Here are some practice management reminders, leadership, and team-building ideas that can easily be implemented during the month of June. (Don’t wait until the end of the second quarter of the year to evaluate if your and your team’s daily actions are in harmony with your practice vision and mission. )
Practice improvement and growth start with you and your team! Remember, there is no way that the quality of patient care and experiences will exceed the quality of the people who provide it.
“It is literally true that you can succeed best and quickest by helping others to succeed.” –Napolean Hill
Invest in your team – Thoroughly train your employees (new & old) on your practice goals, systems, expectations, software, telephone skills, dental procedures, protocols, etc. Include regular continuing education – you can do this with in-office training, webinars, lunch and learns, and seminars/classes outside of the office.
Doughnut Day or Donut Day: June 2nd – Bring in donuts for the team!
Recess at Work day is June 15th – 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.)
Practice Management Reminders & Ideas
Unscheduled Patients – Now is a great time to reach out to your unscheduled patients both active and inactive patients. Why? Because for your patients to smile healthy they need to schedule the treatment you’ve diagnosed and to come in regularly for their hygiene continuing care appointments.
Some questions to consider:
Of your active patients (seen in the last 18 months) how many have a next appointment scheduled and how many do not?
What systems are in place to ensure the team is staying in touch with your unscheduled patients?
How many patients left the practice this year?
What can you do together as a team to retain more patients by consistently exceeding their expectations?
What can you do together as a team to help more patients say yes to your very best care? Remember, When your patients are healthy – the practice is healthy.
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.
Reviews & Recommendations – Ask your patients to please review your office on Google and recommend you on Facebook. Don’t simply rely on third-party companies to do this for you. It’s so simple (& free) to invite your patients to do this for you.
“Let no one ever come to you without leaving better and happier.” ― Mother Teresa
Practice Owners, 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 firstname.lastname@example.org.
As always, wishing you all a happy and productive month!
Please... If you enjoy the complimentary ideas that I share or if they’ve been of help to you and your practice – I would truly appreciate it if you would please take a second and leave a review/recommendation for me on GOOGLE and/or FACEBOOK.Looking forward to hearing from you.Thank you!!
It has been said that “how you present yourself is how people first view you.”
Clearly, First Impressions Matter. How are you presenting your dental practice, your services, your care, yourself and your team online? What you’re showcasing or not showcasing provides a first impression. Are you attracting potential new patients or turning them away?
Let’s consider briefly just three areas where your online presence and first impressions matter most…
It amazes me how many dental offices still don’t have a website or they have an old website with cookie-cutter, canned content and little to no information about the office, the doctor and team, and the services that they offer.
Your website should reflect the culture and personality of the practice and the team. The content should be fresh and relevant. The photos should be attractive and current. This reminds me if you have pictures on your website of team members that are no longer working at the office please remove them. Ensure that you don’t have any broken links or “coming soon” pages that have been there far too long. Think about this, when people visit your website are you welcoming them with warm and helpful messaging or inadvertently turning them away with poor messaging and unattractive pages? Keep in mind, this isn’t about what you like or dislike – this is about the patient and potential patient. For example, if I am researching dental implants on your website I do not want to see the step by step details of how an implant is placed – it freaks me out. What I want to see is the result – a beautiful tooth that allows me to smile with confidence. I don’t think that I am alone here. I feel it’s safe to say that most people care more about the why and not so much the how.
What’s in it for them to choose your dental office? Why should they choose your office over the many other dentist websites they’ve visited?
SEO – Make sure people can find you without much effort.
Listing – If you have more than one Google listing for your office that can be quite confusing to potential patients and you end up being your OWN competitor. Make it easier on everyone by merging your listings into just one. Or if you haven’t claimed your Google My Business listing as yours please do so today… it’s simple and free.
Information – Ensure that your name, address, phone number, website, etc. are all current and accurate.
Content – Are you regularly posting fresh content to your Google business page? If not, you should. It’s easy to do, it’s FREE and people visiting your listing like to see fresh content. When you post on your page you can add a link that will direct people to your website or social media pages.
Photos – Have attractive photos (both inside and outside the practice) of your office on your listing. As well, share photos of you and your team. If you have old, outdated photos of the office or team members on your listing please delete them,
Reviews – You want Google reviews. You also want to acknowledge the reviews…the positive and the negative ones.
Social media platforms such as Facebook, Twitter, LinkedIn, Instagram, Pinterest, Blogs, Online Community News Pages, YouTube, and more help to build your dental practice. Even if you’re not a fan of social media, please remember that most likely many of your patients and potential patients are using these platforms regularly. You want to be where they are and since first impressions matter – you want to make sure that your office is making a positive impression. Just like with reviews on your Google listing you want reviews/recommendations from your patients on your office Facebook page too.
The internet is full of information and choices so make it easy for your potential patients to find accurate information about your practice moving them to choose to make your office their dental home.
Another quick reminder is most often after someone finds your office on the internet unless they direct message you or utilize online scheduling they’ll be picking up the telephone and calling the office so please take some time now to ensure that your office phones are being answered during the times when potential patients are most likely to call and that they are being answered effectively. Learn more here: Dental Office Telephone Principles
Are you tracking your new patients each month to learn how they are finding you? What about other important data such as how many active patients you have? How many of your patients have a future appointment scheduled? 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.
I love hearing from you and would truly appreciate for you to please leave a review/recommendation for me here on GOOGLE and/or FACEBOOK. Thank you!!!
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 email@example.com and I will send you an invitation to follow my blog.
Is your office past-due for a good cleaning and organizing? Maybe even some remodeling or redecorating? It’s that time of year when many take advantage of the warmer weather to “spring clean” their homes. This is also a great time to spring clean your dental practice.
I encourage you to make a checklist of all the areas in your office that may need some cleaning. I’ll help you get started by showing you how to take advantage of using your 5 senses while cleaning your office. This is by no means an exhaustive cleaning list but it will give you ideas of where and what to clean.
Before you read on please remember that the patients’ (and potential patients’) perception of you, your team, the office, and the quality and safety of the care you provide is your reality. This means that everything that you do or don’t do…matters!
Even if you feel like you’re just too busy to tackle a project like this you’ll want to make the time; why? The long-term growth and success of your practice depend on it.
Sight, Smell, Sound, Touch, and Taste.
What do your patients and potential patients see?
Areas to “see” include;
Office Exterior (Curb Appeal)
Safety Concerns/Handicap accessibility
Reception Room – Sit in your reception room, what do your patients see, touch, hear, smell and taste? Look high and low. What do you see? Dirty carpeting/flooring? Outdated magazines & decor? Stained or worn chairs? Peeling wallpaper? Cobwebs? Dusty plants/floral arrangements? Light bulbs that are out? Look over at the front desk area, if you see a sliding glass window that is full of signs and papers telling your patients what to do and what not to do…remove them immediately. It’s very unwelcoming!
Restroom – Most if not all of your patients that visit your restroom WILL determine the quality and safety of your care from that experience. (Isn’t that true of you when you’re at a restaurant or any public restroom? No one wants the gas station bathroom experience…not even when you’re at a gas station.) Your restroom should be clean, nicely decorated, and well-stocked with quality paper products and soap.
Front Desk Area – Clutter represents indecision. Make a decision 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.) Purchase hot/cold beverage tumblers, preferably with your office logo on them for your team members to use at their workstations – this looks much nicer than your patients seeing soda bottles or coffee shop cups.
While you’re visiting the front office area, don’t forget about cleaning these areas too…
Current Protocols– Hygiene Continuing Care, Incomplete Treatment Reports, Confirmation, A/R-Collections, Greetings, Patient Hand-off, New Patient Welcomes, and Referral Thank you’s, etc.
Paper Communication Materials –Intake forms, Letterhead, HIPAA forms, Financial Policy & Postcards.
Job Responsibilities/Descriptions –Have every team member write down a detailed list of all of their job responsibilities. This is VERY helpful in determining more effective ways of doing things as well as finding out what is NOT being done.
Moving on to other areas of the practice…
Operatories – Sit in the treatment room chairs. What do you see? What do you hear? What do you taste? What do you smell? How do you feel? Again, your patients don’t measure the quality of care, they measure the quality of their experience. Keep your patients loyal to your practice by making certain they consistently have great experiences.
Closets – Make an inventory checklist. Throw away any expired or outdated products, equipment, manuals, etc. While you’re at it, if there is anything that isn’t be used properly due to lack of education or training, go ahead and schedule a time for continuing education/training.
Equipment/Technology – What needs repairs, upgrades or to be tossed? Computers, Software, Internet Speed & Access, Printers, Scanners, Copiers, Telephone Systems, TV’s, Postage machines, including…dare I say, typewriters?
Employee breakroom(area) / staff lounge – don’t forget about the employee break area. Is it clean and organized? Check out the refrigerator, microwave, cabinets, counters, and tables. There is no reason for this room to be messy and/or dirty. While you’re at it freshen up the room decor and stock the cabinets/refrigerator with snacks and beverages for your team.
The Team – Appearance – Wear clothes that reflect the excellent care you give your patients. Professional, clean, and wrinkle-free clothes. Clean hair, nails & body). Attitudes – Remove any toxic attitudes.
Office Policies – Review and update employee benefits and expectations. If you don’t have an office manual and/or employee handbook please get one asap.
TIP: Make a cleaning schedule – including the who, what & when. When will the parking lot, restrooms & reception room be checked & cleaned? This should be done several times throughout the day. Do not wait for the “cleaning person” to take care of those areas. If the flooring needs to be vacuumed… vacuum it. If the glass on the windows/doors have fingerprints…clean them. If the restroom toilet and sink are dirty… clean them. Make a promise as a team that if you see it (and you know you do) clean it.
Online Presence – What do your potential patients “see” when looking for a dentist in your area? Remember to spring clean your online presence too. Your website, Google My Business listing, and Social Media Pages. See: Dental Office First Impressions – Online Presence
Get rid of the dreaded dental office smell. There are products out there that will eliminate that smell without aggravating patients with allergies. Bake chocolate chip cookies if necessary. Be cautious when using scented candles, air fresheners, and essential oils that they are mild and won’t aggravate those with allergies.
Keep the noise down! Patients want to be put at ease; they don’t want to hear the latest office gossip or a TV that is too loud. Avoid using patients’ full names or complaining about patients when you can be heard from the reception room or treatment chair.
Music – Consider playing music in the reception and treatment rooms. Wireless headphones will allow patients’ to listen to music or the TV while in the chair.
Beverage Station in the reception room. Complimentary coffee, tea, cold bottled water, juice, etc. See this Pinterest board for beverage station design ideas.
Snacks – Offer snacks such as fruit, granola bars, etc. This is especially nice for patients that may have been in for a lengthy appointment and need a little boost in energy.
Allow patients to rinse with mouthwash before and after the appointment.
Offer pre-pasted toothbrushes for patients that didn’t have time to or forgot to brush their teeth before their appointment.
Reception Room – Is it comfortable & welcoming? (Please keep COVID safety guidelines in mind before implementing some of these ideas/recommendations.)
Reading Material – Have a variety of magazine and books for patients to read.
Temperature – Keep the temperature in the reception room at a comfortable setting.
Lighting – Be sure that the sunlight from the windows isn’t blinding some of your patients during the day.
Treatment Rooms – Be sure that your patients are comfortable during their visit. Your treatment rooms should be exceptonally clean from top to bottom. Get rid of any clutter sitting out on the counters, floor, or shelves.
Massage Pads on Chairs
Blankets (If you have a patient that is always cold, pop the blanket in the dryer for them right before appt). Consider offering a weighted blanket during treatment to help reduce anxiety.
Distractions – (Movies, Music, Digital Aquarium, Etc.)
Give Painless Injections…always.
Put your patients at ease by talking with them before you start looking in their mouth.
Free Stuff – Give away items imprinted with your office name, website, and phone number to each patient at their appointment. Such as; toothbrushes, hand sanitizer, calendars, pens, and lip balm.
Using your 5 senses, 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.
Your goal should be to find ways to consistently exceed your patients’ expectations and remove anything that is hindering you from reaching that goal.
If you’re struggling to reach your goals each month or struggling to get your team on board with your vision for the practice maybe a coaching relationship is just what you need. Feel free to reach out to me to set up a complimentary 30-minute call to discuss how a customized coaching program will help you to reach/exceed your goals.
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 your email address to firstname.lastname@example.org 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!
It’s time to welcome Spring and your second quarter. Be sure to review your plans and goals to make this second quarter your best one yet!
Doctors, if you’re struggling to reach your practice goals – feel free to contact me for a complimentary, no-obligation 30-minute telephone consultation at email@example.com to see if a coaching relationship is right for you.
Here are some marketing tips and ideas to help you grow your dental practice, exceed your current and potential patient’s expectations, and to have more fun as a team. Surely, less-stress and more fun at the office is something that everyone will appreciate.
Marketing Ideas for April 2021:
Community Spirit Days (April 1-30) What a great opportunity to get your name out there in the community.
Neighborhood Spring Perennial Plant Exchange from the office parking lot.
Feature a local restaurant each week on your social media page encouraging people to visit their FB page and leave a review. Do a gift card raffle for each of the restaurants.
Find a local charity that you can support.
Make your office a donation drop off site for items of need in the community (ie: non-perishable food items, books, etc.)
National Youth Sports Safety Month – All month-long promote sports safety by protecting smiles with mouthguards.
Oral Cancer Awareness Month ~ An excellent opportunity for you to raise oral cancer awareness and the need for early detection in order to save lives. See Oral Cancer Awareness Ideas
Social Media Post Ideas to Improve Engagement during the month of April 2021
National Fun at Work Day: 1st
Vitamin C Day: 4th
National Siblings Day: 10th
National Garlic Day: 19th
Banana Day: 21st
National Sense of Smell Day: 24th
National Superhero Day: 28th
Wishing you all a productive, stress-free, and very Happy April!
If you appreciated these complimentary ideas I would love for you to please leave me a review/recommendation here on GOOGLE and/or FACEBOOK. Thank you!!
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 firstname.lastname@example.org) and I will send you an invitation to follow my blog.