What are you doing to ensure this is a healthy and productive first quarter for you, your office, and your team?
Here are several management reminders, leadership, and team appreciation tips and ideas for February…
Note: If you’re looking for marketing, practice growth, and social media content ideas for February, you’ll find the links at the end of this post.
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Office Management Reminders and Ideas
Patient Reappointment and Reactivation – The easiest and best patients to fill your schedules (to meet/exceed goals) are those who have come to you before. You have a huge advantage when reaching out to established patients of record; It’s the power of pre-existing relationships. (Oh, by the way, on average, it can cost up to six times more to gain a new patient than it does to retain an existing patient.)
Are you monitoring how many patients leave the office without an appointment? How are you following up?
How many of your active patients are unscheduled?
How many of your active patients are enrolled in a hygiene continuing care program/recare?
What is your system for following up on unscheduled treatment plans?
Insurance Claims – What does your insurance aging report look like? How often are you checking on outstanding insurance claims? Who is monitoring and working on your aging reports daily? How many claims are over 90 days old? Your goal should be zero.
Scheduling Success or Scheduling Chaos? – Review your schedule for this past January, on the days that went smoothly and the days that were stressful and chaotic. What can you change to have more smooth and successful days and what needs to change to have less stressful days? Remember, where, when, and how you schedule your patients is something you should have 100% control over. If you have yet to take control of your schedule – don’t delay, get started today!
Leadership, Team Building, and Team Appreciation
Employees who don’t feel appreciated, valued, or understand their role (place) in the practice often will leave or even worse become disengaged.
What are the performance expectations for your team? Does each employee clearly understand their role in the practice?
Commend your employees when you catch them doing something “right”. Commendation boosts morale. Applaud & reward the behavior and actions that you want to see more of. Simply thanking your team at the end of the day goes a long way in making them feel appreciated.
If you want to see a positive change in your practice, you must consistently lead by example… be the change.
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 or would just like to discover areas of opportunity for your practice … please feel free to reach out to me to schedule a complimentary, no-obligation coaching call at firstname.lastname@example.org.
Random Acts of Kindness Week: 11th -17th – Do something special for your employees this week. Bring in an unexpected, sweet treat or small gift to let them know just how much you appreciate them. (By the way, if you’re an employee reading this, your doctor would also appreciate an unexpected act of kindness this week!)
National Snack Food Month: Treat your team to some healthy (and not so healthy 😉 ) snacks. You can add notes of appreciation to the snacks.
Would you do me a quick favor, please? If you appreciate the complimentary reminders and ideas that I share each month – Kindly leave me a review/recommendation on Google or Facebook.Click the following links: GOOGLE and/or FACEBOOKThank you so much!
Yours for Greater Success,
~Betty (Dental Coach)
Before you go… Would you kindly leave me a review/recommendation on Google or Facebook, please? Click the following links: GOOGLE and/or FACEBOOKThank you so much!
2024 is just around the corner! How do you want to end 2024? What do you want your practice to be known for? Create your action plan for any wanted and needed improvements/changes to your office including setting your production, collection, treatment, continuing education, new patient, administrative time, and happiness goals for 2024.
Here you’ll find several office management, leadership, and team-building reminders and ideas for January 2024.
Management & Leadership Reminders
January is Get Organized Month – This is a great time to get rid of any office clutter! Check the closets, cabinets, drawers, and countertops, and shelves for any clutter (old manuals, books, electronics, paperwork) that can be organized, put away, or tossed out. Clutter equals chaos. There is no room for chaos or clutter.
CDT Codes – Have you reviewed the 2024 CDT Code changes, additions, and deletions? If not, I strongly encourage you to ensure you and your team are up to date with coding and billing guidelines. Also, a revised ADA Dental Claim form goes into effect on January 1, 2024.
Insurance Renewals – Many of your patients’ dental insurance maximums are renewed on January 1. Phone, text, and/or email your patients with a friendly reminder of their renewed benefits and encourage them to make a reservation to come in for their hygiene wellness visit or to get started on their unscheduled treatment needs with the doctor. Include reminders on your social media pages.
Scheduling Success or Scheduling Chaos? – Reflect on your schedule last year, on the days that went smoothly and the days that were stressful and chaotic. What can you change to have more smooth and successful days and what needs to change to have less stressful days? Remember, where, when, and how you schedule your patients is something you should have 100% control over.
Practice Owners, if you’re ready 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, or would like to learn what opportunities for improvement exist in your practice... please feel free to reach out to me to schedule a complimentary, no-obligation coaching call at email@example.com.
Team Building and Appreciation Ideas
Warm Up Wednesday – January is Soup Month. How about the employees bring in a crock pot of soup and have a prize for the best soup?
National Pie Day: 23rd – Bring in a sweet treat for the team today.
National Cheesy Sock Month – Buy cheesy/silly socks for the team and take a picture to share on Facebook & IG.
Would you do me a quick favor, please? If you appreciate the complimentary reminders and ideas that I share each month – Kindly leave me a review/recommendation on Google or Facebook.
Simply click the following links: GOOGLE and/or FACEBOOKThank you so much!!
Wishing you a happy and productive year!
Have you signed up to receive my complimentary dental marketing and practice management ideas sent to your email inbox each month? If not, take a second and sign up. This way, you don’t miss a single idea!
Yours for Greater Success,
~Betty (Dental Coach)
Before you go… Would you kindly leave me a review/recommendation on Google or Facebook, please? Simply click the following links: GOOGLE and/or FACEBOOKThank you so much!
“There is no way that the quality of patient care and experiences will exceed the quality of the people who provide it.”
It’s true if you want your patients to consistently have great experiences, accept your treatment recommendations, and refer their friends, family, neighbors, and co-workers to you – it takes a quality, happy, and productive team. Of course, though, it starts with you!
Set the Example – Treat your employees how you would like them to treat your best patient!
If you want to see a positive change in your practice, you must consistently lead by example… be the change. It starts at the top. You set the tone for the day, make certain that it’s a happy & productive one. This includes any employee in a management position – if you have employees complaining about your office manager, take it seriously. A toxic office manager will destroy your practice over time, at the very least, cause a staff turnover nightmare. In fact, any employee that is toxic to your vision, to your team, and/or your patients…needs to go. It’s not easy to make the decision to terminate someone’s employment, yet absolutely necessary if you want to improve your practice. It’s been said that “what you allow you encourage.” Once you make the decision to no longer tolerate or allow the poor behavior and attitudes in your practice, you’ll breathe a huge sigh of relief.
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 firstname.lastname@example.org.
Communication – “The art of communication is the language of leadership.”
Job Expectations & Job Responsibilities – What are the performance expectations for your team? Does each employee clearly understand their role in the practice?
Hello, Good Morning! – Make it a point to greet your fellow team members every morning. Let people know that you see them and acknowledge them with a hello.
Thank you – Express your appreciation. Saying thank you improves your office, your health, and the patient’s experience.
Commendation – Commend your employees when you catch them doing something “right”. Commendation boosts morale. Applaud & reward the behavior and actions that you want to see more of. Simply thanking your team at the end of the day goes a long way in making them feel appreciated.
Creativity – Host “Brainstorm Sessions” with prizes for creative marketing ideas, solutions to improve office efficiency, welcome more new patients, patient retention, and how to have more fun as a team.
Accountability – “Great teammates hold each other accountable to the high standards and excellence their culture expects and demands.” – Jon Gordon
Work Space / Office Appearance – “Clutter in your physical surroundings will clutter your mind and spirit.”
Clutter represents indecision. Decide to get rid of the office clutter!
Staff Lounge / Lunchroom – What does your breakroom/lounge look like? Is it a space that you can relax in and enjoy? Consider cleaning it up, organizing, re-decorating, and stocking with healthy snacks and beverages for the team.
Work Hard, Have Fun, Create Beautiful Smiles.
Have FUN! – You spend far too much time together at work to not have some fun too! Create a fun and stress-free environment with Team Building Activities and Events!
Here are some ideas to get you started…
In Office Fun: Potluck lunch, Send an Ice Cream or Coffee Truck to the office, Carry out lunch (team choice), Crafts, Games, & Puzzles. Turn the music up and dance. Make little appreciation gifts that you can give out to your patients at their appointments.
Healthier Teams – How about team exercise/yoga classes? Or Monday morning breakfast smoothies? Or walks outside during breaks.
Fun with Social Media – Utilize your social media pages and your Google My Business page to show your patients and potential patients what a fun office you have.
Videos – post fun team videos on your office social media pages.
Employee Work Anniversaries – Celebrate employee work anniversaries and post pictures to your social media pages.
Pictures – take fun/silly pictures with the team and your patients to share on social media, your website, and in newsletters.
Fun Dress Up/Theme Days –
What: Decorate the office, team dresses up, small prize giveaways and snacks.
Book Club – Purchase team building/self-improvement books for your team. During your monthly team meetings or at your daily huddle discuss portions of the book. Consider purchasing electronic devices such as a Kindle Fire for each employee and download books that can be discussed during a “book club team meeting”.
Check out Dental Office Leadership, Management, Marketing, and Team Building Book Recommendations here from Betty’s Bookshelf
If you have some favorites that you think I should add to my list, feel free to shoot me a message at email@example.com – Thank you.
Incentives/Rewards – Sometimes unexpected rewards work better than expected monthly bonuses for reaching goals. Every office is different, so if you have something that is working well for you and your team continue doing it. However, if you would like some reward/incentive ideas for reaching daily/weekly/monthly production, collection, new patient, service/product, social media, and other goals but want to keep the rewards unexpected or more spontaneous, here you go…
In addition to simple, yet appreciated, thank you cards; Spa Gift Card, Good Ol’ Cash, Lunch/Breakfast, Purse/Tote bag, Gift Baskets, Plants/Flowers, Jewelry, Movie/Theater Gift Cards, Tickets to Sporting Event/Concert, Amusement Park tickets, Restaurant gift card, Gas cards and Car Wash Gift Cards.
Outside the office Fun: (depending on your location and current pandemic restrictions/cautions)Bowling, Painting Party, Shopping, Dinner, Cooking Class, Wally Ball, Sporting Event, Spa, Escape Room, Field Day (Team up with other offices), Concert, Skating, Batting Cages, Mini Golf, Pottery Class, Theater, Pool party, Skiing, Nature hike/walk, Etc.
Continuing Education – Continuing education, not just for the providers but for the entire team is a wonderful way to ensure practice growth. Not to mention, it’s a great team-building experience, one that will give you a happier and motivated team. You can do this with in-office training, webinars, lunch and learns, and seminars/classes outside of the office.
Consider incorporating a dental continuing education class with a fun event, for example, CPR Course and Pool Party.
Regular Team Training – Don’t hold back in this area! Investin your team. Thoroughly train any new employees on your practice goals, systems, software, telephone skills, dental procedures, protocols, etc. However, training isn’t just for your new employees, everyone in the office needs regular training.
Is there a chance you might have some new dental equipment or training manuals just sitting on the shelf, collecting dust? It’s most likely because your team didn’t understand or appreciate the why and the how. Knowing why and how this new idea, technique, equipment, or procedure works, benefits the patient, the team, and the office is critical to enthused implementation.
Community Involvement – Visit the local farmers market, art/street fairs, Races/Run/Walk for-a-cause, Fundraisers, Parades, Etc. Be active in your community. Pass out freebies imprinted with your office information to the people attending these community events. Be sure to take pictures of you and your team out and about in the community and share to your social media pages and website.
“People rarely succeed unless they have fun in what they are doing.” ~ Dale Carnegie
It is my wish that these ideas and tips will help you and your team experience greater happiness at work. If you have any other ideas or things that have worked well in your office, I would love to hear about them. If you have any questions or concerns about what you’ve read today, please contact me at firstname.lastname@example.org.
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 – Thank you!!!
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 and I will send you an invite to follow. This way, you won’t miss a single idea!
Each month I share fun and effective practice management and marketing ideas to help you grow your practices. (Did you catch the tips and ideas for September? If not, check them out here: Dental Office Tips and Ideas for September)
My goal is always to help you produce more, collect more, increase new patient numbers, consistently exceed patients’ expectations, build relationships within the community, stress-less, and have more fun as a team!
Doctors, if you want to grow your dental practice and have considered hiring a consultant or coach to help you get where you want to be or perhaps you hired a consultant or coach in the past with little to no positive results or growth, I have a very special & free event for you!
This day will be an amazing opportunity for anyone who wants to meet all of us and figure out some ways to grow their practice. And there is no charge at all except getting yourself to Baltimore, Maryland. But there are two important things you need to know…
1) The Dentists’ Masterclass is for docs only. A doctor may bring a significant other or a key team member, but no team members may attend without the doc.
2) There will be lots of learning, brainstorming, practice troubleshooting, etc. But this course is intended only for those who are serious about working with us as their coaches. It’s not for “tire-kickers!” We would love to be right by your side on the road to excellence.
Whether you have used a coach in the past, are in a horrible relationship with one right now, or have tossed around the idea of using one in the future…
This Masterclass is for YOU!
The entire day will be spent close up and personal with yours truly (Betty Hayden -lead coach at The Madow Center), Dr. David Madow, Dr. Richard Madow, coach Kelly Lynch, and more!
Here are some of the things you will learn at your Masterclass:
The most common mistake dentists make when trying to grow their practices!
Why hiring a coach can be a very expensive blunder if you don’t know what you are doing!
How to set goals and actually reach them very quickly!
Why some patients never return for their recommended treatment (or never return at all)!
The extreme importance of team (and doctor) accountability, and why it can be so difficult to achieve!
And MUCH, MUCH MORE!
We want to hear about your dreams and goals. We want to hear your struggles. We will listen closely. You may share anything with us and it will all remain confidential.
Myself and coach Kelly will share some of our strategies as well as success stories. You will hear exactly how we are able to take practices that have plateaued or “flatlined” right out of their slumps – then grow them like crazy.
Free Masterclass at The Madow Center for Dental Practice Success
All Day, Friday, September 14, 2018
You can ask questions. You can mastermind with all of us as well as other like-minded dentists in attendance. It’s a day to really dig deep and determine if you are ready to really GROW!
And most importantly: In our Masterclass you will be able to see what it takes on your end to work with us as your coaches. How we can grow your practice, from start to finish. You will be surprised how easy it actually is! This will be a full day, and we are betting this could actually turn out to be the most important days of your life!
Here are the details:
“The Dentists’ Masterclass – How Coaching Can Bring Success to Your Practice”
Date: Friday, September 14, 2018
Time: 9:00 AM until we finish. We may decide to have dinner together so don’t plan to leave early! This is a once in a lifetime chance to hang out with people who are willing and able to help you!
Location: The Madow Center for Dental Practice Success, Baltimore, Maryland.
Cost: Free. You get here, we take care of the rest!
Note: Attendance at this Masterclass will be strictly limited. We want to keep the group small and intimate. Please register now to guarantee your spot.