Tips and Ideas to Grow Your Pediatric Dental Office

Tips and Ideas to Grow Your Pediatric Dental Office

Hello Friends,

Are you looking to improve and grow your pediatric dental office? If yes, then I am sure you will appreciate the dental marketing and practice management tips and ideas that I am sharing with you today.

Certainly, this year has brought about many changes to our world; forcing us to also make changes and edits to our daily systems and protocols within our dental practices and how we engage with potential patients in our communities

Even with these changes there are still wonderful opportunities to enjoy the privilege of helping the children in your respective communities to smile happier and healthier. Resulting in happier, more productive, and less-stressed teams.

Gather your team and discuss your goals and vision for the new year. Plan now to make 2021 a great year.

Please, 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 are some Pediatric Dental Marketing and Practice Management Tips and Ideas.

Practice Management

Please note:With the COVID safety guidelines and current restrictions some of these tips may not be possible for all offices at this time but you can hold on to them for future use. It’s important to take care to remember that even with our office safety guidelines and precautions we want to ensure that we don’t compromise the need to still deliver warm, friendly, and memorable dental visit experiences for our patients and their families.

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 (Front office team, doctor/hygienist, and assistants.)  to the parent(s) and 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? This was a turn off for me. 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, 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

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. Invest in your entire team by providing training on how to effectively answer the phone.

Missed and poorly handled calls 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

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

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/Acceptance – Make it easy for mom or dad to say yes to your treatment recommendations. Have effective financial options 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.

Do you know how many of your active patients have a future appointment and how many do not? 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. Or just shoot me a message at bhaydenconsulting@gmail.com and let me know you would like a complimentary snapshot.

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

Here are a few Marketing Tips & Ideas

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 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/ideas.)

Facebook/Instagram 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.

Online Presence (Website & Social Media) – Become the dental expert in your community. Post articles, videos, and pictures on your website, Google My Business, and social media platforms about different dental treatments/products, tongue-ties, sports safety, nutrition tips, what to do in a dental emergency, etc.

Patient Gifts/Give-Aways’ – Here are a few additional gift ideas for your patients and potential patients. Of course, you’ll want to personalize these gifts with your office name and information.

  • Chromebook Covers
  • Hand Sanitizer
  • Masks

Fun Dress Up/Theme Days –

What: Decorate the office, team dresses up, small prize giveaways, and snacks.

Theme Ideas: Luau, Superhero, Disney, Western, Carnival, Sports teams, Pajama Day, Silly hats/hair/socks, Etc. (visit party & dollar stores or orientaltrading.com for a ton of theme ideas)

Be sure to take lots of photos/video that can be shared to your social media platforms.

Children’s Dental Health Month –

In-Office –

  • Education – During the month of February (and all the other months too) share dental health tips with your patients when they come in for their appt, in reactivation/reappointment campaigns, and via your social media platforms.
  • Charity – Host a Give Kids A Smile Event (See Children’s Dental Health Month and GKAS Day Ideas )

Outside the office –( If appropriate in your community during the COVID pandemic safety restrictions…)

  • What: On-site Short Dental Education Presentations/Demonstrations and Toothbrush gift bags for the kids and teachers/parents.
  • Where: Schools, Daycares, Library, Mom groups, etc.

Community Engagement (Visit Local Businesses) –

  • Where: Pediatricians, Dental Offices, Children’s stores, Dance studios, Salons, Etc.
  • What: Introductions, Referral pads/business cards, Small Gifts and/or food/snacks.   TIP: When visiting general dentist and pediatrician offices, always treat their reception team wonderfully… if your goal is to meet the doctors and get patient referrals, you want/need the “gatekeepers” to like you. 😉

Consider sending a food/drink/ice cream truck to local offices/businesses.

Back-To-School Seasons/School Breaks – Set aside some back-to-school and/or breaks from school special dental days on your schedule. Special pricing or promotions on Sealants, Ortho, Fluoride, Mouthguards, etc. Consider doing a drawing for a Backpack filled with school supplies. Contest:  nominate your favorite teacher (use social media sites to promote), prize ideas for winning teacher: Breakfast/Lunch at the school, free teeth whitening, or team up with local businesses for prize donations.

Book Drive – Collect new or gently used books to donate to your local library or schools. Promote via social media sites, local newspapers, in-office fliers, on continuing care postcards and to your current patients.

Sponsor Local Sport Teams –Free or reduced pricing on sport mouthguards for local sports teams.

Referral Tracking – keep track of your events, the businesses you visit, all fulfilled requests for donations, etc. 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.

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

Consistently Exceed Parent & Patient Expectations by Consistently Being 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.

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.

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.

I would love and truly appreciate for you to please leave a review/recommendation for me on GOOGLE and/or FACEBOOK.

Yours for Greater Success,

~Betty

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

Dental Office Leadership, Management, and Marketing Tips and Ideas for November 2020

Dental Office Leadership, Management, and Marketing Tips and Ideas for November 2020

Hello Friends,

The New Year is just around the corner – it’s understandable that for many 2021 can’t get here soon enough! While that may be true for you too; please, take some time to consider where you are at with your goals for this year. How do you want to end this year? What do you want November and December to look like?

Would you like to increase your production, collections, and new patients? How about reappointing more of your unscheduled/inactive patients? If yes, these ideas that I am sharing with you, when implemented, WILL help you increase production, attract more new patients, build relationships within the community, as well as exceed your established patients’ expectations. 

For the last several years, a few times each month here on my website I share complimentary dental office leadership, marketing, and management tips and ideas. Are you automatically receiving my email post updates to your inbox? If not, PLEASE take a second and follow today or send me your email address 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!

Leadership, Management, and Marketing Tips & Ideas

November 2020

Leadership Tips & Ideas:

The single biggest way to impact an organization is to focus on leadership development. There is almost no limit to the potential of an organization that recruits good people, raises them up as leaders and continually develops them. John Maxwell

Employee Appreciation – National Clean Out Your Refrigerator Day: 15th How is the office refrigerator looking? Time for a good cleaning? After you empty it of all expired foods and give it a good cleaning inside and outside…why not stock it with beverages and healthy snacks for the team to enjoy? It might also be a good time to post a reminder for EVERYONE to remember to ALWAYS clean up after themselves. 

Practice Management Tips & Ideas:

Incomplete Treatment & Insurance Maximum Renewals – Do you have any patients with incomplete treatment or ones that are due/past due in hygiene with remaining insurance benefits that are going to run out at the end of this year? Do what you can to help them see the need and value in scheduling an appointment this month before the end of the year rush really shifts into high gear! 

Have you followed up with a call(s) to your patients that haven’t responded to your use it or lose it letters/emails? If you didn’t get your letters and emails sent out I encourage you to take action now. Would you like a sample Use it or Lose it letter? Email me at bhaydenconsulting@gmail.com and I will gladly send one over to you.

Do you know how many of your active patients have a future appointment and how many do not? Do you know how many of your patients have unscheduled treatment plans and money remaining on their insurance for this year?

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. 

Scheduling – What steps have you taken to ensure your schedules will be able to accommodate those patients that wait until the last minute to use their dental benefits before the year ends?

Marketing Tips & Ideas

Candy Buy Back – If you’re starting off the month of November hosting a Candy Buy Back event…be sure to promote it with posts and videos via your social media platforms, and alert the local TV news, and online & print newspapers too.

World Kindness Week: 8th – 14th AND Random Acts of Kindness Week: 16th – 23rdTime to spread some kindness!  Here are a few ideas…

  • Give your patients that come in for an appointment a special surprise gift or treat.
  • Deliver gifts to a few of the local businesses.
  • Reach out to your inactive, unscheduled patients to let them know you’re thinking about them.
  • Is there a patient coming in this month for treatment that is experiencing serious financial hardship and would benefit from some extra kindness by you donating some of their dental treatment?
dental coach betty hayden kindness

Black Friday – Offer Special Pricing on Teeth Whitening, Electric Toothbrushes, Ortho Consultation, or a New Patient Visit.

Cosmetic Dentistry Opportunity:

Many of your patients will soon be attending end of the year office parties/events either in person or via Zoom.  Now is a great time to help them see how they can easily get their smile ready for the camera with teeth whitening and other cosmetic treatment/procedures.

Patient & Community Educational Idea:

November is Diabetes Month –

All month-long share posts on your social media platforms regarding the importance of regular preventive dental visits to the dentist. When you have diabetes, high blood sugar can take a toll on your entire body — including your teeth and gums.

Dental Office Tips and Ideas for Diabetes Month

International Stress Awareness Day: 4th    – Share tips on how to reduce stress & the relationship between stress and oral health. Service/Treatment Feature: Mouthguards.

Social Media Post Ideas to Improve Engagement during the month of November

National Peanut Butter Lovers Month

Childrens’ Book Week: 9th -15th

National Brush Day: 1st (Share videos of proper brushing techniques and how to choose which toothbrush is best)

X-Ray Day: 8th (Why x-rays important to your dental health)

Flossing Day: 27th (Share video demonstrating flossing techniques and tools)

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

Yours for Greater Success,

~Betty (Dental Coach)

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

Is Obtaining New Dental Patients More Important Than Retaining Established Patients?

Is Obtaining New Dental Patients More Important Than Retaining Established Patients?

Hello Friends,

So which is more important to your practice growth – obtaining new patients or retaining established patients?

The short answer, both are very important to successfully grow your dental practice.

Yes, new patients are very important, in fact, we should have a monthly new patient goal that we are working toward each month. Offices love new patients. I hear doctors and teams all the time saying “we need more new patients!” They believe that is the answer to all of their scheduling, production, and collection woes. But is that good enough to grow your practice, just ensuring that you’re getting fresh new patients each month?

Well, if you want to spend lots of money and ultimately work harder instead of smarter, then yes. But, I think it’s safe to say, that isn’t your intention or end goal.

And yet, that is exactly what I am seeing many doctors doing in their practice. They are investing time and money to bring in new patients but are not giving the same attention to retaining those new patients. Like they are just spinning their wheels and will eventually just burn out.

Oftentimes, I will see healthy new patient numbers each month, and yet, the office isn’t growing at all and their production is weak. Why is that? When I examine the data, I learn that far too many of their new patients are one-timers. They left the office without scheduling a future appointment. Why is this a bummer situation? Calling, emailing, texting, and snail mailing our patients to get them to reappoint can be a drag. It’s tough to reach patients once they leave. It’s possible of course, but it takes money, time, and energy that could be better spent elsewhere. Unfortunately, we don’t even see those attempts being made to reach out to those unscheduled new patients. No one really knows what happens to the patient after their first visit. Or they make minimal attempts to reach out to the patients before giving up after a couple of months.

What does your new patient experience look like from the initial call, and first visit, to how you stay in touch with them after they leave?

Do you know what your new patient retention numbers look like?

So if the most expensive patients to acquire are your new patients, the easiest and best patients to fill your schedules are those who have come to you before.  BUT, you may be thinking… that takes time and money to reappoint established patients too. That’s true but 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.)

What does retaining, reactivating, and reappointing established patients mean for you and the patient?

  • We are creatures of habit.  It’s easier to do something we are already doing than to do something different.
  • Established relationship. (They already know, like, and trust you. You just need to focus on strengthening that relationship)
  • No marketing costs – you’ve already paid the initial investment in getting the patient.

What are you doing to keep track of your established patients? What are you doing to ensure your established patients don’t slip through the cracks? Here are some ideas and tips for reactivating and reappointing your patients: https://bettyhaydenconsulting.com/2019/12/31/dental-patient-reactivation-and-reappointment-tips-and-ideas/

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. 

What are you doing to keep your new and established patients loyal to your practice?

Loyal patients, isn’t that what we want? Patients that return year after year, accept your treatment recommendations and refer their friends, family, neighbors, and co-workers. They are loyal to your dental practice because they like and trust you. You’ve earned the privilege to serve them not just for a moment but for life.

Is it really a privilege to serve them? Absolutely! Any office that struggles with getting and keeping new patients, struggles with getting patients to accept their treatment recommendations, struggles with the hygiene department’s continuing care reports and Swiss cheese-like appointment schedules, struggles to keep up with all the record transfer requests from patients for their new dental office, will learn (hopefully quickly) that having loyal patients in your practice is an earned privilege. The best part with loyal patients is the aforementioned struggles are greatly reduced or eliminated altogether.

Of course, this takes some work – implementing and following closely, effective office systems/protocols are critical to you successfully retaining your patients and reaching/exceeding your practice goals.

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 bhaydenconsulting@gmail.com.

Do you enjoy the dental leadership, management, and marketing tips and ideas that I share each month?   I would love and truly appreciate for you to please leave a review/recommendation for me here on GOOGLE and/or FACEBOOK

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 (bhaydenconsulting@gmail.com) and I will send you an invite to follow. This way, you won’t miss a single idea

Yours for Greater Success,

~Betty (Dental Coach)

P.S. Please stop by and say hello to me on  FacebookTwitterInstagram, LinkedIn and Pinterest

Dental Patient Reactivation and Reappointment Tips and Ideas

Dental Patient Reactivation and Reappointment Tips and Ideas

Hello Friends,

Have you scheduled for some R & R in the new year? No, I’m not talking about rest & relaxation (although, you definitely want to schedule for that 😉 ) – the R & R that I am referring to is your patient reactivation and reappointments.  Why is this so important?

Because when your patients are healthy – your practice is healthy.  For your patients to smile healthy they need to schedule the treatment you’ve diagnosed and to come in regularly for their hygiene continuing care appointments.

Last year did you struggle with any of the following?

  • Low treatment plan acceptance from your patients.
  • Not knowing your active and inactive patient numbers.
  • Hygiene continuing care reports were a nightmare.
  • Too many holes in the schedule.
  • Poor treatment presentation skills.
  • Too many patients left the practice and you don’t know why.
  • Not enough time to keep your office social media sites current.

Don’t struggle another minute, plan now to make 2020 your BEST year yet! Get whatever help and training you need and want to make the necessary improvements. Feel free to contact me for a complimentary, no-obligation consultation at bhaydenconsulting@gmail.com to see if a coaching relationship is right for you.

Today, I’d like to help you tackle one of those struggles… your inactive and unscheduled patients. Let’s reactivate all of your patients that haven’t been in for one year or longer and schedule your active patients that are currently unscheduled.

Betty Hayden Consulting Dental Patient Reactivation Letter and ideas

The start of the new year is a great time to make a plan for reactivating and reappointing your patients…. (attack that File Cabinet…or computer patient database!)

Ideally, daily, weekly and monthly efforts should be made to develop and maintain relationships with your patients in order to keep them active.

The best way to keep your patients active is to be sure to reappoint them for their next hygiene visit when they are there at the office. Also, help more of your patients say yes to your treatment recommendations and have them reserve their appointment at the time of treatment presentation. You should be tracking both your pre-appointments and your re-appointments.  This is important if you want to reduce patient attrition and reduce the amount of money and time spent trying to reach these patients later on down the road.

Quick Side Note: Friends, if you do not know what your office numbers look like, or how many of your active patients are unscheduled, and so many other important key practice indicators; please take note of what those numbers look like. That is the only way to successfully grow your practice. You need to know where you’re at currently to know what your potential for growth is. 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.

Now, back to Reappointments and Reactivations…

Control the Schedule – Same-day cancelations attempts and broken appointments must be handled effectively. The goal is to greatly reduce the number of same-day schedule changes and for the appointments that you can’t save be sure to reschedule them while the patient is still on the phone. (Unless of course, they’re a habitual offender!) See more tips here: How to Reduce Same Day Dental Appointment Cancellations and No Shows

However, if for whatever reason your inactive patient database is growing (you are tracking this, right?) – take steps now to welcome those patients back into the schedule. You can start by reaching out to them with a We Miss You reactivation letter and email.

If you would like a sample letter that you can customize to your practice for your patients – feel free to request one at bhaydenconsulting@gmail.com.

Some suggestions for your letter are:

  • Include a deadline to respond.
  • Use a handwritten colored envelope (Grab their attention!).
  • Have two offers: One for your patient and one for a friend, family member, co-worker or neighbor.
  • Make a call to the patients about a week after mailing the letter.
  • Be sure to document all attempts at contacting the patient and the response.
  • Include Social Media & Office Contact Information.

I hope that these tips and ideas are helpful to you.

I would love and truly appreciate for you to please leave a review/recommendation for me on GOOGLE and/or FACEBOOK.    Thank you very much!!

Friends, schedule some R & R and make it a GREAT Year!

Are you receiving my free Dental Leadership, 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.

Yours for Greater Success,

~Betty

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