Dental Practice Management Tips and Ideas for February 2021

Dental Practice Management Tips and Ideas for February 2021

Hello Friends,

How is your first quarter looking so far? What are you doing to ensure this is a healthy and productive year for you, your office, and your team?

Of all the things I’ve done, the most vital is coordinating those who work with me and aiming their efforts at a certain goal.” – Walt Disney

Here are a few Practice Management and Leadership Tips and Ideas for February.

February is National Time Management Month: When was the last time you reviewed all your office systems and protocols to ensure that you’re using your time efficiently and effectively?

If you’re often running behind schedule, investigate as to the reason(s) why. If you know the why… change whatever it is causing you to stray from the schedule.

You get to decide where your time goes. You can either spend it moving forward, or you can spend it putting out fires. You decide. And if you don’t decide, others will decide for you.” – Tony Morgan

Arrive at the office with plenty of time before the first scheduled patient, expect your patients to arrive on time, never wait on hygiene exams, calculate the actual amount of time it takes to do procedures, control the schedules, these things will help you stay on time.

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.

Reappointments and Reactivation – Now is a great time to reach out to your unscheduled patients both active and inactive patients.

Rather than just calling to ask if they would like to schedule an appointment, use this occasion to simply check in to see how they’re doing and let them know you’re thinking about them. This is about building and strengthening relationships. 

Take advantage of the different methods to reach them – telephone, text, email, letter/care, and your social media pages.  You’re planting little reminder seeds that you are still here for them during these crazy times.

Here is an idea: February 24th is Forget Me Not Day – This is a day to remember family, friends, loved ones, and unscheduled patients.

Remind your patients to not forget to schedule their all-important dental cleaning, examination, and oral cancer screening!

Friends, 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. 

Telephones – As a team, create your Telephone Principles (scripting guidelines) which include your goals & expectations for each call.

Practice, Practice, Practice how to effectively handle different types of calls and questions until you feel comfortable. A few tips:

  • Answer the phone during hours/days that patients are most likely to call.
  • Avoid putting callers on hold – first, find out who it is and how you can help them.
  • Call Steps: Smile, Reassure, Get Name, Discovery, Relationship Building & Scheduling.
  • NP’s – Always get their referral source. Also, ask if they have any other family members that they would like to schedule an appointment for.

To learn more, see: https://bettyhaydenconsulting.com/2020/01/30/dental-office-telephone-principles/

Insurance Claims – Send out clean claims with the correct information, provider, date of service, xrays, attachments, documentation.  Your goal is to not have any unpaid claims sitting out there past 30-60 days.  What does your insurance aging report look like? (Did you know that your collection percentage drops significantly after 90 days past due? Over 120 days past due it drops to about 30% – you lose a lot of your money the longer these claims sit out there.)

For Dental Marketing Tips and Ideas for February visit here: https://bettyhaydenconsulting.com/2021/01/05/dental-office-marketing-tips-and-ideas-for-february-2021/

As always, wishing you the very best!

I would love and truly appreciate for you to please leave a review/recommendation for me here on GOOGLE and/or FACEBOOK.

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 inbox each month? If not, please start following us today. If you prefer, send me your email address at bhaydenconsulting@gmail.com and I will send you an invitation to follow my blog.

Yours for Greater Success,

~Betty

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

Dental Practice Management and Leadership Tips and Ideas for January 2021

Dental Practice Management and Leadership Tips and Ideas for January 2021

Hello Friends,

“Hope Smiles from the threshold of the year to come, whispering ‘it will be happier’.”    ~ Alfred Tennyson (happier & healthier!)

December is a great time to find and create opportunities for growth in the New Year. Make your action plan for any wanted and needed improvements to your office including setting your production, collection, treatment, continuing education, and new patient goals for the new year.

While you’re at it – think seriously about any troubles, concerns and problems that occurred during the year that you do not want to repeat in the new year. What problems would you like to see solved? Take steps to make any needed changes or improvements.

“I must lose myself in action, lest I wither in despair.” –  Alfred Tennyson

Be sure to consider and reflect upon all the things that went well too. Celebrate your successes and wins!

Note: For Dental Marketing Tips and Ideas for January 2021 Visit HERE

Practice Management Tips and Ideas

Insurance Renewals – Many of your patients’ dental insurance maximums renew on January 1st. Reach out to your patients with a friendly reminder of their renewed benefits and to schedule them to come in for their hygiene visit or unscheduled treatment with the doctor. Share insurance renewal reminders on your social media pages, too.

Unscheduled Patients – It doesn’t do any good to have active patients if they’re not scheduled for a future appointment. Make plans to reach out to all your unscheduled patients and invite them to schedule an appointment for their hygiene visit or if they have unscheduled treatment plans.

Friends, 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. 

Leadership Tips & Ideas

National Clean Off Your Desk Day: 11th – Clutter represents indecision. Decide to get rid of the clutter! That includes any sticky notes attached to computer monitors, coats/sweaters hanging on the backs of chairs and fast-food drink containers sitting out on the counters.

National Bagel Day: 15th – Surprise your team and bring in bagels for breakfast 😊

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.

Wishing you all a healthy and happy start to 2021!

Do 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 leave a review/recommendation for me here on GOOGLE and/or FACEBOOK

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 say hello to me on  FacebookTwitterInstagram, LinkedIn and Pinterest

Why Dental Marketing Matters

Why Dental Marketing Matters

Hello Friends,

What is dental marketing? Do you need to market your practice? Does dental marketing even matter?

Oftentimes, dentists will proudly tell me that they don’t do any marketing in their practice and that they don’t need to market because they’re still growing with new patients each month. Others invest quite a bit of money to attract new patients to their practice. And some, tell me they need to start marketing because their office isn’t growing as they need it to.

It’s clear to me that people define what marketing is and why they would need it or not need it in different ways – in fact, here are a few dictionary definitions of marketing that I found:

“the act or process of buying and selling in a market.”

“The strategic functions involved in identifying and appealing to particular groups of consumers, often including activities such as advertising, branding, pricing, and sales.”

The American Marketing Association defines marketing as, “the activity, set of instructions, and processes for creating, communicating, delivering and exchanging offerings that have value for customers, clients, partners, and society at large.”

From these definitions, we can see that marketing your practice involves so much more than just spending money on advertising. And the offices that tell me they have never done any marketing have been marketing their practice without even realizing it was marketing that they were doing to retain their patients and attract new patients. Why do I say this?

Everything that you do, everything that the patient (and potential patient) sees, hears & feels is a form of marketing. Everything you do or don’t do, matters.

Marketing your dental practice is like planting seeds. Some seeds sprout right away, others may take a while. You may have written some seeds off as a loss and when you least expect it, there it sprouts and produces beautiful results. And some may sprout where you don’t even remember planting.

” If you can look into the seeds of time, And say which grain will grow and which will not.  Speak then to me.”~ William Shakespeare

What are your marketing seeds? Marketing Seeds Include (but are not limited to):

  • Current Patients/Referrals
  • Social Media Platforms
  • Google My Business
  • Online Reviews
  • Direct Mail
  • Patient Appreciation Gifts
  • Staying in Touch with your Patients
  • The Patient Experience
  • Digital Marketing (Website, SEO, Emails, Mobile Devices, Google, Etc.)
  • Your Brand / Culture
  • Community/Charity Involvement
  • Local Business Partnerships
  • You and Your Team
  • Office Appearance (Inside and Outside)
  • Office Systems and Protocols

Take some time today and think about what you are sowing & producing.

Look at your practice through the eyes of your patients and potential patients.

Look closely at yourself, your team, the exterior, and interior of your building, all office systems, your lab, sterilization procedures, website & social media sites, marketing materials, marketing programs and the patient experience. Weeds can sneak in very easily if you don’t work to prevent them or if you ignore them when they are small.

Be wary of these two especially dangerous weeds: Poor telephone call systems and poor team member attitudes. See How to Effectively Answer the Dental Office Telephone & Happy Team

Examine your referral sources & patient retention numbers, this will be a key indicator as to the quality & quantity of the seeds you and your team are planting.

Friends, 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. 

Who is referring the new patients and who isn’t? And why? Are you known as the go-to dental expert in the community? If not, why?

Do you provide your patients with a consistent & quality experience over the telephone? What about during & after their visit? Are you exceeding their expectations?

Are you and your team members involved in the community? Are you tracking, acknowledging, and rewarding those that refer to you? 

Again, everything matters! 

Don’t give up and please, don’t ignore any of the areas we’ve talked about – you might not see results right away but seeds are being planted, impressions are being made. You never know where and when they will take root and bloom!

Bring in some fresh eyes if you need to, ones that will see, hear & feel what you are missing, and ones that will give you the push and help to get rid of any weeds and plant seeds of greatness daily & consistently!

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.

When considering your office needs and marketing plans, remember to…

  • Know Your Target Audience
  • Set Goals 
  • Create a monthly marketing calendar
  • Track all your marketing efforts. What’s working? What needs improvement? What needs to be eliminated?

Do 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 leave a review/recommendation for me here on GOOGLE and/or FACEBOOK

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 say hello to me on  FacebookTwitterInstagram, LinkedIn and Pinterest

 

Dental Office Leadership, Management, and Marketing Tips and Ideas for December 2020

Dental Office Leadership, Management, and Marketing Tips and Ideas for December 2020

Hello My Friends,

What does December typically look like for your dental practice? Schedules jammed with patients trying to use their remaining dental insurance benefits before they expire? Patients breaking their appointments same-day because they’re too stressed out, or financially strapped to think about going to the dentist?  Now, we can add patients breaking their appointment because they’re afraid to leave their homes and have been told that is unsafe to visit the dentist.  Or maybe your office needing to close due to a shut-down or COVID exposure.

Regardless of what December usually looks like in your office – we can expect December 2020 to look different (unusual) than years past because if there is one thing we’ve learned this year it is that things in life can change quickly and often.  

Many have become adaptability experts while looking forward to this year coming to an end. However, even with all the uncertainty and need to be adaptable, we can still plan to make the last month of the final quarter for this crazy year a HAPPY one.  We need it!

Here are a few dental leadership, marketing, and management tips and ideas to help you do just that.

Practice Management Tips & Ideas

Incomplete Treatment:

Do you have any patients with incomplete treatment or ones that are due/past due in hygiene with remaining insurance benefits that will expire at the end of this year? Do what you can to help them see the need and value in scheduling an appointment this month. Some offices invite their patients to take advantage of “today only” special offers that they share via their social media sites, emails, and telephone calls.

Do you know how many of your patients have unscheduled treatment plans and money remaining on their insurance for this year?

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. 

Be alert to any patients that are coming in with the doctor or hygienist and have incomplete treatment or are due in hygiene. If the schedule allows, encourage them to take care of both at the same time. This means carefully reviewing all charts in advance of the appointment.

December is a great time for Special offers on Teeth Whitening, Electric Toothbrushes, and Invisalign.

Remind your patients that electric toothbrushes, teeth whitening, and dental treatment make excellent gifts!

Consider having a drawing for a gift basket or gift cards to local businesses that your patients can enter to win when they come in for their dental appointment before December 23rd.

Cosmetic Dentistry Opportunity:

Many of your patients will be attending/participating in end of year parties/events during the month of December. Now is a great time to help them see how they can easily get their smile ready for the camera (even if it is the Zoom camera) with teeth whitening and other cosmetic treatment/procedures.

Leadership Tips & Ideas 

“If you want to be happy, set a goal that commands your thoughts, liberates your energy and inspires your hopes.” —Andrew Carnegie

December is National Write a Business Plan Month – What does your business plan look like for 2021? Meet as a team to discuss marketing ideas, production, & collection goals, new patient goals, continuing education needs/wants, and office maintenance/repairs/remodel needs. Put your plans down on paper! Be sure to include a plan of action: The Who, What, Where, When & How’s!

Note: If you struggle with implementing your leadership, practice management & marketing goals – a dental coaching relationship may be the solution! Contact: Betty @bhaydenconsulting.gmail.com.

Marketing Tips & Ideas

Cookie Cutter Week: 1-7 – Purchase a variety of cookie cutters to individually package and seal with an office label that says: “Our Patients Are a CUT Above the Rest!” See more patient gift ideas here: Patient Appreciation Gift Ideas

betty hayden consulting dental office tips and ideas winter

National Hand Washing Awareness Week: 6-12 – Purchase small bottles of hand-sanitizer with your office information on the label.  Give away to your patients during this week or throughout the month.

Community Involvement: Donations – Open your office as a Drop-Off Location for donations of non-perishable food items or winter gear for families/individuals in need.

Oftentimes, local print & TV news will pick up these types of stories. (Especially around the holidays.)

Educational Opportunity: National 12-hour Fresh Breath Day: 12th –Create a few short videos for your social media platforms about the possible causes of bad breath as well as some tips and remedies to keep their breath smelling fresh.  

Social Media Post Ideas to Improve Engagement during the month of December

National Pear Month 

 Gluten-free Baking Week: 13-19 

National Sock Day: 4  

Toilet Paper Appreciation Day: 8 

National Chocolate-covered Anything Day: 16

Winter (Winter Solstice): 21 

Bacon Day: 30 

Look On The Bright Side Day: 31 

It may be that despite your best efforts the schedule will still fall apart. Don’t stress over it, instead use that available time to do some training, team building, office cleaning/organizing, or to catch your breath, and smile!

Did you enjoy these tips and ideas?   I would love and truly appreciate for you to please take a minute to leave a review/recommendation for me on GOOGLE and/or FACEBOOK

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 inbox each month? If not, please start following us today. If you prefer, send me your email address and I will send you an invitation to follow my blog. 

Yours for Greater Success,
~Betty

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