End of Year Dental Insurance Benefits Reminders, Tips, and Ideas (Use it or lose it)

End of Year Dental Insurance Benefits Reminders, Tips, and Ideas (Use it or lose it)

Hello Friends,

Have you had an opportunity to start reminding your patients to take advantage of any remaining dental insurance benefits before they expire at the end of year?

If not, this is a great time to get started on your “Use it or Lose it!” letters, calls, texts, and emails to your patients. This is for all of your patients that have dental benefits that renew on January 1st and/or patients with FSA or HSA dollars that expire at the end of the year.

Especially helpful for your patients that are /pastdue/due/or due this year for their hygiene visit and/or with treatment that is yet to be started or needs to be completed and their remaining dental insurance maximums are getting ready to expire.

Time to remind them to Use it or Lose it! – Get your letters, emails and text messages out to your patients reminding them to use any insurance benefits they have remaining for the year to complete any needed treatment or for their continuing care hygiene appointment before they lose them.

Remember, the closer it gets to the end of the year the more difficult it becomes to get them to schedule and you may not even have room in your schedule to accommodate them.

Your goal is to get them from the filing cabinet/computer to the schedule!

Personalize  – When mailing out remaining maximum letters, be sure to customize for each patient according to their treatment plan. This will help to re-create the urgency and value for treatment.  For some patients, it will take some type of additional incentive to get them to act. Perhaps, include a gift certificate for $ off of their treatment if it’s completed and paid for by December 31st. Not redeemable for cash. Or the opportunity to enter a raffle for a really great prize!

Need ideas for what to include in the reminder letter? Feel free to email me at bhaydenconsulting@gmail.com and I will send you a sample letter that you can customize for your office. 

Take this opportunity to add a P.S. message to the end of your letter, telling your patients all about your specials on teeth whitening. Many people at this time of year are looking to whiten their teeth for their end of year celebration family photos, or to buy gifts for family and friends.

For example… 

P.S. Now is a great time to whiten & brighten your smile for your end of year celebration photos. We have some fantastic whitening specials! Teeth whitening gift cards also make a wonderful gift.

P.P.S. Did you know we are on Facebook, Instagram, & Twitter? “Like” us on Facebook at … and “follow” us on Instagram, and Twitter at …  / This way you can stay up to date with all our office events & news plus have a chance at exclusive offers & contests.

Mailing Tip –  Use a bright-colored envelope and neatly hand-write the name and address. Use a “live” stamp. This will take a little more time to do but your patients are more likely to open an envelope that looks like it’s from a friend and not their dentist.

Phone Calls – About a week after you mail out your letters, go ahead and start calling them to see if they received the letter and to schedule them an appointment. Please don’t rely on electronic reminders or snail mail as your only method of communication – reach out to your patients with friendly telephone calls too.

Document – Be sure to document that a letter was mailed, phone calls were made and what type of response you received from each patient.

Important Reminder – Before sending out these letters and making calls to your patients be sure to review your upcoming appointment schedule… Where is your open chair time? Will pre-blocking some open time be helpful? Also, before scheduling last-minute appointments that require lab work at the end of the year be sure to communicate with your lab guy/gal that they can, in fact, get these cases back to you in time.

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

Social Media – Use your social media platforms to remind your patients to use their dental benefits before the end of the year.

Dental Office Insurance Renewal Reminders Betty Hayden Consulting

Wishing you all a full schedule for the end of the year!

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 or Facebook here are the links  GOOGLE and/orFACEBOOK

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!

Yours for Greater Success,

~Betty

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

Dental Office Tips and Ideas for March

Dental Office Tips and Ideas for March

Hello, Friends ~

The month of March is the final month of your first quarter. Make it count – spend some time reviewing your numbers, your plans for how to reach your goals, and ways to continually improve your office during the year. With March being Employee Spirit Month it’s also a great month to celebrate your dental team! (Well, isn’t every month a great month to celebrate your team?)

Note: March is an especially important month for any of you that typically struggle with your schedule during the month of September (AKA Sucktember). Be sure to pre-appoint your March hygiene patients for their 6-month continuing care appointments. (If this isn’t already being done with your hygiene patients, make it your goal to schedule their next appt. while they are there in the office.)

 Here are a few Practice Management and Marketing Ideas for March to get you started:

Dental Marketing and Practice Management Ideas from Betty Hayden Consulting

~ Practice Management Tips and Ideas ~

National Dentists Day: March 6th   – Spend today celebrating the awesome dentists’ in your life! Be sure to take a picture(s) of your dentist(s) to post on your social media pages with a message of appreciation.

National Dental Assistants Recognition Week: 3rd-9th – This is the week to celebrate your hard-working assistants! Be sure to take a picture(s) of your assistants to post on your social media pages with a message of appreciation.

Employee Spirit Month – If you want to increase employee trust, creativity, teamwork, engagement, and productivity, then it’s time to have some fun, commend more, improve communication and huddle up!

SEE A Happy Dental Team is not just a dream! and Dental Team Building Activities, Reward, and Incentive Tips and Ideas

Hygiene Continuing Care Opportunity ~

National Cleaning Week: 24 – 30th – Take advantage of the theme for this week by sharing hygiene continuing care email & text reminders with your patients that are due for their appointments. Be sure to include posts on your social media pages too.

~ Dental Marketing Tips & Ideas for the month of March ~

Theme: Tropical Luau

Product/Service Feature:  Teeth Whitening

Tagline: “Smiles So Bright You’ll Need To Wear Shades!

Special Offer: Offer teeth whitening at a reduced price or BOGO (encourages patients to bring a friend) or donate a portion of teeth whitening collections to a local charity.

Remind your patients that gift certificates are available!

Educational Opportunity –

National Kidney Month – Good dental health isn’t just about preventing cavities and keeping your gums healthy. Both tooth decay and gum disease can lead to infections that can cause problems for people with kidney disease.  A study in the Journal of Clinical Periodontology reported that people with kidney disease and those on dialysis are more likely to have periodontal disease and other oral health problems than the general population.

~ Social Media Post Ideas to Improve Engagement ~

Employee Appreciation Day 1st

World Compliment Day 1st

Oreo Cookie Day 6th

Daylight Savings Time 10th

Lips Appreciation Day 16th

Spring 20th

Kick Butts Day 20th

Spinach Day 26th

What are your plans to make March a great month?

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

Spring Clean Your Dental Office Using Your 5 Senses

Spring Clean Your Dental Office Using Your 5 Senses

Hello Friends,

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 need some spring 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 you give you ideas of where and what to clean.

Betty Hayden Consulting Dental Marketing and Practice Management Ideas

Sight, Smell, Sound, Touch, and Taste.

SIGHT

What do your patients and potential patients see?

Areas to “see” include;

  1. Office Exterior
  • Signage
  • Windows
  • Landscape/Weeds
  • Garbage/Debris
  • Safety Concerns/Handicap accessibility
  1. Office Interior
  • 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! In fact, remove the glass. 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 indecisions. 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 desk 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.
  • 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 time for continuing education/training.
  •  Equipment/Technology – What needs repairs, upgrades or to be tossed? Computers, Software, Internet Speed & Access, Printers, Copiers, Telephone Systems, TV’s, Postage machines, including…dare I say, typewriters?
  • 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.

TIP: Make a cleaning schedule – who, what & when will the parking lot, restrooms & reception room be checked. This should be done several times throughout the day. Do not wait for the “cleaning person” to take care of those areas.

SMELL

  • 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.

SOUND

  • 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.
  • Telephone Greetings/Messages – What do your patients and potential patients’ “hear” when calling the office? Be sure that what they hear is a reflection of your goals and vision. See How To Effectively Answer The Dental Office Telephone

TASTE

  • 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.

TOUCH

  • Reception Room – Is it comfortable & welcoming?

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.

  • Treatment Rooms – Be sure that your patients are comfortable during their visit.

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).

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, magnets, calendars, pens and lip balm. (If you’re wondering where you can order some quality imprinted items, check out Bizarre Marketing.  I share this particular company with you because their customer service is awesome!)

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 during your spring cleaning should be to find ways to consistently exceed your patients’ expectations and remove anything that is hindering you from reaching that goal.

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 bhaydenconsulting@gmail.com 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!

Yours for Greater Success!

~Betty

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