Dental Tips and Ideas for the Month of September

Dental Tips and Ideas for the Month of September

Dental Tips and Ideas to help make September a great month!

Hello Friends,

For many dental offices, September is a slow month. Even for some of the offices that start the month with a full schedule report that as the month progresses the schedule tends to fall apart. There could be many different reasons why this happens every September. Perhaps for some, it is because families are still adjusting to the back-to-school schedules and don’t want to bother adding a visit to the dentist to their already too-hectic days. Whatever the reason, it hurts to have holes in the schedule. Yet, I have some offices that tell me September is always a great month for the schedule and production. I want you all to have that same experience. So I will share some tips and ideas with you to help make September a wonderful month.

Dental Practice Management and Marketing Tips and Ideas for September

Look at your schedule for September, find any days that have a few holes in them and declare them “special days for parents” or find any old reason to declare them a special day.

Reach out to all of your patients with incomplete treatment plans or that are past-due in hygiene.  Invite them to come in on this “special day” for their dental visit. What about the patients that already have an appointment scheduled? Share the special offer with them too. This will encourage them to keep their appointments!

Offer Incentives: $ off Ortho, Free Adult fluoride w/hygiene visit, Teeth Whitening Specials, % off treatment, etc. This could be a one day only event or you could feature a different service each day of the week.

Gift ideas: Raffle off a Gift basket, Big-ticket item or Gift Cards. Every patient that comes in for their appointment or refers a new patient during the month of September will be entered to win this wonderful prize.

Salons, Massage therapists, Restaurants, etc. may be more than willing to donate gift cards that you can use in a drawing or include in a gift basket that your patients can enter to win.

 Appointment Reminders – September is National Courtesy Month ~ Take this opportunity to remind your patients that: “As a courtesy to our patients we remind you of your dental reservation 1-2 days prior. We kindly request that you try to keep your dental appointments as scheduled. If you do require a scheduling change please notify us with at least a 24 hours notice of your appointment date. Thank you!”

Take control of the schedule. Here are some helpful tips and ideas: Scripting for when your dental patient calls to cancel their cleaning appointment…

Educational Opportunity – September is World Alzheimer’s Month, use this as an opportunity to educate your patients and the community about the importance of dental health care for Alzheimer’s patients in helping to keep them comfortable and healthy.

Insurance/HSA RemindersSend out your “Use it or Lose it reminder texts, emails, and letters. Pick up the phone and call your patients that have treatment planned, maximum remaining that renews in January but hasn’t scheduled appointments to start/complete treatment.

~ Social Media Post Ideas to Improve Engagement ~

Random Acts of Kindness Day or Be Kind Day: 1st

Hug Your Boss Day: 8th

National Day of Encouragement: 12th

National Guacamole Day: 16th

Talk Like A Pirate Day: 19th

National One-Hit Wonder Day: 25th

National Good Neighbor Day: 28th

So there you have it, some fun marketing ideas for the month of September. Please, be sure to stay in touch with me and keep me updated on any of the ideas that you use and if you have some thoughts on how to take these suggestions to the next level or just ways to improve on them I want to hear from you!

 If you would like me to work with your office to create a custom marketing campaign for the month of September, please contact me today at bhaydenconsulting@gmail.com

Sometimes despite your best efforts the schedule still falls apart. Don’t stress over it, instead use that downtime to do some training, team building and/or office cleaning/organizing. See  Clean Your Dental Office Using Your 5 Senses,  Dental Team Building Activities, Rewards, and Incentive Tips and Ideas and How to Attract and Cultivate Loyal Dental Patients

 Please stop by and say hello to me on FacebookTwitterInstagramLinkedIn and Pinterest 

Are you receiving my complimentary Dental Practice Management and Marketing Ideas via your email 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.

If you liked these ideas, please let me know by hitting the “like” button. Thank you!

Yours for Greater Success,

~Betty

Please follow and like us:
Dental Practice Management Ideas for April

Dental Practice Management Ideas for April

Hello Friends,

When I share marketing ideas with you each month my goal is to help you exceed your current and potential patients expectations. Just as important, if not most important is to consistently exceed your employees’ expectations. Why? Because an employee that feels appreciated will always deliver more than is expected. Betsy Myers, an expert on leadership development says it best: When people feel valued, appreciated, heard, supported, acknowledged and included, they are motivated to bring their best selves forward. “

I wanted to share some practice management ideas to help you make your second quarter more productive, happier and less stressful for you and your team.

If you’re looking for marketing ideas for the month of April see Dental Marketing Ideas for April & April is Oral Cancer Awareness Month

Now on to the practice management ideas for April:

Betty Hayden Consulting Dental Ideas Practice Management

Just for Fun!

National Humor Month / Laugh at Work Week: 1-7 – Find ways to laugh each day at work all week-long.

National Fun at Work Day: 6  – Have a silly theme for this day. (For example, Crazy hair, silly socks, decades day, etc.)

Make Lunch Count Day: 13 – Buy lunch in or out for your team.

See for more ideas. Tips to Improve your Dental Office Part 4 ~ Happy Team

Reasons to Celebrate your Team:

National Dental Hygienist Week (Canada): 8-14

Administrative Professionals Week: 23-29

See Employee Appreciation Ideas Here: Employee Appreciation Gift Ideas Pinterest Board

Employee Conflict Resolution & Communication Improvement Opportunity: 

Workplace Conflict Awareness Month This topic should be discussed at a team meeting. Why? Conflict Happens! Make a plan and an agreement as to how all office conflict will be addressed and resolved.

Steps to deal with office conflict:

  1. Calm down and talk with the other person. (Don’t go to anyone else to discuss the conflict)
  2. Attack the problem, not the person. Focus on behaviors and events.
  3. Listen carefully – listen to understand and not to be understood.
  4. Brainstorm solutions with a focus on the future, what it will take to move forward.
  5. Celebrate your Success.

For additional ideas visit Forbes.com for 5- Keys to Dealing with Workplace Conflict. 

To manage conflict, excellent communication is essential.

Communication  – 

  • Job descriptions and expectations must be clearly defined. This is a great time to ask every team member to write a list of their description and responsibilities. Have them indicate next to each task how often it is done (daily, weekly, monthly, yearly, varies, etc.). This will help you determine if and when and by whom these tasks are being accomplished. You might find some important tasks are not being done at all or not often enough and so on.  

  • Team Meetings/Morning Huddles are essential for a happy and smooth work day. Visit HERE for some tips on how you can have a successful morning huddle.

  • Address quickly any needed discipline or correction, don’t wait for a staff meeting to address these problems. Instead, meet one on one with the offender.

  • Avoid office negativity, it’s toxic and will infect your team – Rather, focus on and share positive experiences.
  • Your team must know the why, what, and how. They may know the what and the how but not the why, often times, this is why employees are there just to collect a paycheck. Talk about what you believe and attract those who believe what you believe. People buy the why not the what.

Positive Gossip Only! Entire team agrees to stop gossip. Refuse to listen to it. Rather, encourage the person to go directly to the other person they have an issue or complaint about. Unless of course, they can let it go and move on

Hygiene Continuing Care/ Recare Opportunity:

Cleaning For A Reason Week: 18-24 – Send out email & text reminders to your patients that are due/past-due for their hygiene visit. Time for their Spring Cleaning! The “reason”? For their health’s sake – or, consider donating a portion of the production to a local charity.

Community Involvement Opportunity:

Community Spirit Days (1-30) – What a great opportunity for your office to get involved in the community. Check your city’s event calendar for events and activities.

Are there any charity/sporting/community events that you and your team can participate in or sponsor?

Be sure to share a variety of local community events on your social media sites. This will encourage your patients to look to your office page to learn what’s going on in the community.

Host a:

  • Spring Perennial Plant Exchange
  • Book Drive
  • Canned Food Drive
  • Aluminum can tabs for the Ronald McDonald House

Be sure to send out press releases and share on your social media sites what you’re doing to help your community.

So there you have it, some practice management ideas for the month of April. Enjoy!

Have you signed up to receive my complimentary dental marketing and practice management ideas that are sent right to your email each month? If not, take a second and follow 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 FacebookTwitterInstagramLinkedIn and Pinterest

Please follow and like us:
Scripting for when your dental patient calls to cancel their cleaning appointment…

Scripting for when your dental patient calls to cancel their cleaning appointment…

Hello Friends,

I OFTEN get asked the question, what should we say when a patient calls to cancel their hygiene appointment?

Today, I’ll share with you some scripting examples for handling calls from patients that want to cancel same-day hygiene appointments.

what do I say when patient calls to cancel their dental hygiene appointment

Please note: this isn’t scripting for perio appointment cancellations. You would use different scripting for those types of appointments.

Scenario #1:

Patient: I’m calling to cancel my appointment for today at 10:00, it’s just for a cleaning.

Admin: NOOOOO!

What do you do? It’s 9:00, how are you supposed to fill that time slot?

Scenario #2:

Patient: I’m calling to cancel my appointment for today at 4:00, it’s just for a cleaning.

Admin: YESSSSS!

What do you do? Celebrate, of course! Now you can get out early.

I’m kidding! We hate cancellations (even the “just a cleaning” ones) at any time of day because they all kill profitability.

So what do you say to the patient when they try to cancel? How do you save the appointment?

You can’t save them all, there are unavoidable, legitimate reasons that some patients are canceling their appointment. For help filling the schedule with those inevitable last-minute cancellations, please see: Ideas to Fill Holes in the Dental Hygiene Schedule

For all others, try this:

Patient: I’m calling to cancel my appointment for today at 10:00, it’s just for a cleaning.

Admin: (with genuine concern) “Oh no! I hope everything is alright. Jenny was really looking forward to seeing you today for your appointment. Is there any way you can make your reservation?” or

“Oh no, Jenny will be so disappointed, she reserved this time just for you, is there any way you can keep your reservation?” or

“Oh no! Thank you for calling, I know Jenny will be concerned, is there anything we can do so that you can be here today?”

or, if you have a broken appointment policy…

Admin: “Oh no! I’d hate for you to have to pay the broken appointment fee, is there any way you can make your reservation with Jenny?”

Now, if the patient is sorry and truly can’t make the appointment and this is the first time they’ve canceled an appointment, say this:

Admin: “I know that Jenny was looking forward to seeing you, I’m sorry that you weren’t able to provide us with 48 hrs notice due to (whatever their reason was) – we’ll go ahead and waive the broken appointment fee this time. Let’s get you rescheduled…”

For patients calling to cancel due to work, try the following…

Patient: I can’t take time off of work, or I have to work…

Admin: “My job is important to me too. We really hate for you to not be able to make your appointment. Is there any way you could have someone cover for you for that time or would it help if we wrote a note to your supervisor?”

STILL NO:

Admin: “We obviously made an appointment for you that isn’t convenient. Since your appointments are important I want to make sure we never do that again. Is there a time we can schedule that you know you will be convenient?”

Document your conversation and that you waived the fee for this time and that the patient is aware next time they’ll be charged.

If the patient refuses to reschedule their appointment…

Admin: “That’s fine, but if I don’t hear back from you, I will call you on ______, how does that sound?” (Follow through on that promise.)

For patients that habitually cancel, I urge you to charge them your broken appointment fee and do not reschedule their appointment.

Admin:  “Mr/Ms (use their name), I can see that you have a really busy schedule and that makes it difficult for you to commit to an appointment time. I thought I was a busy person!
What I recommend is that we place you on our “same day” call list. If we have an unexpected change in our schedule we’ll give you a call. How does that sound?”

Document your conversation! Follow-up accordingly.

Work together as a team to come up with scripting that works for your office. Think of all the different scenarios and reasons patients call to cancel (cost, illness, no babysitter, schedule conflicts, etc.) and role-play the best responses. Your goal should be, if appropriate, respectfully help the patient find a way to keep the appointment as scheduled without threatening or embarrassing them.

If you have created this cancellation monster, it will take some time to re-train your team and your patients. How do we train our patients that it’s ok to cancel last-minute?

  • Not creating true value for the appointment through patient education.
  • Constantly rescheduling patients appointments because of some change to the provider’s schedule.
  • Not respecting the patients time by running behind and not giving the very best experience from start to finish.
  • Telling the patient, no problem or that it’s OK when they call to cancel.
  • Poor and inconsistent appointment reminder systems and protocols.
  • Not acknowledging no-shows with a telephone call 5 minutes after their scheduled appointment time and with a follow-up letter/text/email.

Sadly, I have heard many offices tell the patients, no problem when they call to cancel. They don’t even attempt to reschedule. They just say OK and hang up. I’m not joking. This really happens.

Ultimately, preventing cancellations starts with creating value for the appointment before it’s even scheduled… it’s never “just a cleaning” that they are trying to cancel.

Create a strong hygiene continuing care protocol for your team and consistently follow it.

If your office needs help in creating a protocol for how to track hygiene continuing care reports/numbers, appointment scripting, patient correspondence, etc. please contact me today for a complimentary consultation at bhaydenconsulting@gmail.com

If you enjoy the complimentary ideas that I share each month, I would love and truly appreciate for you to please leave a review on GOOGLE and/or FACEBOOK

Are you receiving my free dental marketing and practice management ideas every month 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!

Yours for Greater Success!

~Betty

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

 

Please follow and like us:

Dental Marketing Ideas for September

Hello Friends,

September is the last month (opportunity) for you to have the best third quarter ever. Yet, many dental offices say that this is typically a slower month for them. If that is true for your office or if you just want to spice things up for September, here are some dental marketing and practice management ideas for you.

dental marketing ideas for september from betty hayden consulting

Focus: Parents – Now that their kids are back in school, it’s time for dads and moms to pamper themselves with a dental visit.

Look at your schedule for September, find any days that have a few holes in them and declare them “special days for parents”.

Reach out to all of your parents with incomplete treatment plans or that are past-due in hygiene. Invite them to come in on this “special day” for their dental visit.

Offer Incentives: $ off Ortho, Free Adult fluoride w/hygiene visit, Teeth Whitening Specials, % off treatment, etc. This could be a one day only event or you could feature a different service each day for a week. (Food & beverage is also a nice incentive 😉 )

Gift ideas: Pampering gift bag – lotion, toothbrush, lip balm, chocolate, etc. Include informational handout about the links between oral health & overall health in women & men.

You could easily team up with local businesses for some cross marketing. Salons, Massage therapists, Restaurants, etc. may be more than willing to donate gift cards that you can use in a drawing or include in a gift basket that your patients can enter to win.

Here are  4 more ways to Help your Team and Patients Smile in September!

Random Acts of Kindness Day or Be Kind Day: 1 Do something special for your team today and/or something unexpected for your patients. If you’re going to do something nice for your patients, get your entire team involved by asking for their ideas.

National Clean Hands Week: 18-24 – Give-Away for your patients during this week: Small imprinted bottles of hand sanitizer.

World Alzheimer’s Month  – Use this as an opportunity to educate your patients and the community about the importance of dental health care for Alzheimer’s patients in helping to keep them comfortable and healthy.

National Courtesy MonthThis is a great opportunity to remind your patients that: “As a courtesy to our patients we remind you of your dental reservation 1-2 days prior. We kindly request that you try to keep your dental appointments as scheduled. If you do require a scheduling change please notify us with at least a 24 hours notice of your appointment date. Thank you!”

So there you have it, some fun marketing ideas for the month of September. If you liked these ideas and plan to use some of them, PLEASE let me know. I love to hear your comments and ideas.

If you would like me to work with your office to create a custom marketing campaign for the month of September,  please contact me today at bhaydenconsulting@gmail.com

Looking ahead to October – Breast Cancer Awareness Month, National Apple Month, Candy Buy Back and more! Oh, and don’t forget, October starts your final quarter so start now figuring out your production, collection and new patient goals for October, November & December. Remember to include your entire team in your plans!

If you are not yet receiving my free dental marketing ideas every month to your email inbox, please take a second to subscribe today. 

We’re on FacebookTwitterInstagramLinkedIn and Pinterest stop by and say hello.

As always, I wish you all a fantastic & productive month!

Yours for Greater Success,

~Betty

Please follow and like us: