Pediatric Dental Practice Management Tips and Ideas

Pediatric Dental Practice Management Tips and Ideas

Hello Friends,

Are you looking to improve and grow your pediatric dental office? Today, I’m going to share several dental practice management ideas for your pediatric office. You may want to print out this article and discuss these ideas with your team. Together, come up with a plan that will help you become/remain the “go-to” pediatric office in your community.

Before we get started, keep in mind that the way to mom and dads’ heart is to treat their children well. The way to keep mom and dad loyal to your office is to treat their children exceptionally well. Why? Happy Kids = Happy Parents.  As a mother of two children, I know this to be TRUE!

Here you go, Dental Practice Management Ideas for the Pediatric Office

grow and improve your pediatric dental clinic

Yes, these are my precious children once upon a time 🙂

 

 Reception Room –

  • CLEAN/Well-maintained
  • Up-To-Date Décor
  • Video Games – Stationary or handheld devices
  • Books – Lending library bookshelf.
  • TV (children’s movies and short dental education videos)
  • Pictures – Wall of fame, digital photo frame or photo album filled with pictures of your patients.
  • Photo “booth” area with backdrop and photo props.
  • Tablet/Cell Phone charging station for parents.
  • Bottled water (beverage & snack station for parents.)

 New Patient Experience –

  • INTRODUCE yourselves to the parents & the child.
  • Give a tour of the office. Point out where the restroom is located.
  • Explain what they can expect during their visit
  • Free stuff – children love to pick out a prize after their visit.
  • Sign them up for your kids’ club/team.
  • Send them a welcome card after their first visit. Kids love to get mail!

Okay, time for a personal experience… I took my children to a new dentist. The hygienists’ took my children back for their cleaning appointments without introducing themselves to me or the kids first. Also, I was never invited back to meet the doctor before, during, or after his examination. Yes, I could have insisted on an introduction but seriously? common courtesy here, how difficult is a simple introduction? Turn off for me. And I can’t be alone here – I suspect most parents and children for that matter would appreciate a greeting and introduction.

Kids Club/Team –

I’m not a fan of “no cavity” clubs because I like to see all children have the opportunity to be part of the office kids club/team and sometimes, a child’s unfortunate cavity is the fault of the parent. Have a club/team that is just for fun and that rewards healthy habits, report cards, community involvement, etc. Take a picture of each child to hang on your wall of fame or in a digital photo frame or picture album, as well as for your website, newsletter and/or social media sites. Present the child with a certificate/wristband/t-shirt when they sign up for your kids’ club. Have monthly contests/drawings that the children can enter to win prizes.

Give-Aways – Toothbrushes, Toothpaste, Floss/floss threaders, Toys, Puzzles, Kites, Books, Gift Cards, Bubbles, Stickers, Balloons, Fidget Spinners, Kites, Small Stuffed Animals, Glow items, etc.  Children love to leave the office with a small treasure.

Reviews/Recommendations – Ask for reviews and recommendations on Google and Facebook. Parents appreciate hearing from other parents about their experiences with your office. Most often, it is as simple as asking mom or dad if they would please take a minute to leave a review/recommendation.

Referrals – Acknowledge all referrals with a thank you card/letter signed by the dental team. Consider offering thank you gifts/raffle items. Prize ideas: Gift Cards, Family get-away, Gift Baskets, Etc. See Gift Ideas – Pinterest Board

Website – Have an attractive, informative, and up-to-date Website.

Social Media –  Utilize social media platforms to keep your current patients up to date with all of your office happenings, to build relationships with local businesses, and to connect with potential patients. Be sure to connect with community mom groups and all kid-related businesses on your social media platforms. (See this Pinterest Board for a plethora of posting images.)

Facebook Videos Share (live) videos about brushing & flossing techniques, what to do in a dental emergency, why baby teeth are important, what age should a child first visit the dentist, how much sugar is in your favorite drink/cereal/snack, healthy snack ideas and so on.

See Social Media Site Posting Content Ideas

Answer Your Phone – 

Sure, you know that the office phone should be answered within the first couple of rings by an unhurried, friendly scheduling coordinator whose goal is to schedule an appointment and wow the caller with excellent customer service but if you want to see greater results from your marketing efforts, then you must be certain that your office phone is answered during times when patients are calling. Minimum: Monday – Saturday 8:00am – 6:00pm, including lunch hours.  Invest in your entire team by providing training on how to effectively answer the phone.

Forward your calls to an answering service if needed. Having a live person for the caller to talk to is so much better than your caller getting an answering machine or voice mail and then deciding to call the next dental office on their list in hopes of talking to a “live” person.

Also, despite our best intentions to not put a caller on hold we know that it still happens from time to time. Consider having an on hold message for these times, this way, you’ll have the opportunity to share office information, special offers, social media sites, etc. with the caller rather than them listen to nothing, an annoying beeping sound or lame music. See also: Should I Use A Message On Hold Service

Missed calls and calls poorly handled are missed opportunities and those missed opportunities mean missed dollars…big dollars!

For more telephone success tips, take a minute to read this helpful article: How to Effectively Answer the Dental Office Telephone

Blog/Website – Become the dental expert in your community. Post articles, videos, and pictures on your website and social media sites about different dental treatments/products, sports safety, what to do in a dental emergency, etc. TIP: Pin your blog posts, articles, videos and pictures to your office Pinterest boards. Pinterest is a GREAT way to drive traffic to your website. If you don’t already have Pinterest for your office, add that to your to-do list. Have a variety of family-related boards such as dental health tips, recipes, crafts, party ideas, healthy snacks, book ideas and more. Feel free to check out my Pinterest boards for ideas.

Distractions/Safety – TV’s in the treatment rooms, Ceiling Tile Scenery, Sunglasses, Etc. Make the experience as comfortable and enjoyable as possible for every child.

Contests/Drawing – Coloring contests, Monthly Gift Card/Gift Basket drawing, Wristband, Photo, Etc.

Post-Op Calls – Each evening place a “just wanted to see how well you’re doing call” to any patient that had an extraction or maybe was nervous or had a rough time during their visit.

Treatment Recommendations –  Make it easy for mom or dad to say yes to your treatment recommendations. Have effective financial plans in place. For convenience, offer more same-day treatment. For example, if you’re recommending sealants at the hygiene visit, if possible, do them at that time. This is coming from a busy mom, convenience matters!

Hygiene Continuing Care – Schedule their next hygiene appt. while they’re in the office. Be certain that your hygiene continuing care reports are being monitored and calls are going out to schedule appts.

First “Happy” Visit Experience – Take a picture of the child in the chair (holding a first visit sign or certificate) and give to their parent in a cute picture frame. Share these pictures on your social media pages. Tag the parents in the post.

Are you ready for the #1 Way to Grow your Pediatric Office?  

Consistently Exceed Parent & Patient Expectations and Consistently Be Great! Give your patients something positive to talk about to their neighbors, workmates, friends, and family members. Make it easy for them to refer patients to you. (If you need some ideas to help Improve your Office, be sure to check out 30 Little Things That Make Big Things Happen for your Dental Practice , Cleaning Checklist for your Dental Office

I know this is a lot of information but if you’re serious about wanting to grow your practice, then it’s worth it to take the time to implement some or all of the ideas that I have shared with you today. Remember, if you’re feeling overwhelmed, you don’t have to do this on your own, I’m here to help.

Reminder, keep track of your new patient referral sources. Put specific referral source codes into your software system, this way, when you ask “How did you hear about us?” you have the correct referral code to enter in and you’ll be able to acknowledge that source with a thank you as well as know what marketing is working to bring in new patients. Speaking of marketing, stay tuned as I will be sharing several pediatric dental practice marketing tips and ideas very soon!!

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

Are you receiving my complimentary Dental Practice Management and Marketing Ideas in your email inbox 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. Feel free to tell your dental friends all about this website so they can start benefiting from these dental ideas too.

Yours for Greater Success,

~Betty

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

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Dental Office Morning Meeting Tips and Suggestions

Dental Office Morning Meeting Tips and Suggestions

Hello Friends,

Do you ever feel like your attempt to conduct a daily morning huddle is just a big hassle? That the meetings are a waste of time? Or maybe you’re already conducting morning meetings and want to make them more effective, please keep reading!

Today, I want to share with you some tips and suggestions that will help you have effective morning huddles and answer some questions that many of you have asked about morning huddles.

dental office morning meeting agenda

Why should I have a morning huddle/meeting?

The morning meeting is essential for a successful day. If you tried in the past to have a morning huddle and it didn’t work out… try again! However, this time, please follow my tried and true suggestions & tips. Every dental office wants to produce more, collect more, stress less, have happy doctors and team members and consistently exceed patient expectations. Right? Well, effective morning huddles help to make those things a reality.

Remember this: Proper Planning Prevents Poor Performance!

When should the morning huddle start? and How long should it last?

Fifteen – twenty minutes before the first scheduled patient.   It should last no more than 10-15 minutes. Taking 10-15 minutes first thing in the morning to ensure the day starts off happy and productive is well worth it.

Who should attend the morning meeting?

Everyone. If scheduling prevents everyone from attending…at the very least the doctor(s), hygienist(s), assistants and someone representing the administrative team. It is imperative for a team member to be assigned at every meeting to update the employee(s) not present of what was discussed/announced. No one should be left in the dark. This eliminates any “I didn’t know” or “no one told me!”

Who leads the huddle?

Rotate team members to conduct the meeting and make certain that everyone stays on point and that the meeting ends and starts on time (appoint a time-keeper)! Doctors (lead by example) be present at the start of the mtg and end each meeting on a positive note. Team members from each department can & should contribute what pertains to their particular department.

What do you talk about?

Focus on: Today and Tomorrow and a little bit of yesterday 😉

START and END the meeting with something POSITIVE.

  • Ata-boy/gal minute – 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? Did anything happen yesterday that could be improved upon or avoided in the future? If yes, How?
  • Holes – Can a hygiene patient in need of restorative slide over into the doctors chair? Is there anyone coming in with the doctor that is due in hygiene? If not, how will we remain productive during this downtime?
  • Emergency time – Where can we put the “true emergencies”?
  • Potential trouble spots – Review schedule for any potential trouble/hiccups/hang-ups. Such as: doctor needed in multiple places at the same time, habitually late patient, copays that must be collected, difficult patient, etc. Do everything in your power to start, stay & end on time, exceed patient expectations and work together as a team for a smooth & happy day.
  • New Patients / Referral Sources – Who are our new patients today and how did they hear about our office? Everyone be ready to warmly greet all patients but introduce yourselves to all new patients. Thank them for coming in.
  • Pre-op calls – Any new patients coming in tomorrow or the next day that the provider can call and welcome?
  • Same day services – Identify any patients that would benefit from same day services (fluoride, x-rays, desensitizing agents, whitening, mouthguards, better home care tools)
  • Post-op calls – Did we call yesterday’s patients to check in on them? Preferably the doctor and hygienist should make their own calls. (Who do you call? All new patients and any patients that had anesthetic, extraction, or perio therapy. Also, any patients that may have been fearful.
  • Social Media – Who will help with that today? Ask patients to like the office (or check-in) on Facebook, follow on Twitter & Instagram. So many reasons throughout the day to post to your social media sites, such as: a patient brings in a treat, to welcome a new patient to the office, a child joined your kid’s club/team, celebrate a beautiful cosmetic restoration/teeth whitening, etc.
  • Testimonials/Reviews – Who is a candidate for providing a testimonial/review? Be alert throughout the day to ask for testimonials/reviews. Especially when a patient compliments the office on something… ask for a written or online testimonial. Take their picture (with permission) to post on your social media sites/website. NOTE: If a patient that is coming in for today has previously filled out an online survey be sure to review it. If they had a problem make certain it’s not repeated, if it was praise be sure to thank the team and the patient!
  • Goals – Look at Production, Scheduling & Collection goals for yesterday, today and tomorrow. Reminder to collect all co-pays at time of appointment!!
  • Treatment plans – Remember, offer the very best treatment options to your patients, let’s not “watch” or “wait until next visit” chances are it will only worsen. Let the patient decide for themselves! Were there any patients that came in yesterday that we treatment planned and they did not schedule an appointment? WHY?
  • Conclusion – End the meeting on a positive note. Tell a funny joke, read a positive quote and/or thank your team. Watch a quick motivational, educational or funny video clip. This meeting sets the tone for the day… Make it a happy one! Let’s go change someone’s life or at the very least help them smile bigger and healthier!

Here are a few additional tips for a successful morning huddle:

  • Come prepared! Have ready copies of the schedule (today and tomorrow). Charts/treatment should be reviewed the day prior to the huddle. Be sure to have available your collection, scheduling and production goals for today and tomorrow and yesterday’s results.
  • Stand for the meeting. This helps to keep the huddle on time and hold everyone’s attention.
  • Maintain a positive attitude regarding the importance of DAILY morning meetings.
  • Use a check-list! This will help you stay on time and cover all points.
  • FOOD! Every once in a while surprise the team with bagels, donuts, coffee, muffins, etc.

I strongly encourage you to implement daily morning huddles, simply because I know that they’re effective and I want all of you to have happier, more productive and stress-free work days!

Should you need any help implementing these ideas or have any other questions that I can help you answer…I’m ready to help.

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 and/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!

Huddle Up and Have a Great Day!

Yours for Greater Success!

~Betty

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Dental Practice Management Tips and Ideas for January

Dental Practice Management Tips and Ideas for January

Hello Friends,

Approach the New Year with resolve to find the opportunities hidden in each new day. ”    ~ Michael Josephson

December is a great time to find and create opportunities for growth in the New Year. Make your to-do list 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. Do include your team in this plan, ask them what their ideas are to make 2018 a more productive and happier year for all! People are more likely to support that which they help to create.

Here are some Practice Management Tips and Ideas to get you started:

January Dental Practice Management Ideas from Betty Hayden Consulting

Hygiene Continuing Care & Incomplete Treatment:

Insurance Maximums: Many of your patients’ dental insurance maximums renew on January 1. Phone your patients with a friendly reminder of their renewed benefits and make a reservation for them to come in for their hygiene visit or incomplete treatment with the doctor. Include reminders on your social media pages.

Inactive Patients: It doesn’t help anyone to have a file cabinet or computer full of inactive patients – Get them on the schedule. January is a great time to send We Miss You Reactivation Letters to your patients. For a sample letter, please email me at bhaydenconsulting@gmail.com.

Hygiene Patients: Are you pre-appointing hygiene visits? If not, January is a good time to make this a goal for the office. While you have the hygiene patient in the office, schedule their next 3, 4, or 6-month visit. Avoid saying “would you like to schedule your next appointment?” Some will say no. So instead, say this: “Let’s go ahead and schedule your next visit.” Assume they want to schedule their next visit. By the way, your entire team needs to be on board with pre-appointing your patients. It can be done! 

If you’re struggling to have a productive and effective hygiene department – I can help you with this.

National Clean Off Your Desk Day: Jan. 8th ~ 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. While you’re at it, go ahead and attack the cabinets & closets. Say goodbye to the clutter!

National Compliment Day: Jan. 24th ~ Compliment a fellow team member when you catch them doing something “right”. Compliments boost morale.  (Tip: You don’t need a special day to do this, everyday compliment & reward the behavior and actions that you want to see more of. )

There you have it, a few dental practice management tips and ideas for January. I hope that you find them helpful. What are your goals for 2018? I would love the opportunity to work along with you and your team to help you set, and exceed your practice goals. If you would like to set up a complimentary telephone consultation, please email me at bhaydenconsulting@gmail.com. 

Stay tuned for my dental marketing ideas for January – they’re coming soon!

Yours for Greater Success,

~Betty

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

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