January 2023 Dental Practice Management and Leadership Ideas

January 2023 Dental Practice Management and Leadership Ideas

Hello Friends,

Are you looking to make this a great year? If you want different or better results than last year you’ll need to do something different this year. Start now – make your action plan for any wanted and needed improvements to your office including setting your production, collection, treatment, continuing education, new patient, administrative time, and happiness goals for 2023.

Here you’ll find some office management, leadership, and team-building ideas for January.

If you’re looking for dental marketing and additional practice growth ideas for January visit here: Marketing Ideas for January 2023

Leadership and Team Building

“Outstanding leaders go out of the way to boost the self-esteem of their personnel. If people believe in themselves, it’s amazing what they can accomplish.” – Sam Walton

Training – Are you investing in your team by making sure they have proper training and retraining? For example, are you utilizing your practice management software to its full potential? Have you all been “properly” trained on how to use it?

January is Get Organized Month – This is a great time to get rid of any office clutter! Check the closets, cabinets, drawers, and desks for any clutter that can be organized, put away, or tossed. Clutter equals chaos. There is no room for chaos or clutter.

National Bagel Day: 15th – Bring in bagels for breakfast for the team to enjoy during your morning huddle.  

Fun at Work Day: Jan. 27th – Schedule a fun team-building activity, games, or contest for the team. Be sure to share the fun on your social media platforms.

Office Management Ideas

CDT Codes – Have you reviewed the 2023 CDT Code changes, additions, and deletions? If not, I strongly encourage you to make sure you’re up to date with coding and billing correctly.

Insurance Renewals: Many of your patients’ dental insurance maximums renewed on January 1. Phone, text, and/or email your patients with a friendly reminder of their renewed benefits and encourage them to make a reservation to come in for their hygiene wellness visit or to get started on their unscheduled treatment needs with the doctor. Include reminders on your social media pages.

Credit Report – Run your credit report. Check for any errors. Unless your patients have requested that you leave a credit on their account for future treatment – you shouldn’t have credits just sitting there.

What are your practice goals for 2023? I would love the opportunity to work along with you and your team to help you set and exceed your practice goals. If you would like to schedule a no-obligation, complimentary consultation to learn how our coaching program works, please email me at bhaydenconsulting@gmail.com.

Are you receiving my complimentary Practice Growth Tips & Ideas in your email each month? If not, please start following us today – simply click on the subscribe tab. Or If you prefer, send me your email address (to bhaydenconsulting@gmail.com) and I will send you an invitation to follow my blog.

Have a great month!

Yours for Greater Success,

~Betty – Dental Coach

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!

Dental Office Marketing and Practice Growth Ideas for January 2023

Dental Office Marketing and Practice Growth Ideas for January 2023

Hello Friends,

What are you doing this month to exceed your patients’ expectations, attract more new patients, have more fun at work, and build relationships within your community?

You’ll never plow a field by turning it over in your mind. ~ Irish Proverb

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, or would like to learn what opportunities for improvement exist in your practice... please feel free to reach out to me to schedule a complimentary, no-obligation coaching call at bhaydenconsulting@gmail.com.

Here are some practice growth & marketing ideas that you can easily implement in your office

January is National Hot Tea Month. Once again, I am sharing this idea because it is always appreciated by your patients and a little something extra that doesn’t cost a lot. (Remember, you want to exceed expectations, and doing these extra things on top of delivering excellent care and experiences is what gets your patients talking about you to others.)

Gift idea for your Patients: Give away packets of green tea that have a label on them saying “Our Patients are TEA-riffic!”

Service/Treatment Feature: Desensitizing Agents. Many people experience tooth sensitivity while drinking hot beverages. This is a good idea to offer treatments to help reduce or eliminate that sensitivity.

Educational IdeaI’m Not Going to Take It Anymore Day: Jan. 7th – Help your patients to see that they don’t have to take their Crowded Teeth, Yellow Teeth, Bad Breath, Sensitive Teeth, Loose Dentures, Snoring, or Headaches, anymore!  You can help them!

Referring Doctors or Local Business Appreciation Gift Idea

Bubble Wrap Appreciation Day: 30th- Deliver Stress Relief Kits (i.e.: Squares of bubble wrap and chocolates) to local “high stress” businesses/offices. Such as police stations, doctors’ offices, schools, any business that caters to kids (haha), etc.  – most people enjoy some bubble wrap popping. 

Social Media Content Ideas to Boost Engagement During the month of January

International Quality of Life Month

National Soup Month

Sugar Awareness Week: 15-21

Cigarettes Are Hazardous To Your Health Day: 11th

National Bagel Day: 15th

National Cheese Lovers Day: 20th

Penguin Awareness Day: 20th

Dental Drill Appreciation Day: 26th

Do you like & appreciate the ideas, content, and photos 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!!!

Wishing you all a happy, healthy, and productive start to 2023!

Are you receiving my complimentary Practice Growth Tips & Ideas in your email each month? If not, please start following us today. If you prefer, send me your email address (to bhaydenconsulting@gmail.com) and I will send you an invitation to follow my blog.

Yours for Greater Success,

~Betty – Dental Coach

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!

Improve Dental Office Collections and Clean Up Unhealthy Accounts Receivable

Improve Dental Office Collections and Clean Up Unhealthy Accounts Receivable

Hello Friends,

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

What do your past-due accounts receivable look like? 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. 

A healthy dental office will have an accounts-receivable ratio of 1.0, meaning your total accounts receivable are equal to your average monthly production. What does your A/R ratio look like?

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?

Sadly, I far too often see dentists working 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.

Today, I’ll share with you a few tips to help you increase office collections and clean up unhealthy accounts receivable.

  1. See the true value of dentistry – With each day and 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 believe this. The entire team must also wholly believe that you’re providing the best quality care. Having full confidence in the doctors’ and hygienists’ ability to provide quality care and create beautiful and healthy smiles is a must. Give every patient the opportunity to say yes or no to your very best 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. Have them sign and take a copy with them. 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.
  5. No surprises! – Present the patient’s treatment plan and estimated financial portion before treatment is started. 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. Avoid in-office payment plans!
  8. Offer online payment options– allow your patients the convenience to make 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. Call the patient if payment isn’t received by the due date. Better 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: Watch your insurance aging report closely. Promptly follow up on any unpaid claims, insurance rejections, and requests for add’l information.

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.

Here are a few more tips to help make this a true success for you and enjoy 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, and payments.)
  • Avoid “Statement Groundhog Day” – Stop sending statement after statement to patients that 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.
  • ALWAYS send out clean insurance claims! If your administrative team needs any training in this ever-changing insurance world with how to estimate co-pays, send out claims (daily), and post insurance payments, and adjustments…get them the proper training asap!
  • Insurance Claims Aging Report – Run your insurance aging report and start from the oldest and work down to the current claims… how old are some of those claims? What is the status of the claims? Where is your money? Now is a great time to clean up that report.
  • Don’t assume… know by who, when, what, and how your money is being handled. It’s important for the entire team to understand why this information is necessary.
  • 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. Consider offering a small bonus or incentive when these goals are reached.
  • Benchmarks – 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!

Friends, 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 in your email each month? If not, please start following us today. If you prefer, send me your email address (to bhaydenconsulting@gmail.com) and I will send you an invitation to follow my blog.

Yours for Greater Success,

~Betty – Dental Coach

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!

Dental Office Leadership and Management Ideas for December 2022

Dental Office Leadership and Management Ideas for December 2022

Hello Friends,

December is going to be a busy time for you, your patients, and your employees. Take some time now to plan how you all will keep a full and productive schedule all month long without any extra stress

Here are some ideas to get you started.

Management Tips & Reminders for December…

Watch the Schedule – Be alert to any patients that are coming in with the doctor or hygienist and have incomplete treatment or are due in hygiene. If the schedule allows, encourage them to take care of both at the same time. This means carefully reviewing all charts in advance of the appointment.

Social Media – In advance, schedule your social media posts for the last 2 weeks of December and the first week of January. One less thing to stress you out during the crazy times. 😉

Appointment/Retention Incentive – It can be challenging to get patients to keep their dental appointments during the holidays – consider having a drawing for a gift basket or gift card to a local business that your patients can enter to win when they come in for their dental appointment before December 23rd.

Homecare Products – December is a great time for Special offers on Electric Toothbrushes and Waterpiks

Gift Certificates – Remember, Gift Certificates/Cards for Teeth Whitening, Ortho, or Wellness visits should always be available for your patients to purchase as gifts for their loved ones.

Travel Toothbrush Bags – Many of your patients travel during the holidays – Surprise them with a small gift for their travels. Put together toothbrush bags that include a toothbrush, floss, toothpaste, and a “what to do in a dental emergency” handout. You could also include other travel-sized items such as lotion, Advil, lip balm, etc.

If you’re looking for marketing & additional practice growth tips and ideas for December 2022 – please check them out here: December 2022 Marketing Ideas

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!

Leadership & Team Building/Appreciation Ideas

“Do not let what you cannot do interfere with what you can do.” – John Wooden

Review the performance for 2022 – What worked well? What did not work well or requires change? What are your ideas for Improvement? What are your plans for implementation? Remember, change what needs changing, and control what you can control.

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.

National Sock Day: December 4th – Purchase some silly socks for the team and take a picture of everyone wearing the socks and post it to your office Facebook/Instagram pages and Google My Business listing.

National Chocolate Day: December 28-29th – Surprise your doctor(s) and/or team with a chocolatey “I appreciate you” treat.

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

Wishing you a fabulous and productive month!

Yours for Greater Success,

~Betty (Dental Coach)

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! – Looking forward to hearing from you!!