Dental Team Building Ideas and Office Management Reminders for June 2024

Dental Team Building Ideas and Office Management Reminders for June 2024

Hello Friends,

As we approach the halfway mark of 2024, focusing on strategies that will boost productivity, profitability, happiness, and accuracy in your dental office is crucial.

Here are some practical tips, ideas, and reminders to help you and your team finish the year’s first half on a strong note.

Practice Management Reminders

Daily and Weekly Reports

Daily Reports

  • Review Procedures, Codes, Clinical Notes, Narratives & Attachments, Providers, and Adjustments

Ensure every detail is accurate to avoid issues later. Consistent daily reviews maintain high standards and prevent errors.

Weekly Reports

  • Outstanding Insurance Claims

Follow up on all claims over 30 days old to ensure timely payments.

  • Patient Balances Over 30 Days Old

Develop a strategy for collecting overdue balances.

  • Unscheduled Restorative Treatment Plans

Identify and reach out to patients with unscheduled or incomplete treatments.

  • Past-Due and Upcoming-Due Unscheduled Hygiene Patients

Keep your schedule full by contacting and staying in touch with these patients.

Insurance Renewal

Some insurance companies renew their maximum on June 1st. Identify unscheduled patients with renewed benefits and encourage them to schedule their hygiene wellness visits or restorative treatments.

Office Appearance Matters

Your office’s appearance significantly impacts both current and potential patients. With warmer weather, ensure your office’s exterior is clean, weed-free, and appealing. Clean windows and doors also contribute to a positive perception. Do you have curb appeal? Are you attracting positive attention?

Team Building and Appreciation

Celebrating Milestones

Do any of your employees have a work anniversary this month? Recognize and celebrate employee work anniversaries to foster a positive and appreciative work environment.

National Fresh Fruit and Vegetables Month

Encourage healthy snacking by bringing in fresh fruits and vegetables for your team.

Doughnut Day (June 7-8)

Balance healthy snacks with a sweet treat—bring in donuts for the team to enjoy.

Leadership Tips

Leadership is not something that is done to people, like fixing your teeth. Leadership is unlocking people’s potential to become better.” – Bill Bradley

Vision, Mission, and Core Values

Believe in a better future by having a clearly defined vision, mission, and core values. Ensure your team is aware and aligned with them.

Regular Communication

Frequent communication with your team is vital. While not everything can be shared, the more informed they are, the more they can contribute to achieving the vision, mission, and core values. Good communication also reduces gossip.

Transparency and Honesty

Maintain openness and honesty with your team. Transparency fosters trust and encourages feedback, which is essential for growth.

Support Your Team

Go out of your way to help your team succeed. Provide the tools and support they need to thrive.

Remember, a happy and motivated team is key to providing exceptional care, so don’t overlook the importance of regular training and team-building activities.

Practice Owners, are you ready to grow and improve your dental practice? Consider scheduling a complimentary, no-obligation coaching call to explore how personalized guidance and support can help you reach your goals. Simply email me at bhaydenconsulting@gmail.com

If you’re looking for additional practice growth ideas for June 2024 check them out here: Dental Practice Growth, Marketing, and Social Media Content Tips and Ideas

Stay Updated with Dental Practice Growth, Management, Team Building, Leadership, and Social Media Content, and Marketing Ideas

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Would you please do me a quick favor before you go? If you find the ideas I share helpful and enjoyable, I would be grateful if you could spare a moment to leave a review or recommendation for me on GOOGLE and/or FACEBOOK . I look forward to hearing from you. Thank you!!

Yours for Greater Success,

~Betty (Dental Coach)

Employee Spirit Month Dental Office Celebration Tips and Ideas

Employee Spirit Month Dental Office Celebration Tips and Ideas

Hello Friends,

Running a dental practice is not all about scheduling appointments and caring for patients’ smiles. It’s also about creating a positive and enjoyable work environment for your team.

March is Employee Spirit Month – Time to Sprinkle Some Fun in Your Dental Den for Maximum Smiles!

Tips & Ideas to Create a Fun and Productive Workplace in Your Dental Practice During March

In-Office Team Building Activities

Having fun at work helps in creating a stress-free and enjoyable environment. Team-building activities and events boost camaraderie among your employees. Some fun ideas include having a potluck lunch, bringing in an ice cream or coffee truck to the office, organizing craft sessions, games, puzzles, or even turning the music up for an impromptu dance session. You can also make little appreciation gifts that your team can give out to your patients at their appointments.

Boost Team Spirit with Themed Dress-Up Days

Boost trust, creativity, teamwork, engagement, and productivity within your team by introducing fun-themed dress-up days. For example, you can have Decades Day, Pajama Day, Western, Pirate Day, Fiesta, Hawaiian Day, Tacky Tourist, Sports Day, Superhero Day, or Crazy Hat Day. The possibilities are endless!

Refresh Your Staff Lounge

The breakroom or lounge plays a significant role in the workplace. It’s a place where your team can relax, unwind, and enjoy their breaks. Consider cleaning it up, reorganizing, and redecorating it to make it more inviting. Stock it up with healthy snacks and beverages for the team to enjoy. For more ideas on how to improve your dental office break room, check out this link:

Tips for Sprucing Up the Dental Office Break Room

Healthier Teams

Encourage a healthy lifestyle among your team by introducing team exercise or yoga classes, serving Monday morning breakfast smoothies, or encouraging walks outside during breaks. These activities not only promote health but also provide a fun and energizing start to the workday.

Engage with Social Media

Utilize your social media pages and your Google My Business page to showcase the fun side of your office. Post fun team videos, employee work anniversaries, and fun pictures of your team and patients. This will not only boost your online presence but will also give your patients and potential patients an insight into your enjoyable workplace.

Have Fun Outside the Office

Plan fun activities outside the office like bowling, paint parties, shopping, axe-throwing, escape rooms, cooking classes, or even outdoor activities like nature hikes or pool parties. This would help in team bonding and creating a more cohesive work environment.

Community Involvement

Get involved in your local community. Participate in local events like art fairs, fundraisers, parades, etc. This not only boosts your visibility but also provides opportunities for team building. Don’t forget to take pictures and share them on your social media pages and website.

Invest in Continuing Education

Investing in your team’s continuing education is a great way to ensure practice growth. It’s also a wonderful team-building experience that can result in a happier and more motivated team. Consider incorporating a dental continuing education class with a fun event, like a CPR Course and Pool Party.

Gifts of Appreciation

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 Events/Concert, Amusement Park tickets, Restaurant gift card, Gas cards, and Car Wash Gift Cards.

Practice Owners – Running a dental practice is more rewarding when you have a happy and motivated team. If you need help improving your dental practice, feel free to contact me at bhaydenconsulting@gmail.com for a complimentary, no-obligation coaching call.

Regular Team Training

Support your team’s growth by offering consistent training sessions. This not only equips them with the skills they need to perform their tasks efficiently but also shows them that you value their professional growth.  Make sure to give thorough training to all new hires and offer refresher courses to the existing team on practice goals, expectations, systems, software, telephone etiquette, dental procedures, protocols, and more.

I would be thrilled to receive your feedback! If you find value in the ideas and content I provide each month, please consider leaving a review or recommendation on Google or Facebook. Simply click the following links…  GOOGLE   and/or  FACEBOOK– Thank you so much!!  

Yours for Greater Success,

~Betty

Dental Coach

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Why Gratitude In The Workplace Matters

Why Gratitude In The Workplace Matters

Hello Friends,

November is Gratitude Month

Why does gratitude in the workplace matter? Gratitude helps to strengthen and motivate your team, encouraging employee loyalty and engagement.

Yes, your employees may show up each day physically, but are they engaged? Are they there mentally and emotionally?

One of the most common issues I hear from dental employees is that they don’t feel appreciated. Feeling a lack of gratitude is often the main reason why they leave their employer or suffer a decline in positivity and productivity.

Hint: Sadly enough, I hear the same thing from the employer – my team doesn’t appreciate me, and/or my team is unthankful. So if you’re an employee reading this you’ll find that these same ideas for showing gratitude may be used for showing appreciation and gratitude to your employer.🙂

Don’t assume they know that you appreciate them just because you give them a paycheck every week. Show them by your words and actions that you value and appreciate their contributions to the success of the practice.

Here are several ways to express and show gratitude for your dental team

Invest in them – 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.

Give them your attention – Conduct quarterly commendation and performance evaluations. This also allows them to share with you how things are going for them and their ideas to improve the office.

Don’t Overwork them – If you regularly overwork your employees they will eventually burn out before that happens though, negativity and feelings of being underappreciated will set in. Avoid working into their lunch hour and after their scheduled end time.

Accountability – Hold each employee accountable to uphold the same high standards of performance and attitudes.  It’s been said that “what you allow you encourage.” Once you make the decision to no longer tolerate or allow poor behavior and attitudes in your practice, you’ll breathe a huge sigh of relief and the rest of your employees will know just how much you care and appreciate them.

Greetings – Say hello & goodbye to your employees at the start of the day and the end of the day.

Use your Manners – Say please and thank you. Make it a habit to say please every time you ask for something. Saying thank you improves your office, your health, and boosts morale.

Thank you notes – a thoughtful handwritten thank you note will go a long way in helping someone feel appreciated and valued.

Praise – Commend and praise your employees in front of and to your patients.

Feed them – Bring in breakfast, snacks, or lunch.

Gifts of Appreciation – Surprise your team with thoughtful gifts of appreciation (gift cards, cash, treats, etc.)

Work Anniversaries – Acknowledge work anniversaries. Don’t take their loyalty for granted. Make sure they feel wanted and appreciated.

Encourage 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.

Work Environment – Show your team just how much you care by providing a nice work environment for them to work in. Is your office due or past-due for a good cleaning and organizing? Maybe even some remodeling or redecorating?

Give them your time – Spend time outside the office with your team engaging in fun team-building recreational activities. Do this at least quarterly.

Be Consistent – When gratitude becomes a habit, so do its benefits.

These are simple and inexpensive ways to let your team know how much you care. I encourage you to put them into action. When you do you’ll quickly learn that it is a triple win – a win for your team, a win for your patients, and a win for you (you’ll not only enjoy better health but practice growth too).

Feeling grateful or appreciative of someone or something in your life attracts more of the things that you appreciate and value into your life“. —Northrup Christiane

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.

Practice Owners, if you would like to grow and improve your dental practice…please feel free to reach out to me to schedule a complimentary, no-obligation coaching call at bhaydenconsulting@gmail.com.

Did you enjoy these tips and ideas?   I would love and truly appreciate it if you to please take a second to leave a review/recommendation for me here on GOOGLE and/or FACEBOOK – Thank you!!!

Yours for Greater Success,

~Betty (Dental Coach)

Ten Tips To Increase Dental Office Collections

Ten Tips To Increase Dental Office Collections

Hello Friends,

Would you like to see an increase in office collections?  Would you like to decrease the amount of time and money being spent on chasing past-due patient and insurance balances? I can help you!

The accounts receivable (A/R) balance is the amount owed to your office for services already provided (and paid for by you!), but not yet collected from the insurance company and/or patient. 

How about your 90-day Collection Percentage on both Gross and Net Production? How much of your production are you collecting and how much are you writing off?

Far too often dentists work harder than ever with very little to show for their work. During my in-office coaching visits, we quickly discover that in most cases solid collection protocols are lacking.

Here are 10 tips to help you increase office collections and clean up unhealthy accounts receivable.

  1. See the true value of dentistry – With each patient, you and your team have the privilege and opportunity to potentially change someone’s life or at the very least, help them smile healthier. A healthy smile is part of a healthy body, healthy smiles and bodies create healthy communities. The entire team must also wholly believe that you’re providing the best dental care.
  2. Be confident with fees – The entire team should role play presenting small and large treatment plans and financial arrangements until everyone is comfortable saying the dollar amounts out loud and with pride.
  3. Financial Guidelines & Expectations – Have written financial guidelines that are kindly reviewed with the patient at their first appt. For your existing patients, review with them any changes to your financial expectations, have them sign, and give them a copy to take home.
  4. Avoid assumptions and judgment – Don’t make decisions for the patient as to whether they can afford the treatment based on your assumptions or reality.  Always offer the best treatment and flexible payment options and allow the patient to decide what they want to accept or not. Help your patients to say yes to the best!
  5. No surprises! – Present the patient’s treatment plan and estimated financial portion before treatment is started. When you diagnose the treatment, be sure to add the treatment plan to the patient’s chart (in your practice management software), present the treatment plan and financial estimates to the patient, schedule the appointment, and give them a copy of the treatment plan with their payment portion that will be due on or before the day of service.  If you accept and/or participate with their insurance, have up-to-date eligibility, a breakdown of benefits, and the insurance fee schedule on file for the patient and enter into your practice management software.
  6. Payment is due before or on the day of service – No billing the patient for co-pays or payment for services. (Hint: Collecting prior to appt. will reduce cancellations and no-shows. Another Hint: If you didn’t collect at the time of scheduling, collect their portion before the patient goes back for treatment, especially if they’re having a lengthy or difficult appt.)
  7. Make it easy for them to pay – In addition to accepting cash, check, and charge cards, offer third-party financing. Make sure the team knows how to effectively present third-party payment options.
  8. Offer online payment options– allow your patients the convenience of making payments online. (This way, while you and your team are sleeping, you’re collecting payments from your night-owl patients 😉 )
  9. Dealing with forgetful patients – When a patient says they forgot to bring money…they can either call the payment in over the phone when they get home or give them an envelope with a payment due date for them to mail in a check. Note this in their ledger and set a reminder to call the patient if payment isn’t received by the due dateBetter yet, send them a text/email to pay link so they can easily and quickly take care of the balance online.
  10. When Insurance is involved – Always give the full treatment fee, the estimated insurance amount, and the patient’s estimated portion that is due today. Let the patient know you’ll send in the claim and inform them if anything changes with the estimated insurance portion. Reminder: Collecting co-pays on the day of service is an insurance requirement. Tip: Monitor your insurance aging report closely. Promptly follow up on any unpaid claims, insurance rejections, and requests for additional information. What does your insurance claims aging report look like?

There you have it, 10 tips to successfully collect payment before or at the time of service.

Once you plan to consistently collect payments before or at the time of service and hold your team accountable to follow through with that plan, you’ll wish you started it sooner. Don’t wait, start today to implement these changes.

Bonus Tips! Here are a few more tips to help you benefit from healthy accounts receivable.

  • Daily, Weekly, and Monthly monitor your patient and insurance accounts receivable, collection, and credit reports.  (Carefully review write-offs, discounts, credits, charges, payments, and past-due claims, and patient balances.)
  • Avoid “Statement Groundhog Day” – Stop sending statement after statement to patients who are past due on making a payment. They ignore them and it costs you a lot of money. Get collection letters out and make some calls.
  • Set goals, share with your team what your production and collection goals are, and how it benefits them to all work together as a team to reach or exceed these goals. Do you and your team know what healthy benchmarks they’re striving for? If not, establish those benchmarks and get everyone on the same page.

Print out these tips and suggestions and review them at your next team meeting.

Do you appreciate the ideas and content that I share each month? If you do, would you kindly leave me a review/recommendation on Google or Facebook, please? Simply click the following links:   GOOGLE   and/or  FACEBOOK Thank you so much!

Practice Owners, if your office is struggling with collections or out-of-control accounts receivable please don’t wait to seek help. The longer that money sits out there the less you collect.  You deserve to be paid for the amazing dental care you provide. If you’re unsure where or how to get started – feel free to reach out to me for a complimentary 30-minute consultation at bhaydenconsulting@gmail.com

Are you receiving my complimentary Practice Growth Tips & Ideas each month? If not, please start following us today. 

Yours for Greater Success,

~Betty – Dental Coach

P.S. Before you go – would you kindly leave me a review/recommendation on Google or Facebook, please? Simply click the following links:   GOOGLE   and/or  FACEBOOK  – Thank you so much!