Ten Steps to Create Healthy and Productive Fall Dental Hygiene Schedules

Ten Steps to Create Healthy and Productive Fall Dental Hygiene Schedules

Hello Friends,

Many dental offices are facing the potential for the weakest fall schedules they have ever experienced. For others, your schedules may look pretty good for September as you have been reappointing patients that had appts during the shutdown. It may even look better than ever. So, if you’re busy right now does it even matter what the schedule looks like for October and November? After all, there is still plenty of time to fill all those holes, right?

For numerous reasons, it matters greatly what your schedules look like for this fall and as for having plenty of time to fill those holes, well, we know what happens with time… it goes by very quickly, especially when we’re busy!

Typically, a full hygiene schedule today means a full doctor schedule tomorrow – why is that? Approximately, 75% of restorative needs are discovered during hygiene patient visits.

Unfortunately, when there is that open chair time with no production to collect on, your overhead expenses continue without letup.

This isn’t just about money though – our focus should always be on helping our patients smile healthier and happier. When Your Patients Are Healthy – The Practice Is Healthy. To help make our patients healthier we need them to schedule appointments.

how to fill holes in the dental hygiene schedule

Here are some tips and ideas that won’t require a lot of extra time or expense to help improve your schedules for this fall…

#1. Morning Huddle – At your morning huddle, review schedules for patients coming in without a future hygiene appointment scheduled, any family members due in hygiene, and patients with unscheduled treatment plans.  What is your plan to ensure that these patients leave with their next appointment scheduled.

#2. Broken Appointments – Who is tracking, and how are they tracking your broken appts? More importantly, what proactive steps are taken to reduce or eliminate broken appts in your office?  (One broken appt a day can cost a practice well over $30,000 a year in lost production. Imagine what that number looks like if you have more than one broken appt a day.)

If a patient cancels same-day be sure to get them reappointed while you’re on the phone with them. Unless of course, they are a habitual offender – poor appointment behavior doesn’t get rewarded with the privilege of reserving time on your schedule.  How to Reduce Same Day Dental Appointment Cancellations and No Shows

#3. Telephones – It is imperative that all team members are well-trained to effectively care for the patients and potential patients calling your office.  How many calls end with an appointment scheduled and how many do not? Are your office phones being answered during the times that patients and potential patients are most likely to call? How many times is the phone ringing before being answered? How often are callers being put on hold?

What about the “shopper” callers, the callers with insurance questions, the callers with questions about whether going to the dentist is safe or not, the callers asking if you’re accepting new patients, how do you know that these calls are being handled and cared for effectively? How do you know that your team members are not inadvertently keeping them from scheduling an appointment? Keeping you from welcoming them into the practice as new patients?

This may not seem like a big deal or related to what I am talking about today but how the telephone callers are cared for or not cared for has a big impact on your schedules and the growth of your practice.  Dental Office Telephone Principles

#4. Treatment Plan Presentations and Completions – Pull your unscheduled treatment plan reports. Even if you prefer to leave it to your patients to decide when they’re ready to schedule, you certainly can keep in touch with them and continue to gently plant some treatment reminder seeds of urgency, want, and need.

#5. Welcoming New Patients – What are your plans to successfully welcome more new patients into the practice? What are you willing to do differently in order to reach/exceed your monthly new patient goals?

#6. Community – What are some things you can do to get your name out there in the community?  If you’re not already, now is an awesome time to become the “go-to” dentist in your city/town.

What can you and your team do to give back to the community? Hint: I share ideas with you each month to do just that. Are you following my monthly emails? Dental Office Marketing, Leadership, and Management Tips and Ideas for September 2020

#7. Reviews & Recommendations – This one is super easy! Let your patients do some of the work, invite them to do the talking for you. Give them something good to talk about and spread to their friends, family, neighbors, and co-workers. How? Consistently deliver excellent experiences via the telephone and in-person at their appointments. Make it easy for them to leave a review on Facebook and Google My Business.

Please do not underestimate the power of “fresh” online reviews and recommendations to grow your practice.

#8. Insured Patients – Mid September, early October start your end of year insurance “use it or lose it” reminders and campaigns.  Patients tend to wait until the last minute to try and squeeze in a dental appointment to use their remaining benefits – strongly encourage them to beat the end of the year rush.

#9. In-Office Savings Plan –   If your office offers an in-office savings plan, create some campaigns to let more uninsured people and local small businesses know about your awesome and affordable in-office savings plan.

This is especially important right now as many of your patients may have lost their dental insurance coverage – or they know someone that does not have insurance and can refer them to you.

#10. Continuing Education and Team Building – The fall season may be the perfect time to schedule some in-office continuing education and training. As well as some fun team building activities.

Bonus Tip: Celebrate your Success! –  This is going to require a team effort to enjoy productive and healthy schedules for the rest of this year and beyond so please be sure to find ways to celebrate your success. Reward the behavior that you want to see more of! 🙂

Wishing you all the healthiest and happiest schedules for this Fall!

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.

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. 

Yours for Greater Success,

~Betty – Dental Coach

 

 

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

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

Hello Friends,

“What does the month of September typically look like in your office? Do you struggle to fill the schedule? Or do you find that it is a productive month for you?”

Those are the questions I asked you all last year because I always encourage my dental office teams to be proactive by taking steps to create/design what they want their schedules, production, collections, and patient growth to look like for each month. Why wait until the end of the month to say “wow, that month was awful” or “wow, that was a great month”… and wonder, how did we do that?

Little did we know that the year 2020 would bring so many changes to our world and negatively impact the schedules in ways we could have never anticipated.

Now, here in August 2020, many offices are facing the potential for the weakest fall schedules they have ever experienced. Your schedules may actually look pretty good for September as you have been reappointing patients that had appts during the shut down. It may even look better than ever. So if you’re busy right now does it even matter what the schedule looks like for October and November? After all, there is still plenty of time to fill all of those holes, right?

For numerous reasons, it matters greatly what your schedules look like for this fall and as for having plenty of time to fill those holes, well, we know what happens with time… it goes by very quickly, especially when we’re busy!

Typically, a full hygiene schedule today means a full doctor schedule tomorrow – why is that? Approximately, 75% of restorative needs are discovered during hygiene patient visits.

Unfortunately, when there is that open chair time with no production to collect on, your overhead expenses continue without letup.

This isn’t just about money though – our focus should always be on helping our patients smile healthier and happier. When Your Patients Are Healthy – The Practice Is Healthy. To help make our patients healthier we need them to schedule appointments.

The ideas that I am sharing with you for September will help you reactivate and reappoint patients, attract more new patients, build relationships within the community, as well as exceed your current patients’ expectations.

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

dental coach betty hayden fall dental schedule tips

Leadership Tips & Ideas:

“Leaders become great, not because of their power, but because of their ability to empower others.” -John Maxwell

Empower your team to focus on the possibilities of what a healthy fall schedule can look like and how that is a benefit not only to your patients but to your employees as well. Think beyond what you’ve always done to get by or your current perceived limitations– get creative with your methods for staying in touch with your current patients, reaching out to inactive patients, welcoming more new patients, and learning new things as a team to keep things fresh and motivating.

Employee Appreciation Idea – September is Self-Care Awareness Month – Self-Care has never been more important than it is right now! Give a small gift of appreciation to your employees that encourages self-care.  It could be a gift card or actual gifts. (ie: spa products, chocolate, books, essential oils, teas, waterbottle, etc.)

Practice Management Tips & Ideas:

Unscheduled Treatment Plans & Hygiene Continuing Care – Reach out to all your patients with incomplete treatment plans or that are past-due in hygiene. Encourage them to schedule their appointment during the months of September, October, and November.

Insurance Renewal Letters – Send out your “Use it or Lose it reminder texts, emails, and letters.

Betty Hayden Dental Coach End of Year Insurance Renewal Reminders

Friends, do you know what your schedules look like for the fall months? 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. 

Marketing Tips and Ideas: (Exceed Expectations for your current patients and the potential new patients that you engage with in your community.):

Theme: Fall in Love with a Beautiful & Healthy Smile

Focus: Preventive & Cosmetic Services

Giving-Away – Drawing for a Fall Themed Gift Basket / Patients can enter the drawing by leaving a review on Google and/or Facebook, referring their friends & family, and for coming in for their appts in September.

dental coach betty hayden fall marketing ideas for September

Local Business Marketing Opportunity: 

September is National Honey Month: Give away little jars of honey with a label or tag that says, for example, “Thank you for Bee-ing an Awesome Neighbor!” or “Our Nurses are Sweet as Honey!”  OR  to your referring offices you can say” Your Referrals Are Sweet As Honey – Thank you!”

Patient & Community Educational Idea:

September 1st – 7th is National Nutrition Week – You could do a quick Facebook live video and/or post content to your social media platforms all about Nutritious School Snack Options. Perhaps, you could even create a cute, simple hand-out for your patients with a list of nutritious snack options and the surprisingly unhealthy snacks.

Social Media Post Ideas to Improve Engagement during the month of September:

World Alzheimer’s Month

National Fruit & Veggie Month

Sweet Corn Week: 3rd – 7th 

Random Acts of Kindness Day: 1st

dental coach betty hayden kindness

Be Late for Something Day: 5th / But not your dental appointment! Here is why it’s so important for you to arrive on time for your appointments…

Mouthguard Day: 7th

Dental Office Tips and Ideas Sports Safety

Grandparents Day: 13th

World Heart Day: 29th

Do you enjoy the complimentary ideas that I share each month?  I would love and truly appreciate for you to please leave me a review/recommendation here on GOOGLE and/or FACEBOOK . Thank you! 🙂

Wishing you all the healthiest and happiest September!

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.

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. 

Yours for Greater Success,

~Betty – Dental Coach

Dental Office Tips and Ideas for July 2020

Dental Office Tips and Ideas for July 2020

Happy Summer, Friends –

I wanted to share some Leadership, Practice Management, and Marketing Tips and Ideas with you for the month of July to help you all have a terrific, productive, and safe month.

These next few months bring wonderful opportunities to be productive and safe while helping your patients and community smile healthier and happier.  There is much that can be done now to hopefully have a healthy and productive September and October. The slow months of March and April will have a negative impact on September and October if we don’t plan now for those months to be great.

With some planning, enthusiasm, and implementation you have the chance to really set yourselves apart from the other offices in the community, welcome more new patients, exceed your current patients’ expectations (get them talking about how awesome you are!), have less stress and more fun as a team. We all need more of that.

Dental Office Marketing, Management, and Leadership Tips & Ideas

Dental Coach Betty Hayden Summer Dental Marketing Ideas

Internal & External Marketing Tips and Ideas: 

Patient Appreciation Ideas

Theme #1:  National Grilling Month – Contest for a BBQ Grill and/or a Gift Basket filled with grilling supplies.  Base entries off of NP referrals or Reviews left on Facebook and/or Google. You could take this contest right until the end of August.

Product/Service Feature: Orthodontics for a beautiful grill!

Theme #2: Patient Appreciation Gift

Gift Idea: Firework Sparklers with a note attached that says: Thank you for making our office sparkle! We appreciate you!

Dental Patient Appreciation Gift Ideas from Betty Hayden Consulting

Product Feature: Teeth Whitening (Time to make your smile sparkle & shine!)

Practice Management Tips and Ideas:

Office Yearly Goals – I understand that many of the original goals for your year have been adjusted.  Are you happy with your Production, Collection, and New Patient Goals for 2020? Would you like to adjust your office hours?

Reactivation and Reappointment – How many of your “active” patients have their next appt scheduled and how many do not?  Let us work together to ensure none of your patients are slipping through any cracks. A solid reactivation and reappointment protocol is key to keeping healthy schedules and healthy patients.

Friends, if you do not know what your office numbers look like, please examine, record, and measure these and other important key practice indicators. You need to know where you’re at currently to know how to best care for your patients and 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.  I am happy to assist you with this at no charge.

Family Friendly Offices – July is Get Ready for Kindergarten Month. Depending on your schedule, consider setting aside one or two days for “Get Ready for Kindergarten with Healthy Smiles” visits. Make it a fun experience for the children. Promote via your social media sites.

Leadership Tips and Ideas: 

“Stop rationing out praise as if there will be a shortage of it when you could be replicating your best people.”   — Gregg Lederman

leadership acknowledges and praises employees dental coach Betty Hayden Consulting

Leadership acknowledges and appreciates – It’s easy to recognize mistakes or when things are going wrong but be on the lookout to recognize and acknowledge what is going right. Your employees and fellow co-workers need to hear commendation and appreciation for the good things they’re doing.  Here are a few ideas for you:

  • Verbal Commendation
  • Handwritten thank you note of appreciation
  • Bring in breakfast
  • Bring in lunch
  • Extra special: Gift card, a small gift, or good ol’ cash 😉

Employee Work Anniversaries – Who has work anniversaries in July that you can celebrate?

Social Media Post Ideas to Improve Engagement:

National Body Piercing Week: 5-10

International Kissing Day or World Kiss Day: July 6th

Chocolate Day; July 7th

National Sour Candy Day: 18th

Dangers of sour candy to your teeth dental office ideas betty hayden

National Lipstick Day: 29th

Make it a great and fun month!

Do you enjoy the complimentary ideas that I share each month?  I would love and truly appreciate for you to please leave me a review/recommendation 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 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

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