Dental Office Tips and Ideas for November 2019

Dental Office Tips and Ideas for November 2019

Hello Friends,

Can you believe that the New Year is just around the corner? Where are you at with your goals for this year? Have you created opportunities to celebrate reaching (better yet, exceeding) your goals?

Are you working in harmony with your mission, vision, and goals for the practice? If not, what is holding you back? If you really want to reach your goals, you must be willing to get uncomfortable enough to implement change. I am here to help.

How do you want to end this year? What do you want November and December to look like? If you are ready to increase your production, collections, and new patients for November and December – please take a few minutes as a team and together decide which of the following ideas you want to implement. These ideas WILL help you attract more new patients, build relationships within the community, as well as exceed your current patients’ expectations.  As always, my goal is to also help you all stress-less and have more fun at work!

November Dental Ideas Betty Hayden Consulting

Leadership Tips & Ideas:

Leaders instill in their people a hope for success and a belief in themselves. Positive leaders empower people to accomplish their goals.” -Unknown

Employee Appreciation –

Random Acts of Kindness Week: 17th – 20th – Surprise your team with a random gift of appreciation. (Cash, Lunch, Breakfast, Gift Card, Snack, Etc)

Practice Management Tips & Ideas:

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?

Reducing last-minute cancelations – If you’re not already doing this now would be a good time to start collecting the patients co-pay at the time of scheduling. Be sure to also remind your patients that the appointment time is being reserved exclusively for them.

Use it or Lose it Reminders – 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.

Dental Office Insurance Renewal Reminders Betty Hayden Consulting

Marketing Tips & Ideas

Monthly Theme Idea: Gratitude (November is National Gratitude Month)

For your patients: Invite your patients to share what they’re grateful for (turn it into fall decorations by having them fill out fall leaves that you hang on the wall.)

For the community: Visit local businesses with a gift and a note of gratitude for what they do for the community. Or each week feature a local business on your FB/IG pages that you are grateful for.

Reviews/Recommendations – Set a goal to get a certain number of reviews/recommendations to your Facebook and Google pages during the month of November.

 

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.   https://my.clevelandclinic.org/health/diseases/11263-oral-health-problems-and-diabetes

Dental Office Tips and Ideas for Diabetes Month

X-Ray Day: 8th – Create a short video about why radiographs are necessary and their safety to share on your office social media pages.

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

Daylights Savings: 3rd

National Candy Day: 4th

Red Lipstick Day: 11th

National Clean Out Your Refrigerator Day: 15th

Great American Smokeout: 21st

Flossing Day: 29th

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

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 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)

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How to Increase Dental Office Collections

How to Increase Dental Office Collections

Hello Friends,

Fear of cost moves many people to put off visiting the dentist or to cancel their appointments for scheduled treatment. Fear of presenting fees causes many team members to dread or avoid presenting treatment plans/financial expectations and asking for payment. These fears do not help the patient or the office.

I know this is true because as I coach dental office teams, during my in-office visits we quickly discover that in most cases solid collection protocols are lacking.

Would you like to see more patients not only accept treatment but pay for it before or at the time of service?  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 making collection calls and sending patient statements/letters? Great news, I can help you!

how to collect dental patient copays betty hayden dental coach

Today, I’ll share with you a few tips to help make that happen.

  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 to 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 policy Have a written financial policy that is 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 policies, 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. Remember this, Sympathy vs Empathy: Sympathy is feeling for the patient… deciding for them that they can’t afford the dental care, Empathy is feeling with the patient… yes, this is more than they were wanting to pay, however, you’re going to give them hope… you’re going to offer third-party financing, break up the treatment plan if possible or allow them to make payments as a credit until they have enough money to get started with treatment. 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 treatment plan and financial portion before treatment is started. Make sure your numbers are as accurate as possible, especially when estimating the insurance portion. If you accept their insurance, have up to date eligibility, a breakdown of benefits and the insurance fee schedule on file for the patient.
  6. Payment 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: Collect co-pay before the patient goes back for treatment, especially if they’re having a lengthy or difficult appt. No one wants to stand at the front desk fumbling for money or to write a check with gauze hanging out of their mouth after an extraction, or numb and exhausted after a long appt. Make it more comfortable for them by collecting their payment and making any necessary follow up appts before they go back.)
  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. Incentives Offer incentives for patients to pay when they make the reservation.
  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 payment due date for them to mail in a check. Call the patient if payment isn’t received by the due date.
  10. When Insurance is involved – Always give the full treatment fee, the estimated insurance amount and the patient’s estimated co-pay 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. 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 time of service.

Once you make a plan to consistently collect payments before or at time of service and hold your team accountable to follow through with that plan, you’ll wish you started it sooner.

Here are a few more tips to help make this a true success for you.

  • Daily, Weekly and Monthly, monitor your patient and insurance accounts receivables, collection and credit reports.  (Carefully review write-off’s, discounts, credits, charges, and payments.)
  • Each day, look at the day prior, what were your total production charges & collections? Pay close attention to the total patient responsibility vs patient payments, these numbers should be close to the same. If not, why not?
  • 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), post insurance payments and adjustments…get them the proper training asap!
  • 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.

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

If you appreciated these complimentary ideas I  would love 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

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