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Welcome back to Dental Drill Bits! In this week's episode, the second installment of our "The 3 R's for Practice Management" series, we're diving deep into the crucial "recall process" in your dental practice. Without a solid recall process, there's a good chance your patients won't return on their own. We'll explore the fact that only 39.85% of people make it to the dentist every year, putting the responsibility on us to bring them back for those essential appointments. We reveal how a simple report reaching back 18 months could unveil a surprising number of patients in need of re-care – ranging from hundreds to even 2,000+ who haven't been rescheduled. But don't worry; we've got exciting tips and tricks up our sleeves to engage your patients beyond the mundane email reminders.
Tune in as we uncover how to leverage the power of phone, text, and email for maximum recall effectiveness!
Register for Front Desk Pro, in Dallas, TX, on December 1st, 2023! https://classicpractice.com/front-desk-pro-registration/
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In this week's episode of Dental Drill Bits, we're kicking off our exciting three-part series on "The 3 R's for Practice Management," with the spotlight on "retention" in your dental practice. We cover the crucial aspects of patient retention, including the art of gathering REAL numbers on your patient retention rates, uncovering why 68% of people leave service-based businesses, and how to pinpoint your unique motivators to keep patients coming back for more. We also explore the powerful concepts of internal versus external marketing and how to effectively harness the potential of both. Plus, we'll share insights on the extra patient information that's invaluable for a thriving practice and the initial steps to foster a motivated and productive team culture.
Listen in to transform your dental practice into a unique business that patients can call home!
Register for Front Desk Pro, in Dallas, TX, on December 1st, 2023! https://classicpractice.com/front-desk-pro-registration/
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Get ready for this week's Dental Drill Bits episode as we delve deep into the world of crafting a trustworthy dental website that actually converts! Our special guest, Ali, an expert from our sponsor: Docsites, joins us to explore the most common mistakes and strategies for website success. Discover the top elements to feature on your website to attract both patients and exceptional team members. Learn the art of creating a personal walk-through video on a budget (Hint: you can even turn iPhone footage into a personal and professional shoot.) Uncover the secrets of leveraging your existing original content and crafting a high-converting home page. Plus, gain insights on optimizing landing pages for ad campaigns.
Tune in this week to transform your dental website into a conversion powerhouse!
You Can Reach Out to Ali Here:
Phone: 818-416-0007
Email: ali@docsites.com
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In this week's episode of Dental Drill Bits, we're delving deep into the critical topic of hiring an office manager for your dental practice.
We'll break down the specific job duties of an office manager, helping you determine whether you truly need one or if team leaders are the next step for your practice. Tune in to discover essential tips on clearing up communication with your team members to ensure a seamless transition when bringing in an office manager. We'll also explore the qualities that make a person an ideal fit for this role, and why it's often best for them to learn from each department before implementing any significant changes. Whether you're a seasoned practitioner or just starting out, this episode is packed with valuable insights to help you make the right choice for your practice's growth and success.
Hit that play button to learn the ins and outs of office managers, and why it's so beneficial to define this role!
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Welcome to this week's episode of Dental Drill Bits! In this episode, we're diving deep into the fall season and the critical task of sending out "use it or lose it" letters to your patients with unscheduled treatment.
We'll discuss the nuances between patients with unused insurance benefits and those without insurance, offering tailored strategies for both. Can you believe that some practices are sitting on 1.2 million dollars JUST in unscheduled treatment? We'll go over some of our strategies to make sure you aren't missing out on this massive value in your practice. We'll discover innovative communication approaches and effective follow-up procedures that will entice your patients to book those appointments. Plus, we'll help you identify precisely who to focus on when sending out these crucial reminders.
Don't miss this episode; it could transform your practice's end-of-year success!
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Have you or your team ever felt frantic or too busy to properly lead patients from back to front office? This week we're covering just that! We're running through how you can perfect the patient hand-off and increase treatment acceptance significantly in your practice.
Discover the secrets to boosting your communication skills, raising profits for your practice, and putting a smile on a patient's face all at once! Learn why using patient-friendly language is crucial – forget jargon like "third party financing" and connect with your patients on a personal level. We'll also share tips on having backup employees ready for a seamless check-out experience and the importance of educating patients upfront. Plus, find out how sending patients home with photos and a beautifully laid-out treatment plan can make all the difference.
Dive into this episode to learn how to turn your patient hand-offs from unorganized and frantic, to seamless and smooth!
Register for the Front Desk Pro Seminar September 29th, 2023! https://classicpractice.com/front-desk-pro-registration/
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Are you struggling to retain team members due to performance issues? Today we're discovering how providing clear direction and setting priorities for their roles can make all the difference. We'll discuss the importance of recognizing every team member's core purpose and putting it above all else, along with the power of open communication with your team. Plus, we'll explore the valuable insight of looking at actions rather than words and the importance of ongoing training and improvement. The "bare-minimum" team member may not be the person you thought it was, so we'll show you how to find your bottleneck though proper assessment tactics!
Don't settle for mediocrity in your practice – join us for actionable tips on achieving excellence in every aspect of your team's performance!
Register for the Front Desk Pro Seminar September 29th, 2023! https://classicpractice.com/front-desk-pro-registration/
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Get ready for this week's episode of Dental Drill Bits, where we dive deep into the process and psychology of "Patient No-Shows and Cancellations"! Maintaining a seamless schedule in your business is priority number 1 when it comes to a thriving practice. So today we're share strategies on how to gently communicate to patients the importance of confirming their appointments, ensuring their reservations are honored. Learn how to illuminate the online scheduling experience, proactively welcoming patients to your practice. Discover the fine balance of when to implement deposits and address patient fears to guarantee a comfortable visit. Plus, we'll break down the automation puzzle, guiding you on what aspects can be effectively automated, and what needs more of a personal touch.
If your schedule has some holes and you're sure how to best patch them, lets learn together in this episode!
Register for the Front Desk Pro Seminar September 29th, 2023! https://classicpractice.com/front-desk-pro-registration/
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Welcome to this week's episode of Dental Drill Bits! This week, we're answering the question: "what does it take to be a Dental Practice Promoter?" Join us as we explore the concept of "mood poison" and learn how to banish it, along with crafting engaging conversation starters that go beyond the monotinous "hey, how are you?" Discover the secret sauce to making your patients radiate confidence and positivity, and get your team involved with a simple yet effective penny-based exercise designed to elevate patient relationships. Remember, you have the power to be either the fountain or the drain of an upbeat attitude, and we're here to guide you every step of the way.
If you and your team want to learn how to be the biggest Dental Practice Promoters, let's jump into the episode today!
Register for the Front Desk Pro Seminar September 29th, 2023! https://classicpractice.com/front-desk-pro-registration/
Sponsors:
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In this week's episode of Dental Drill Bits, we are joined by a special guest, Ali, from our sponsor, Docsites! Today the spotlight is on efficiently tracking leads you may find filling out forms, emails, or calling in, and how to transform them into loyal patients.
Our focus this week delves into the indispensable role of sales training for your phone team to ensure seamless caller conversion. With better sales training, you will be able to help more of the patients you are looking to serve! We explore the insightful practice of keeping tabs on your competitors and their offerings, and how to set your team up for success with training. While marketing acts as the catalyst for generating leads, we navigate the crucial journey of tracing the trajectory of these leads, so you know where they actually ended up. With a comprehensive outlook, we also check in on overall website traffic, encompassing Ads, Google Maps, and Organic sources.
Tune in today to learn more on effective tracking and management for a bright dental future!
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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Welcome to another episode of Dental Drill Bits! Today, we have something truly special for you: how to write a phone etiquette guide that will bring those patients in the door!
Trust us, once you have this phone etiquette guide in place, phone calls with prospective patients will be a breeze. Together, we'll talk through recorded calls and share powerful phone skills to empower not just ourselves, but our entire team. Have you ever wondered how to handle those tricky questions patients ask? Or thought about who should be the phone guru in your office? We'll dive into all these questions today. Developing great phone skills and tracking can unlock a treasure trove of weekly prospects you never knew existed!
So, grab your earphones, get comfy, and join us on this personal journey of communication mastery!
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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On this week's Dental Drill Bits episode, we're mapping out the details of "Building a System for Hiring and Firing" in the dental industry.
We're diving into the crucial aspects of creating effective job descriptions, conducting insightful interviews, and identifying desirable traits in dental assistants, front desk staff, and hygienists. We emphasize the significance of actively engaging with potential hires, not just to present your practice, but to listen and learn from them. We'll also be sharing a comprehensive list of some of our favorite thought-provoking questions designed to encourage candidates to open up and reveal their true potential. Whether you're a dental practice owner or a hiring manager, this episode will equip you with the tools and strategies to build a strong team that positively impacts your dental practice's success.
Listen to this episode to level up your hiring and firing system!
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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On this week's Dental Drill Bits episode we're uncovering the crucial topic of turning your accounts receivable into actual cash.
Join us while we discover the key strategies to boost your practice's cash flow, such as aiming to collect 40% to 45% of payments over the counter when patients are in your practice. Learn the important distinction between financial arrangements and treatment plans, and how a knowledgeable team that is comfortable discussing finances can make a significant difference. We discuss why it's so important to regularly pull reports for your practice's financials and accounts receivable, and explore the benefits of implementing a clear financial policy to eliminate decision fatigue among your team members.
Tune in now to maximize your practice's financial success!
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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In this episode, we're exploring "how efficient is your practice?" There are crucial factors that determine the success and efficiency of your dental office, and we're here to help you find them! Join us as we explore the relationship between collections and full-time equivalents, revealing why a minimum of $200,000 per FTE is key for optimal performance. Discover how the right team members in the right roles can significantly enhance efficiency, ultimately impacting your income. See the pivotal role played by the front office team in shaping your financial success, and the indispensable nature of maintaining a fully booked schedule to ensure a seamless and streamlined dental practice.
Tune in this week to unlock the secrets behind a high-performing and efficient dental office!
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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In this episode of Dental Drill Bits, we're jumping into the challenges we all face when a key team member leaves, and exploring effective strategies to combat the resulting disarray. We discuss the importance of having standardized operating procedures (SOPs) in place, establishing robust systems, and creating specific job descriptions to ensure a smooth transition. Nobody wants a valued player to leave their team, but we're here to help prepare you if they do!
Join us as we cover what it takes for a seamless and effective team, even IF an employee leaves!
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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Do you ever get that text the night before from a team member that will be out the next day? We know how much of a strain this can put on the rest of the team, and in this episode we're exploring what it takes to craft an effective attendance policy for your office! From setting boundaries on communication methods, to empowering your team's responsibilities, we'll guide you through the maze of intricacies. We'll reveal how offering unwavering support can transform your team's commitment and discuss if hiring an HR consultant is right for your office. We also cover proper documentation techniques to make sure everything is in order for an efficient system!
Join us as we unravel the key points of building an attendance policy that strikes the perfect balance between accountability and empathy.
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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Welcome to another episode of Dental Drill Bits! In this episode, we dive into the topic of "Vacation-proofing Your Team". Going on vacation as a dental professional can be challenging, but with the right strategies, you can ensure that your team keeps things running smoothly while you're away. We discuss the importance of setting goals for each department, providing specific expectations, and sending a memo well in advance to inform everyone of your vacation plans. We also explore the benefits of having team members submit a list of self-made responsibilities they can attend to during your absence. Above all, we emphasize the significance of trust in your team. It is imperative for a healthy team dynamic to not "police" the clock, or act in ways that show distrust while you're enjoying your time off.
If you're struggling with how to handle time off, dive into this insightful episode on effective vacations!
Sign up for the Scheduling Academy here! https://classicpractice.com/academy-for-scheduling-excellence-registration/
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In this episode, we explore the question, "should I share practice numbers with my whole team?"
We say yes!
From the perspective of embracing transparency and utilizing numbers to establish concrete goals for employees in the dental office, we think sharing your numbers is a valuable asset. We address the common fear among doctors that sharing production numbers may lead to associates demanding higher compensation, and debunk this notion by highlighting the industry standard of 25% of collections going to employees(that's the largest expense in any dental parctice.) We emphasize the benefits of open communication, suggesting that employees can have fun reporting their key performance indicators (KPIs) for their respective departments during meetings. Ultimately, we conclude that since the team already discusses production numbers, there is no need to hide them, as they can serve as a valuable tool for fostering collaboration and driving success in the dental office.
Listen to our conversation on practice numbers, associates, and how to bring your team together this week!
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Welcome to this week's episode of Dental Drill Bits, where we dive into the world of "Prescheduling Myth Busters." In this episode, we debunk the common misconception that it's acceptable to preschedule a patient six months out, despite multiple broken appointments. We break down the common practice owner mistake of "somebody said we should always preschedule, so that's what we do!" We also explore the vital role of good communication with patients before, during, and after their visit, to help steer clear of broken appointments. If your retention rate falls below 85%, it may be a sign that your prescheduling system needs improvement!
Don't miss out on this episode, as we bust common myths around prescheduling, and springboard you towards a healthy retention system!
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Welcome to this week's podcast, where we delve into the crucial question of "When is it time to switch my marketing company?" Join us as we uncover key insights to help you make informed decisions about your marketing strategies, and spot red flags with your current company. In this episode, we explore essential factors such as maintaining a consistent marketing message across all platforms, emphasizing the importance of regular check-ins with your marketing company, and ensuring you retain ownership over your domains. We also provide valuable tips on leveraging existing outstanding performance when selecting promotional campaigns. Beware of marketing companies attempting to entice you with fancy reports displaying generic data, as it might be the same points they send every potential client! Lastly, we share a few tips on enhancing your SEO ranking to optimize your digital presence.
Tune in and empower yourself to make informed decisions for your business's marketing success!
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In the US, approximately 1.6 million people are changing dentists every month, making patient retention and loyalty critical to any dental practice's success. When the value per patient is so heavily weighted on retention and loyalty, we wanted to dive into some points on improving customer service, increasing retention rates, and how to show appreciation to your amazing patients! By raising retention rates from 50% to 80%, your practice can double its value per patient and stimulate the growth you're looking for, so don't let this opportunity pass.
Listen to this week's episode so you don't miss out on ways to promote loyalty, retain patients, and give them a reason to tell their friends!
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In this episode, we explore the question "How do you measure dental practice success?" For one, there's more to it than just looking at production numbers or collections. You may have sky high new patient numbers, or massive amounts of production, and still not be financially successful! When it comes down to it, retention and collections are the real key to a sustainable future. We go over having a steady flow of new patients, a system for contacting patients for overdue payments, a dedicated financial coordinator, and overhead that stays under 60%. Additionally, retaining existing patients is just as crucial as bringing in new ones, so make sure to keep up-to-date contact information!
Dive into this week's episode to learn more about measuring success in the dental industry!
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In this week's episode, TEAM is the focus. Without a strong team, your practice isn't producing at it's full potential. We know hiring and firing isn't your favorite activity of the year, but making sure the right members are in the right positions is essential. Have you ever wondered how to inspire your employees and give them purpose in the workplace? Well, we've gathered some of our favorite steps to bring your team to life!
Listen in this week to create a step by step process that will motivate and inspire your whole team!
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This week's episode is all about common issues that practices have. Some of these issues, you may not even know you have! Covering the topics of productivity, scheduling, and communication, we will dive deep into what it takes to move your practice in the right direction. We discuss having unscheduled chair time, why you may have low patient retention, and where your overhead may be slowing your growth.
To pick up on these tips and the other essentials, give the week's episode a listen!
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In this week's episode, we are breaking down effective patient communication and addressing objections properly. It all starts with truly listening to patient concerns, whether it's based in fear, financial worries, or another common issue. Highlighting that the procedure is routine and performed every day can help provide much needed comfort and reassurance for patients and urge them to take action. Third-party payment options and financing are a must-have to make dental care more accessible to patients, and if your case acceptance isn't above 85%, you may be losing thousands in revenue!
Tune in to learn practical tips for improving patient communication and increasing treatment acceptance to benefit both patients and the practice's bottom line.