Dental Hygiene Recare | Dental Practice Solutions

Effective Strategies for Dental Hygiene Patient Reactivation and Retention

By: Debbie Seidel

August 31, 2023

Maintaining a steady stream of patients is crucial for any dental practice’s success. One of the most valuable segments of your patient base is those seeking dental hygiene services.

This blog will guide you through effective strategies to reactivate and retain dental hygiene patients, ensuring the growth and profitability of your practice.

1. Segment Your Patient List: Start by segmenting your patient list into different categories, such as active, inactive, and overdue patients. This will help you find the best patients to contact first.
Personalized Communication: First begin with a personal phone call to the patients best contact phone number.

When patients don’t answer your phone call (Which happens often!) do leave a very brief message with your name and office phone number.
- Your message will sound something like this:
  - “Hello (Patient Name), This is Angie calling from ABC Smiles about your dental appointment, please give me a call back at (Your office #). Thank you and have a great day!
- Why this brief message?
  - Your goal is to get patients to return your call and #2 is HIPAA compliance. You don’t want to leave any personal information.
- Next is to text patients who have not answered their phone.
  - People are most likely to see a text message faster than listen to a voicemail message.
- Your text message will appear like this:
  - Hello (Patient Name), please contact our office at your earliest convenience. We miss you and hope to talk to you soon. Then sign your office information and include your office phone number.
When patients don’t respond to your text message do send an email. In your email you should send content that is valuable.
- It works well to send video content. Possibly a video created by the dental hygienist talking about why preventive care is important and then add a message to click a link and call to schedule their hygiene appointment.
- If you have patients who need to schedule for gum treatment find a video message (find this inside your patient engagement software) and add this to your email.
  - In the subject line be sure to add [Video] and a few more words that you believe add value to your patients so they will call and schedule their appointment.
- If you are open to having patients schedule online it will work well for hygiene preventive care appointments to click and schedule.
  - Be sure you have blocked out hygiene appointments that are specific to preventive care on your hygiene schedule.
If all else fails, send a letter to the patient with a place where they can check off why they are not scheduling and enclose a SASE so they can send back a reason why they are not scheduling. Inside your letter have them let you know (add a checklist so they can easily respond) they won’t be returning to your office.
- This has worked well for patients who are overdue by 18 months or more. Some patients will call your office immediately and let you know the exact reason they are not scheduling.
- Many patients will tell you they want their records transferred. This is a great way to eliminate patients in your database that won’t be coming back. Edit these patients and mark them as inactive.

Send Reminders and Offers: Utilize email and SMS reminders for upcoming dental hygiene appointments. Offer special discounts or promotions to incentivize patients to return. Limited-time offers can create a sense of urgency.

This one thing has worked very well to keep patients on your schedule. The entire system helps to add more new patients and will grow your cosmetic cases. To learn more about this, I have added a link at the end of this blog so you can learn more.

Social Media Engagement: Use your practice’s social media platforms to engage with patients. Share oral hygiene tips, success stories, and showcase your team. Share specific incentives here. Encourage patients to follow your accounts for updates and useful information.
Educational Content: Create blog posts or videos about the importance of regular dental hygiene – preventive care visits. Address common concerns and dispel myths. Educated patients are more likely to prioritize their oral health.
Loyalty Programs: Implement a loyalty program where patients earn rewards for consistent hygiene visits. Rewards can range from discounts on future visits to free dental products. Check that link at the end of this blog to learn more about this ONE THING,
Surveys for Feedback: Send out surveys to understand patient preferences and areas for improvement. Use their feedback to enhance the patient experience and show that you value their opinions. Ask patients to give you 5 Star Google Reviews. This will help you with SEO and more new patients will find your office.
Flexible Scheduling: Offer flexible appointment scheduling options, including evenings and weekends. This can accommodate patients with busy schedules, making it easier for them to commit to regular visits. If you’re a new office you will do well if you offer evening and weekend appointments.
Telehealth Consultations: Introduce virtual consultations for dental hygiene advice and quick check-ins. This can foster a sense of care and accessibility, encouraging patients to stay connected.

They say there is a big economic decline ahead of us. We don’t want to run business around fear but there are so many valuable ways to use Telehealth Consultations and in the One Thing (See link below) you can use this via Telehealth appointments.

Showcase Patient Results: With patient consent, share before-and-after photos showcasing the positive outcomes of regular dental hygiene visits. This visual evidence can motivate patients to maintain their oral health. Share these on your social media posts and also have a portfolio on a coffee table in your office to show off case studies and your awesome dentistry!
Stay Updated with Technology: Invest in dental technology that enhances the patient experience, such as digital records, online appointment booking, and chairside education tools. We recommend various apps such as Dental intel to track KPI’s and help the team drive your productivity.

We also recommend patient engagement videos to easily send emails with videos and sms messages. See our list of recommendations at the end of this blog.

Create a Referral Program: Encourage current patients to refer friends and family by offering referral rewards. Word-of-mouth recommendations can significantly boost patient acquisition.

Conclusion.

Reactivating and retaining dental hygiene patients requires a combination of personalized communication, engaging content, and strategic initiatives. By implementing these strategies, you can strengthen patient relationships, foster loyalty, and ensure the long-term profitability of your dental practice.

Remember, a healthy patient-dental practice relationship is built on trust, excellent care, and consistent communication.

Resources.

1.Dental Intel. #1 ranked KPI System. Please contact us here for a discount and One Free Month. In your message write: Dental Intel Info

2. Patient Engagement. Click here and find out more about this #1 rated system

3. Discover your hygiene departments true potential. Schedule Here

Elevate Dental Practice Success: Unleash the Power of a Smile Evaluation

By: Debbie Seidel

August 9, 2023

In the fast-evolving world of dentistry, staying ahead of the curve is crucial for maintaining a successful dental practice. One area that holds immense potential for boosting production and patient satisfaction is smile evaluations. By incorporating a smile evaluation for every dental patient you actively engage patients to understand their desired smile.

This increases the dentist’s opportunity to transform more patient smiles by doing veneers, implants, crowns, bridges, and even replacing old composites. It may be as simple as your patient asking to have whiter brighter teeth.

Today’s blog will share tips about understanding your patient’s desires for their smile and how to more easily move patients from routine services into high-end cosmetic care.

You will also discover how to enhance patient loyalty and increase the overall value of each patient long term.

The Power of a Smile Evaluation

A smile evaluation is more than just a clinical assessment; it’s a personalized journey that allows dentists to understand their patients’ unique desires and goals. The process involves a comprehensive analysis of a patient’s dental structure, facial features, and aesthetic preferences.

Your smile evaluation can be as simple as a brief questionnaire that asks patients to answer simple questions and tell you how they feel about their smile. You can also complete a smile evaluation by asking every patient as you are seating them in the treatment room,

“What is one thing we can do today that will leave you feeling better than ever about your smile?”

Notice this is an open ended question and not a yes or no answer from your patient.

If you have the technology available cutting-edge technology like digital imaging and 3D modeling, allow hygienists to use this and during the doctor-hygiene exam the dentist can visually demonstrate the potential outcomes of various treatments, empowering patients to make informed decisions about their dental care.

Engage Patients During The Smile Transformation

One of the keys to increase your value per patients is to engage your patient in their dental experience. Asking patients what they want their smile to look like not only fosters a sense of partnership but also allows dentists to tailor treatment plans to meet their patients’ specific aesthetic preferences. This collaborative approach enhances patient satisfaction, as individuals feel heard and valued throughout their dental journey.

Actively involving patients in the decision-making process leads to greater acceptance of comprehensive treatment plans. Patients who have a clear vision of their desired smile are more likely to commit to multiple procedures, contributing to increased production for the dental office.

Understanding Patient Dynamics

It’s important to acknowledge that the landscape of dental patient loyalty is changing. Current data reveals that patients typically don’t remain with a dental office for more than 10 years. This dynamic highlights the importance of consistently delivering exceptional patient experiences and demonstrating the value of long-term care.

While a patient’s tenure may be limited, the potential value they bring to a dental practice over a decade is substantial. With an average expenditure of $10,000 over 10 years, each patient represents a significant revenue stream. This is why maximizing the value of each patient is crucial for long-term practice success.

Increasing the Value of Production Per Patient

Now, let’s address the pivotal question: How can a dental office increase the value of production for each patient?

- Personalized Treatment Plans: Taylor treatment plans to address patients’ specific needs and desires not only improves patient satisfaction but also encourages them to pursue comprehensive procedures that lead to higher production value.

Communication and Education: Effective communication is the cornerstone of patient engagement. Explaining treatment options, procedures, and potential outcomes in clear, jargon-free language helps patients make informed decisions, fostering trust and loyalty.
Break it down into words your patient easily understands.

Use words and phrases such as: infection, inflammation, bleeding, hole, pus, etc, etc.

- Technology Integration: Embrace technology like digital smile simulations and intraoral cameras empowers patients to visualize their potential transformations. This interactive experience creates excitement and encourages patients to explore a range of treatments.
- Long-Term Relationship Building: While dental patients may not remain in the same dental office for decades, building strong relationships during their time with your dental practice can lead to referrals and positive online reviews. These factors contribute to new patient acquisition and increased production.
- Membership Plans and Preventive Care: Offering membership plans that include preventive care services can incentivize patients to stay committed to their dental health. The Smile Club can be included as an add-on or upgrade to your current patient membership plans.
- These plans can result in consistent revenue streams while reducing the need for reactive, costly dental care.

Patient Education Materials: Providing patients with educational materials, both in-person and digitally, ensures they have the information needed to maintain their oral health between visits. Empowered patients are more likely to invest in their dental well-being.
Continuing Education for the Dental Team: Equip the dental team with the latest knowledge and communication skills to ensure a consistent and exceptional patient experience. Well-informed team members can effectively explain specific dental treatment and the value of ongoing care.

Make sure every team member can speak easily about the benefits of prevention and how this does cost a little money but treating disease is very expensive. Today’s dental profession is all about creating optimal oral health. Optimal oral health leads to a longer, healthier life.

Every team member must be able to share this important message. This message leaves patients with a feeling of kindness and caring about them as a human not pursestrings!

In conclusion, integrating smile evaluations and actively involving patients in their smile transformations can significantly enhance production and patient loyalty.

By adapting to changing patient dynamics, providing personalized experiences, and leveraging technology, dental practices can increase the value of each patient over the long term. Remember, a patient’s smile journey is not just about dental procedures—it’s about creating a positive impact that resonates for years to come.

Dental Practice Solutions has a dental patient reward loyalty system that uses teeth whitening as a “carrot.” Patients are screened with a smile evaluation and given an opportunity to express what they want their smile to look like. 70% of your adult patients, when asked what they want their smile to look like, will respond they want “Whiter teeth!”

You now enroll your patients into The Smile Club which has a nominal fee. Once enrolled, patients understand they must pre-schedule all routine hygiene appointments and call at least 48 hours in advance when they need to change an appointment. When patients are enrolled in the Smile Club and follow the guidelines, at their routine hygiene appointments, they receive one complimentary whitening pen.

At the initial enrollment they leave with a teeth whitening kit. This is an LED blue and red light Cool Light technology mouthpiece with shade guide and a whitening pen. You buy dental grade professional whitening products at wholesale. These products were created by Dental Practice Solutions founder, Debbie Seidel-Bittke. You save an pass along the savings to your patients.

*Teeth whitening is a 6 BILLION Dollar industry but most people are buying their teeth whitening online or in a retail store. Why not ride the wave and tap into this huge profit center in your dental practice?

Ask me how to create a 100k annual net profit center around teeth whitening plust the turn-key system will grow your new patient numbers, increase cosmetic dental services and reduces those last minute cancellations.

Currently, the web portal of information about implementing this patient loyalty-rewards system is no-cost when you click the link here.

Reference.

* Teeth Whitening Market Outlook: https://bit.ly/10BILby2026

Improving Dental Hygiene Patient Compliance: Strategies and Benefits

By: Debbie Seidel

August 2, 2023

As dental professionals, we understand the significance of maintaining optimal oral health. A well-maintained dental hygiene department not only ensures patient satisfaction but also contributes to the overall success of a dental practice. One crucial aspect that directly impacts patient outcomes is patient compliance with oral hygiene and treatment recommendations.

In this blog, we will delve into effective strategies to improve dental hygiene patient compliance, leading to enhanced productivity and patient loyalty. By implementing these techniques, you can create a thriving dental hygiene department in your practice and, ultimately, ensure the best possible oral health for your patients.

The Importance of Patient Compliance

Patient compliance refers to the extent where patients adhere to prescribed oral care routines and follow recommended dental hygiene practices. Unfortunately, despite the best efforts of dental professionals, many patients struggle with maintaining consistent oral hygiene habits. What we say goes in one ear and out the other.

This lack of compliance can lead to various oral health issues, including cavities, gum disease, tooth loss, and numerous systemic conditions such as heart attack, stroke, diabetes, high blood pressure, Alzheimers, etc, etc. As a dental professional, addressing and improving patient compliance is a pivotal step in promoting preventive dentistry and long-term overall health.

Effective Communication

Clear and concise communication with patients plays a crucial role in improving compliance. Dentists and dental hygienists must take the time to educate patients about the importance of good oral hygiene and how it directly affects their total health. Utilizing visual aids such as charts, diagrams, and videos can enhance patient understanding and make oral health recommendations more relatable.

Encourage patients to ask questions and address any concerns they might have regarding their oral care routine. Use motivational interviewing which is an effective way to talk with patients. This is an evidence-based approach to help your patients accept the care they need. *See the reference below in references for more information about Motivational Interviewing.

Personalized Care Plans

Every patient’s dental needs are unique. Tailoring dental hygiene plans to each individual patient can greatly enhance patient compliance. Conduct thorough assessments of their oral health, including systemic risk factors and previous dental history, to create personalized treatment plans. Engaging patients in the process and discussing their specific needs fosters a sense of ownership and responsibility for their oral health, increasing the likelihood of compliance.

Let patients know what exams and assessments you are completing. Always make them a part of your assessments. Collaboration is key if you want your patients to “own their disease.”

**See above image for time management strategies to help the dental hygienist “Complete it all!”

Establishing Realistic Goals

Setting achievable oral health goals is vital in maintaining patient motivation and compliance. Collaborate with patients to set specific, measurable, and realistic objectives that align with their oral health needs. Understand where they are in their world and help them determine what they will commit to implementing outside your treatment room. Break down the goals into smaller milestones and celebrate their achievements, reinforcing positive behavior and commitment to their dental hygiene routine.

Utilizing Technology

Incorporating technology into your daily schedule can significantly improve patient compliance. Implement reminder systems through emails, text messages, or automated calls to prompt patients about upcoming appointments, follow-ups, and oral care routines. Discover fun ways to track your patients oral hygiene progress, and make this interactive for your patients.

It’s important to monitor your patients oral and total health. Show patients their progress. Congratulate them. Find ways to make oral hygiene changes feel good for your patient and create positive experiences.

Talking about technology, does your dental practice offer patients full-mouth scans, soft-tissue diode lasers and guided biofilm therapy options?

These are leading-edge technologies that will greatly benefit your patients oral health, reducing inflammation and will become great practice builders. Stay on top of the latest technologies that can assist in creating total wellness for your patients.

Emphasize Preventive Dentistry

Promoting preventive dentistry is key to reducing oral inflammation. Oral inflammation triggers numerous systemic diseases.

Encourage routine dental hygiene appointments, as preventive care allows for early detection of disease and timely intervention. Educate patients about the long-term cost-saving benefits of preventive measures compared to extensive treatments for neglected oral health issues.

Enhancing patient compliance offers numerous benefits, not only for the patients but also for your dental practice:

Better Oral Health Outcomes: Improved compliance leads to better oral health, reducing the risk of dental problems and enhancing overall patient satisfaction. Optimal oral health supports total health.
Enhanced Patient Loyalty: Patients who feel cared for and supported in their oral health journey are more likely to remain loyal to your practice. They will become your raving fans!
Increased Productivity: A proactive dental hygiene department that prioritizes patient compliance can lead to increased productivity, improved patient flow, and higher revenue.
Positive Word-of-Mouth: Satisfied patients are more likely to refer friends and family to your practice, further boosting your reputation and patient base. Every team member needs to ask for positive patient reviews!
Professional Fulfillment: Witnessing the positive impact of improved patient compliance can provide a sense of fulfillment and motivation for the entire dental team. Share the success of patient outcomes and always remember to celebrate your successes.

Conclusion

Improving dental hygiene patient compliance is a pivotal step to enhancing productivity and success within your dental hygiene department. When you adopt effective communication strategies, personalized care plans, and emphasize preventive dentistry, you can foster patient compliance and achieve total health outcomes.

Remember, patient compliance is a collaborative effort, and by supporting your patients in their total health journey, you can cultivate loyal and satisfied patients who are more likely to refer others to your practice. So, let’s work together to build a thriving dental hygiene department and ensure the best possible health for all our patients.

Consider updating and optimizing your hygiene department with a complimentary discovery call.
Schedule here . You can also send us a message here.

Reference.

* Motivational Interviewing. Read More Here

Developing a Comprehensive Dental Recare System for Improved Patient Retention

By: Debbie Seidel

June 7, 2023

Patient retention is a crucial aspect of every successful dental practice. Building long-term relationships with dental patients not only ensures their oral health is well-maintained but also contributes to the overall growth and success of the dental practice. One effective strategy to achieve this is by developing a comprehensive dental Recare system.

In this blog, we will explore the importance of a Recare system, its benefits, and some key steps to establish an efficient and effective Recare system.

Importance of a Dental Recare System:

A dental Recare system refers to a structured process through which dental practices contact (various contact methods outside of phone calls) and schedule routine dental hygiene appointments for their patients. This system is a proactive approach to maintain patient engagement and prevent patients from falling off the radar.

By implementing a Recare system, dental practices can stay connected with their patients, demonstrate their commitment to their oral health, help put a halt to (oral and systemic) diseases, abnormalities and ultimately enhance patient retention rates.

Benefits of a Dental Recare System:

Improved Patient Retention

A well-executed Recare system significantly improves patient retention. By actively reaching out to patients for regular appointments, dental practices can demonstrate their commitment to their patients’ oral health. This personalized approach creates a sense of care and concern, making patients more likely to remain loyal to the practice.

Enhanced Oral Health Outcomes

Routine dental hygiene – preventive care appointments are essential for maintaining optimal oral health. A Recare system ensures that patients are reminded and encouraged to schedule these crucial visits, leading to optimal oral health in the long run this will support living a longer, healthier life.

When identifying any issues before they become a serious problem for the patient’s health, dentists can provide timely care, preventing minor problems from escalating into more significant oral health concerns.

Efficient Practice Management

Implementing a Recare system streamlines the future success of a dental practice. By automating appointment reminders and scheduling, dental practices can minimize no-shows and cancellations, leading to a more efficient and productive practice. It allows dental professionals to allocate their time and resources effectively, ensuring a smooth workflow and improved patient experience.

Developing a Comprehensive Dental Recall System:

Define Recall Intervals

Establishing appropriate preventative care intervals is a crucial first step. This involves assessing factors such as the patient’s oral health status, risk factors, and overall dental and total health history. By tailoring Recare intervals to individual patients’ needs, dental practices can provide personalized care and maintain regular contact.

Utilize Technology

Leveraging technology is key to an effective recall system. Use practice management software or customer relationship management (CRM) tools to automate appointment reminders via email, text messages, or phone calls. This reduces the administrative burden and ensures timely communication with patients.

One patient engagement system our clients have had great success keeping patients on their schedule is called NexHealth. If you are not familiar with NexHealth please contact us and we can set up a no-cost demo.

Team Training

Properly train your team about the importance and implementation of the Recare system. They should be equipped with the necessary knowledge and skills to communicate effectively with patients, answer their queries, and assist them in scheduling appointments.

A well-informed and supportive staff enhances patient satisfaction and reinforces the recall system’s effectiveness.

This system goes beyond calling to tell a patient, “You need a cleaning.”

Monitor and Analyze Results

Continuously monitor the effectiveness of your Recare system. Track patient response rates, appointment retention, last minute cancellations and overall patient retention.

Analyze this data regularly to identify any areas for improvement and make necessary adjustments to your recall strategy.

WIIFM/Patient Rewards

For many years patients have responded well to keeping pre-scheduled appointments when they know there is something “in it for them.” It’s the WIIFM syndrome. Is this human nature? I don’t know but I do know that it has worked for many years to keep patients on your schedule!

Consider offering free whitening as a reward to patients who do keep their dental appointments, patients who follow your “Change of Appointment” Procedure.

How Does This Work?

All new patients and whenever a patient updates their health history they get a Smile Evaluation to complete.
- This takes no more than 60 seconds for your patient to complete.
- Now you know what your patient “wants” and people are more likely to “Pay” for what “they” want vs. what you tell them they “need.”
The hygienist or doctor (New patients) will review the Smile Evaluation after the patients completes this.
Most patients will respond they want whiter teeth. Others want Invisalign, etc., etc.
This opens the door for a conversation and a chance for you to enroll patients into your “THE CLUB” (Free teeth whitening) and/or maybe Invisalign, Veneers, etc., etc.
Patients pay a nominal fee to enroll in THE CLUB which gives them a Whitening kit and when they complete their enrollment form (now they know what is expected to join THE CLUB and receive a whitening pen at hygiene appts).
When patients keep their appointments or call within your “Change of Appointment” Guidelines, they get a Free Whitening Pen at each hygiene appointment.
You buy the whitening products wholesale from Dental Practice Solutions
Learn more about The Club and all the systems you receive to enroll patients into The Club plus reduce last minute cancellations and grow New Patient numbers!
Click the link below to learn more about THE CLUB.

Conclusion:

Implementing a comprehensive dental Recare system is crucial for improving patient retention rates and optimizing oral health outcomes. By proactively engaging with patients, dental practices can establish stronger relationships, enhance patient satisfaction, and streamline practice management. Investing in technology, staff training, and regular monitoring will ensure the recall system’s effectiveness and contribute to the long-term success of the dental practice.

Remember, maintaining a healthy Recare system is not just about reminders—it’s about showing patients that their oral health matters and that their dental practice is committed to their well-being.

Learn More About THE CLUB Here

If you wish to chat about your dental hygiene department or this blog please schedule a coffee (tea or ____) chat here.