November 23, 2018 by bettyhayden

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 Facebook, Twitter, Instagram, LinkedIn and Pinterest

October 15, 2018 by bettyhayden

30 Little Things That Make Big Things Happen for your Dental Practice

“It’s the little details that are vital. Little things make big things happen.”

~John Wooden

Hello Friends,

It’s the little details, the little things that can make the biggest impact on your practice growth and the happiness of your team. Best of all, the little things (ideas) that I am sharing today are FREE or very low-cost and most only require seconds of your time.

Here is a list of 30 little things you can do starting today to greatly improve your office and in turn your personal life too!

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.
Smile More – Smiles are contagious. Smile before you pick up the phone, smile to passersby, smile to your teammates, and smile in the mirror. Smiling will boost your mood, put people at ease, and makes you more likable.
Say My Name – Everyone likes to hear his or her name. Greet your patient’s by name. Use their name during treatment. Thank them by name for coming in or calling.
Thank you – Express your appreciation. Saying thank you improves your office, your health, and the patient’s experience.
Choose to be Positive – Your attitude is a choice and that choice is 100% within your control. Avoid spreading negativity by sharing bad patient experiences, personal problems, or problems with other team members. Choose to be happy and positive.
Be Kind – Be kind to your patients, strangers, sales reps, and callers.
I’m Sorry – Accept responsibility when you are wrong. Be honest; simply say “I’m sorry I/We messed up”. (Tip: Keep small ($5) gift cards for coffee to give to your patients when you’ve messed up, i.e. running late, lab case mistake, appt. mix up, etc.)
Friendly Greeting – Warmly greet every person that visits the office. Even if you’re on the phone or taking care of a patient, you can acknowledge the other person with a smile.
Say Please – Make it a habit to say please every time you ask for something.
Offer a Proper Handshake- A nice, firm handshake shows confidence and makes a good impression. (Tip: When a new patient comes into the office, come from around the desk and welcome them with a handshake.)
Check it Twice – Before you send that email, letter, or text, check it for spelling errors.
Social Media Sites – If your office is using social media sites be sure to like and follow the pages of local businesses within your community. Click the LIKE button or comment on their posts. This is an easy way to build relationships.
No Cell Phones – Turn down the volume and put your cell phone away while you’re on the clock. Ask your family and friends to call the office line in the event of an emergency. Be fully present during work hours.
Write it Down- Start and end your day with to-do lists. Write a note or set an electronic reminder to check on that claim, call your patient, check voice mail, etc. Writing things down prevents you from forgetting things that are important. (Tip: Avoid placing sticky notes around your workstation. Clutter is chaos to the patient. Place reminders in a notebook that you frequently refer to or set electronic reminders.)
Commendation – Commend a fellow team member when you catch them doing something “right”. Commendation boosts morale. (Tip: Commend & reward the behavior and actions that you want to see more of.)
Business Cards – Carry your business cards with you and use them! Get your team personalized business cards to hand out to patients and people they do business with. (Tip: Use the back of the business card with a call to action invitation.)
Stay on Time – 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. Running behind schedule sends a message to your patients and your team that you don’t respect their time. Arriving at the office with plenty of time before the first scheduled patient, expecting 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.
Patient of the Day! – Select a patient from the day’s schedule to be your “patient of the day”. Give them a certificate, a small gift and take their picture to share on your social media sites. This is a fun and inexpensive way to exceed your patients’ expectations. SEE Dental Patient of the Day Ideas
Post-Op Calls – Doctors and Hygienists, call your patients at the end of the day to see how well they are doing. (Tip: Call all patients that received an extraction, perio treatment, difficult procedure, were fearful or new to the office.)
Pre-Op Calls – Doctors and Hygienists start building your relationship with a new patient before they step foot in the practice. Call and give a warm welcome, let them know you are looking forward to meeting them at their appointment. It’s unexpected, takes only a few minutes and will really make your new patient feel special.
Send a Card – In this electronic age, rarely do people get “real” mail. Send hand-written thank you, get well, thinking of you, anniversary, sympathy, and congratulations cards to your patients. They will truly appreciate it! (Tip: Keep a supply of cards on hand in the office.)
Everybody Clean Up – Pick up the piece of paper from the floor, dust off the plants, keep your workspace and the restroom clean. SEE Clean Your Dental Office
Replace the roll of Toilet Paper – Even if there are still a few squares left to spare, replace with a fresh roll. While you’re at, go ahead and fold the toilet paper into a pretty fan.
Huddle Up – 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 these tried and true suggestions & tips for morning meeting success.
Negative Gossip – Refuse to listen to gossip and stop speaking & spreading gossip. Simple. As. That.
Dress the Part – If you want it to be a great day, start by looking great. Wear clothes that reflect the excellent care you give your patients. This means wearing professional, clean and wrinkle-free clothes. Also, your hair and body should be clean and odor-free. (Yes, I went there.)
Verbiage Matters – Use these words often: Absolutely, I’ll be happy to, My pleasure, You are very welcome, Certainly, and Right away.
Acknowledge and Reward Referrals – For every patient you must have a referral source, how else will you be able to track what marketing works and what doesn’t? Especially if you want more referrals from your current patients, then reward the behavior that you want to see more of. Acknowledge and Reward your referrals.
Answer the office Phone – This one is KEY to your success. All of your marketing efforts lead people to the phone first. Answer the office phone during the times when patients and new patients are most likely to call. This includes lunch hours. SEE How to Effectively Answer The Dental Office Phone
Memorable Goodbyes – Make a great last impression with a friendly goodbye…be sure to use the patient’s name.

“I try to do the right thing at the right time. They may just be little things, but usually, they make the difference between winning and losing.”

~Kareem Abdul-Jabbar

Do the right thing, as a team work together to implement these little things in your office every day. Print this list and review it at your next team meeting. Enjoy practice growth with a happier team and happy patients.

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

Seriously, your kind words always warm my heart! Thank you!

Looking for even more ideas? Check out my articles Ten Ways to Stay in Touch with your Dental Patients and How to Attract and Cultivate Loyal Dental Patients

If you would like help implementing these or other ideas into your practice and daily life, contact me at bhaydenconsulting@gmail.com to learn more about my coaching services.

Are you receiving my dental marketing and practice management tips and ideas via email each week? If not, start following today this way you won’t miss a single idea!

Yours for Greater Success!

~Betty

P.S. Please stop by and say hello to me on Facebook, Twitter, Instagram, LinkedIn and Pinterest

September 25, 2018 by bettyhayden

Gift and Give Away Ideas for your Dental Patients

Hello Friends,

Are you looking for a fun way to thank your patients for their referrals and encourage your patients to tell their friends, family, neighbors, and co-workers about your office? A great and inexpensive way to do this is to present them with an unexpected gift at their appointment.

Here are a few ideas for you…

GIFTS for FALL:

* Apple Cider *

Warm or cold cider is a nice fall treat. You don’t need to give every patient their own jug of cider a small cup of cider will be well received and appreciated. Include a sign near the cider that says:

“You’re the Apple of Our Eye”

* S’mores Kit *

Pinterest has some neat ideas for inexpensive and fun s’more kits.

“We Need S’More Patients Like You!”

Just a few of the creative ways you can exceed your patients’ expectations with this sweet treat… Thank you for sharing 🙂

GIFTS in WINTER:

* Tea *

Attach your business card or a special offer to green tea packets as a special give-away for your patients. Even if they don’t drink tea they can give it to a family member, friend, co-worker or a neighbor. Easy and inexpensive way to advertise your office and exceed your patients’ expectations. The label/tag may say:

“Our Patients are TEA-riffic!”

* Candle *

Mini candle jars make a nice gift. Attach a tag or label with your office info and one of these sayings:

“Our Patients Are Scentsational”

“Your Referrals Warm Our Hearts”

* Lotion *

Pass out little bottles of lotion. If they are not imprinted with your office name add a tag to the bottle with your office name and website with this saying…

“Hands Down We Have The Best Patients In Town!”

* Soup *

Here is a delicious gift idea for Winter: “Warm-Up Wednesday’s” Set up a slow cooker with soup or chili every Wednesday for your patients to enjoy. (Have recipe cards ready to share) Your patients will love the free food!

or this idea…

Dr. Bruyere and the team are always coming up with thoughtful gifts for their patients!

* Apples *
This one is especially for the offices that are opposed to sharing sugary treats with their patients…

Basket of fresh Apples with a sign or stickers on the apples that say:

“Our Patients Are Awesome to The Core”

“You’re the Apple of our Eyes”

See my Apple-themed Dental Marketing Ideas for more apple ideas.

* FREE Food – Gift Certificates *

When in doubt, food is a great way to reach your patients’ hearts…especially, free food. This is also an opportunity to do some cross-marketing with local businesses. Ask them to donate gift cards for free food/drink. Or you can purchase gift certificates to give away to your patients on special days. Check out these ideas:

GIFTS for SPRING: (For awesome Spring gift ideas visit my Pinterest page HERE

* Flower/Herb/Veggie Seed Packets *

Flower Seed Packets w/a label and business card attached. Flower seed packets can be purchased at most Dollar Stores for around .20 a packet. Great deal! The labels you attach to the flower seed packets could say:

“Your referrals help grow our practice, Thank you! “

“Our Office Blooms Because of you! “

“Please enjoy these flowers growing as much as we enjoy your referrals growing our practice.”

* Honey *

Give your patients gifts of little jars of honey. Attach a tag saying:

“Thank You For BEE-ing Our Patient”

Check out what Dr. Bruyere’s office did…

GIFTS for SUMMER:

* Mini Sunscreen *

Give away mini bottles of sunscreen. If you don’t have them imprinted with your office name, simply add a tag to the bottles.

* Free Ice Cream Cone Certificates *

Team up with local ice cream shop for donations of free ice cream cones

* Zucchini *

Sneak Some Zucchini Onto Your Neighbor’s Porch Night. (I’m serious, it’s a real day in August!) While you probably don’t want to visit your patient’s homes during the night you can easily have a basket of zucchini at the office for your patients to take. Wrap some ribbon and a business card with a zucchini recipe on it for your patients to sneak onto their neighbor’s porch during the night.

Dr. Bruyere & Team celebrating “Sneak Some Zucchini Onto Your Neighbor’s Porch Night “

ANYTIME GIFTS

* Pens *

Purchase imprinted pens and add a tag to the pens that say:

“Take Note We Think You’re Awesome”

“Our Patients are just Write”

Tip: promostuff4u.com has a wonderful selection of pens and they offer exceptional customer service.

* Cookies *

Individually wrapped purchased or homemade cookies are a sweet treat. Add this label:

“Thankful for Sweet Patients Like You”

* Flowers *
Fresh single stem flowers or Small potted flowers (ex: inexpensive gift would be a marigold in a small flower pot, you can get mini pots from the dollar store 4/$1.00)

“Your referrals help grow our practice, Thank you! “

“Our Office Blooms Because of you! “

* Xylitol Products *

Offer Xylitol samples of Gum, Mints, and Suckers

Tip: Also have these items available for purchase

* Donuts *

Who doesn’t enjoy a yummy donut occasionally? Display a platter of donuts at the front desk or at your patient beverage station with a sign that says:

“Donut Know What We Would Do Without Wonderful Patients Like You!”

* Bath Salts/Sugar Scrubs *

Consider making bath salts or sugar scrubs as a team building activity. Give away as gifts to your patients.

Tip: Pinterest is loaded with recipes and super cute packaging ideas.

* Lip Balm *

Order imprinted lip balm and attach cute tags to the packaging with this saying…

“Our Patients are the Balm!”

Tip: www.lipbalmexpress.com is a great company to order imprinted, all natural, inexpensive lip balm. See also Pinterest for fun packaging ideas for your lip balm.

* Gift of Health Certificates *

Instead of just asking your patients to refer their friends, family, neighbors, and co-workers to your office, give them a gift of health certificate to share with their friends, family, neighbors & co-workers.

Here is a scripting idea:

Gift of Health Certificate

To: ______________________________________

From: ___________________________________

Your oral health affects your overall health!

This is your invitation to receive $25 toward dental treatment and a complimentary oral cancer screening from __(office name__.

Please RSVP at __(office phone number).

We’ll give you a reason to smile!

Add here: Office address & website/social media sites

Note: You can do some seasonal gift of health certificates by changing the paper and envelope according to the current season.

These are just a few patient appreciation gift ideas. I’m sure you can come up with even more fun gift ideas. I would LOVE to hear all about what you come up with! Please share your stories and pictures with me on my Facebook page or via email. Thank you to all of you that have sent me messages and pictures of your gift ideas!!

Plan to make each month special for your patients with unexpected gifts of appreciation. Important Reminder: Whatever you decide to give away to your patients, include your office name and website on/with the gift whenever possible!!

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

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 Facebook, Twitter, Instagram, LinkedIn and Pinterest

October 24, 2016 by bettyhayden

YET and your Dental Practice

Hello Friends,

“The power of the magic word yet reminded everyone that learning new things is challenging, no one is expected to be an expert immediately, and with dedication and hard work, success follows.” Powerful words taken from a book I’m reading called, MINDSETS for Parents by Mary Cay Ricci and Margaret Lee.

dental marketing ideas hayden consulting

What does the power of yet have to do with your dental practice? Yet is an optimistic word that means “in the future”, for example, the best is yet to come. Approach each day in your practice with the growth mindset that, the best is yet to come. So maybe your patient can’t accept your treatment plan today, or you’re struggling with reaching your production, collection and scheduling goals, this doesn’t mean that you will never reach your goals or your patient will never accept the treatment, it just means, more time and or effort are required. Your patient hasn’t said yes, yet. You haven’t reached your goals, yet. However, the best is yet to come.

Add yet to your mindset and your challenges become an opportunity to learn, grow and improve. Remember, with dedication and hard work, success follows.

You know what else will help you learn, grow and improve? My free monthly dental practice management and marketing ideas. Take a second and sign up today. If you prefer, send me (bhaydensulting@gmail.com) your email address and I will send you an invitation to subscribe. This way, you won’t miss a single idea!

Please share my blog with your dental friends.

Yours for Greater Success,

~Betty

P.S. Please stop by and say hello to me on Facebook, Twitter, Instagram, LinkedIn and Pinterest