) In addition, be alert to create opportunities to express your appreciation to your employees (and for the employees reading this – let your doctors know that you appreciate them too) – with your words, a short handwritten thank you note, etc.

Practice Management Tips & Ideas:

Unscheduled Treatment Plans & Hygiene Continuing Care – Reach out to all your patients with incomplete treatment plans or that are past-due in hygiene. Encourage them to schedule their appointment during the months of September, October, and November.

It is important to reach out to these “unhealthy” patients even IF you have crazy full schedules. They need to know you haven’t forgotten about them and that you care about their health.

Friends, do you know what your schedules look like for the fall months? Do you know how many of your active patients have a future appointment and how many do not? Do you know how many new patients you are welcoming into the practice AND how many patients you’re losing each month?  To help you get that data quickly, like within minutes – if your PMS is either Dentrix, Eaglesoft, or Open Dental you can request a complimentary, no-obligation practice data snapshot here: Game-Changing Awareness from Dental Intelligence  – Within minutes we’ll identify your practice’s strengths and uncover hidden opportunities.  I am happy to assist you with this at no charge and with absolutely no obligation to do anything further with me. 

Insurance Renewal Letters – Send out your Insurance and HSA/FSA “Use it or Lose it reminder texts, emails, and letters. If you would like a sample letter please email me at bhaydenconsulting@gmail.com

Dental Office Insurance Renewal Reminders Betty Hayden Consulting

Wishing you all the healthiest and happiest September!

Doctors, if you would like to grow and improve your dental practice and have wondered what it might be like to work with me and what coaching is all about… please feel free to reach out to me to schedule a complimentary, no-obligation coaching call at bhaydenconsulting@gmail.com.

Are you receiving my complimentary Dental Practice Management and Marketing Ideas via your email each month? If not, please 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. 

Yours for Greater Success,

~Betty

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