Dental Practice Growth | Dental Practice Solutions

10 Strategies to Plug the Holes in Your Schedule

By: Debbie Seidel-Bittke, RDH, BS

May 13, 2024

Managing a dental office can be challenging, especially when faced with last-minute cancellations or openings in the hygiene and doctors schedule.

These unexpected gaps can disrupt workflow and impact productivity. However, with strategic planning and proactive measures, and a system in place, you can minimize these open holes and keep your schedule running smoothly.

Here are 10 effective strategies to help you plug the holes in your schedule and maintain a productive schedule:

1. Patient Audits: Encourage each team member to review and audit their patient list before the day begins. Identify patients due for hygiene appointments or those who have family members who need restorative or hygiene appointments.
2. ASAP List: Maintain an “ASAP” list with contact information for patients willing to fill last-minute openings. Utilize text messages for quick communication when a slot becomes available.
3. Utilize KPI’s: Consider using an app that your team can quickly log-in and view specific metrics. Each team member needs to have specific metrics that have nsights into your practice’s opportunities and scheduling gaps.
4. Daily Opportunity Sharing: Dedicate 10 minutes each day for the team to share specific opportunities, such as patients who need hygiene appointments or related family appointments, etc, etc.
5. Health History Updates: Ensure patients update their health histories and understand your appointment change procedures, minimizing last-minute cancellations. Make sure you also ask about the patients SMILE GOALS on your medical history or a separte Smile Evaluation (takes 60 seconds for the patient to complete).
6. Voicemail Message/Instructions: Update your voicemail message to inform patients about notification for scheduling changes. Your voicemail needs to let them know they must call during business hours to “Change” an appointment. Dedicate a specific number for them to contact the doctor when they must change an appointment last minute. FYI: These voice messages to change or cancel an appointment last minute are usually a “Scape Goat” and if they are told to call doctors mobile number, you will see these cancellation voicemail messages disappear!
7. Schedule Optimization: It works well to have one team member oversee your schedule. This is your go-to person when the schedule falls apart and they will notify the team in your morning 10-mins opportunity meeting about next hygiene openings, etc.
8. Recall List Outreach: Automate your outreach to patients with outstanding hygiene appointments.
9. Offer specials to your patients: During the times of year when you know patients are more likely to cancel, offer for example, an INVISALIGN Day or WHITENING DAY. Let patients know that when they come to your office on these specific days they receve a special discount.
10. Reward Loyal Patients/The Smile Club: Consider using this Dental Practice Growth System by Dental Practice Solutions. The Smile Club is a proven rewards program used by dental offices around the world.

The Smile Club is a patient loyalty, rewards system and it’s proven to:

Reduce last-minute cancellations
Grow New Patient Numbers
BOOST scheduled cosmetic cases
Increase per-patient hygiene production
Build a 100k profit center without adding to your overhead or patient chair time

By implementing these strategies, you can enhance scheduling efficiency, reduce last-minute cancellations, and maintain a productive workflow in your dental office.

Consistent communication, proactive planning, using a proven strategy and leveraging available resources are key to optimizing your schedule and enhancing patient care.

For further training and insights into practice success strategies, use the Dental Practice Growth System and/or consider attending one or all of our bi-monthly Dentist Power Hours.

BOOK a quick call to learn who we can support your growth without adding more patient chair time or increasing your overhead.

Together, we can achieve fuller and more productive schedules while delivering exceptional dental care to our patients!

Change the Low Insurance Reimbursement and High Overhead Dilemma!

By: Debbie Seidel-Bittke, RDH, BS

March 27, 2024

In the realm of dentistry, dental practice owners grapple with insurance reimbursement and high overhead costs. These hurdles can impede practice growth, hinder patient retention, and limit opportunities for expanding a dental business.

However, amidst these obstacles, a transformative solution emerges. It’s called The Smile Club. This innovative approach not only addresses these issues but also enhances patient loyalty, boosts cosmetic case acceptance, and fosters a thriving practice environment.

The Predicament: Low Insurance Reimbursement and High Overhead

Dental professionals frequently find themselves at the mercy of insurance companies, grappling with insufficient reimbursement rates for their services. Coupled with the ever-mounting overhead costs of running a practice—ranging from equipment maintenance to administrative expenses—dentists often face financial strain. These factors can jeopardize the sustainability of their practices and compromise the quality of care they provide.

The Smile Club: A Game-Changer

The Smile Club is a paradigm shift in how we deliver dental care. We should no longer rely on traditional insurance models, The Smile Club offers patients a membership-based approach to accept dental care. By enrolling patients into The Smile Club, patients gain access to a range of benefits tailored to their oral health needs, including discounted services, priority scheduling, and exclusive perks.

Empowering New Patient Appointments

One of the most significant advantages of The Smile Club is its ability to attract new patients to your dental practice. By offering a transparent and cost-effective alternative to traditional insurance, The Smile Club appeals to patients seeking comprehensive dental care without the constraints of insurance limitations.

The allure of priority scheduling incentivizes prospective patients to schedule appointments, keep their scheduled appointments and boost practice growth.

Enhance Patient Retention

Beyond attracting new patients, The Smile Club also plays a pivotal role in retaining existing patients. The Smile Club has an emphasis on personalized care and member benefits that helps patients feel valued and invested in their total health. The membership-loyalty program o ensures that patients receive timely and convenient appointments, fostering a sense of loyalty to the practice.

Boost Cosmetic Case Acceptance

Cosmetic dentistry represents a lucrative avenue for dental practices, yet many patients hesitate to pursue such treatments due to cost concerns. The Smile Club eliminates this barrier by offering discounted cosmetic services as part of its membership benefits. This not only encourages patients to explore cosmetic treatments but also enhances case acceptance rates, thereby augmenting practice revenue.

The Smile Club is a turn-key system for practice growth with personalized on-boarding for the dental practice to jump start their growth boosting cosmetic cases, growing new patient numbers and putting a halt to numerous open holes in the appointment schedule.

Imagine the cost to hire a consultant to help your practice grow. The Smile Club offers personalized implementation for each dental practice and includes a web portal of marketing, learning videos (think about training for your team about case acceptance and enhancing hygiene patient care) and implementation guides, scripts, etc, at your fingertips.

When you use The Smile Club you have a consultant at your service without the cost of more than your Smile Club purchase. A low-cost investment that will yield over 100k annually.

That is no exaggeration!

Foster Patient Loyalty

The Smile Club is more than just a membership program—it’s a catalyst that builds lasting patient relationships. By prioritizing patient needs and offering tangible benefits, dental practices cultivate a loyal patient base invested in their long-term oral health.

This type of patient loyalty extends beyond a financial transaction by fostering a sense of trust and partnership between patients and dental clinicians.

Conclusion: The Smile Club—Empowers the dental team, it changes the anxiety and bad connotation around dental appointments into a situation where patients enjoy seeing their dentist and the dental team!. The Smile Enriches the Lives of Your Patients creating a WIN-WIN for all! The Smile Club BOOSTS Patient-Centered Care. It’s the next level of patient care like your patients have never experienced!

“IT’S ALL ABOUT THE PATIENT!”

In the face of low insurance reimbursement and soaring overhead costs, dental professionals are embracing innovative solutions to thrive in an evolving landscape. The Smile Club represents a beacon of hope—a holistic approach to dental care that transcends conventional insurance models.

The Smile Club will attract new patients and retain your existing patients; insurance PPO or not! The Smile Club will boost cosmetic case acceptance, and foster patient loyalty, The Smile Club heralds a new era of dental excellence. As dental practices across the globe embrace this transformative model, they not only secure their financial viability but also enrich the lives of those they serve, one smile at a time.

The Smile Club means less insurance dependence!

The Smile Club cultivates the next level of patient-centered care.

When you ask your patients what they want for their smile, you notice that your case acceptance improves dramatically. Understand what your patients want their smile to look like and you will have more patients say “yes!” to your care!

Join our Monthly Power Hour and learn more about this innovative approach to grow your dental practice NOW!

And/Or schedule a demo Today and learn more about using The Smile Club for your dental practice growth!

Maximizing Dental Hygiene Department Production: Key Strategies

By: Debbie Seidel-Bittke, RDH, BS

August 22, 2023

Maintaining a successful dental practice involves more than just delivering quality dental care; it also requires effective management and a keen understanding of the industry’s evolving trends. In today’s competitive healthcare landscape, dentists are constantly seeking ways to boost production and enhance various systems, and services especially in your dental hygiene department.

As our dental profession evolves, the dental hygiene department becomes more and more important to patient care and your dental practice growth. In this blog, we will delve into the topic that will elevate your dental hygiene department’s productivity and overall success.

The Digital Revolution in Dental Hygiene

The advent of digital technology has transformed many aspects of dentistry, and the dental hygiene department is no exception. Dentists are increasingly exploring digital tools such as iTero, etc., to streamline operations and improve patient care.

One of the key areas where digital innovation is making a significant impact is patient communication and education.

Incorporating interactive tools like digital scans, intra-oral cameras, and educational videos can empower patients to take charge of their oral health. Making the patient part of their treatment plan and the discovery about what is happening in their mouth makes case acceptance much easier.

Through technology and various tools you can educate patient you boost patient engagement and the ability to “want the care they need.” This will also help you get patients to continue returning to your office.

A high-level of patient engagement builds trust and trust means patients are more likely to accept your care and return for future appointments.

Telehealth and Virtual Consultations

Another emerging trend that dentists are exploring to enhance their dental hygiene department is tele-health consultations. This innovative approach allows dental hygienists to connect with patients remotely, providing consultations, answering questions, and offering guidance on oral health routines.

Tele-health can be a great way to meet potential new patients and hygienists can offer post-op care to their patients more easily.

Consider using tele-health to meet new patients, especially patients who may be fearful about going to a dental appointment. You can also do a dental exam to assess a patients smile, maybe assess their shade when patients are interested in teeth whitening services.

Check out the Smile Club which will allow you to virtually assess a patients shade and they can now come by your office, register for the Smile Club, hopefully feel more comfortable to schedule a new patient appointment. The Smile Club uses Celebrity Smiles teeth whitening and patients leave with their whitening kit that same day.

There are no impressions, trays to make, etc, etc. Your ROI can be huge when you use tele-health for cosmetic dentistry initial exams.

Tele-health allows you to reach a wider audience, ultimately boosting production by catering to different patient preferences.

Data-Driven Analytics

Data driven analytics is rapidly transforming our dental profession is no different. Dentists are recognizing the value of data-driven decision-making to optimize their dental hygiene department’s productivity. By harnessing the power of patient data, practices can gain insights into patient behaviors, treatment preferences, and patterns in oral health issues.

What matters to you will always get measured. Without looking at what is working and not working you can never assess you future success potential.

Ultimately, data-driven decision-making can enhance patient satisfaction, leading to higher retention rates and increased referrals.

Continuing Education and Dental Hygiene Department Training

As a dental professional you most likely understand that the expertise of the dental hygiene team directly impacts the success of the hygiene department. Investing in continuing education and training for dental hygienists is a strategy that dentists are actively pursuing to boost production.

Staying updated with the latest advancements in dental hygiene techniques, innovative tools, technologies and time saving systems, ensures that dental hygienists can provide the highest level of care to their patients.

Moreover, skilled and knowledgeable hygienists are more likely to spot early signs of dental disease and any abnormalities. They know how to more easily and effectively educate patients, performing more than just a cleaning.

All of the above contribute to improved patient outcomes and loyalty for patients to return to your dental office.

Collaboration and Workflow Optimization

Collaboration within the dental practice is essential for efficient operations and patient satisfaction. Dentists are recognizing that a streamlined workflow between the dental hygiene department and other areas of the dental practice, such as scheduling, billing, and treatment planning for improved case acceptance, can significantly impact overall productivity.

Implementing strategic and time-saving solutions facilitate seamless communication between the various areas of your dental practice.

Optimizing your current systems will eliminate bottlenecks, reduce last-minute cancellations, and enhance the patient experience. When different aspects of your dental practice work in harmony, this translates into more patient appointments, an optimized patient schedule, higher production without running on a treadmill and an overall positive impression of the practice.

Conclusion

Our dental industry is evolving at a rapid pace, and most dentists are proactively seeking strategies to boost production and enhance various departments. The dental hygiene department, in particular, plays a crucial role in patient care and practice growth.

By embracing the latest technology, incorporating tele-health, making data-driven decisions, investing in continuing education, and optimizing collaboration, dentists can elevate their dental hygiene department’s productivity and provide exceptional patient care.

Staying attuned to the latest trends and innovations in dentistry ensures that dentists remain competitive and capable of meeting the evolving needs of their patients. As the landscape continues to evolve, dental practices that embrace these strategies are well-positioned to thrive in the ever-changing world of oral healthcare.

If you found this blog valuable and if you are curious about how you can optimize your dental hygiene department and boost production more easily, schedule a complimentary discovery call. This will only cost you time. Time can be a valuable asset when you have a goal that becomes your next level of success.

Schedule your call here.

Can’t find a time on the calendar? Please send us a message here with a day and time that does work.

Boosting Dental Practice Success: Cut Out The PPOs

By: Debbie Seidel-Bittke, RDH, BS

July 12, 2023

In this blog post, we will explore the benefits of cutting out PPOs and highlight the proven effectiveness of the Celebrity Smiles Club Patient Loyalty-rewards program in fostering patient loyalty and practice growth.

The PPO Predicament: For years, dental practices have been forced to navigate the complexities of PPO contracts, which often lead to reduced reimbursement rates and increased administrative burdens. While participating in PPO networks can attract new patients, the financial impact and limited autonomy can undermine the profitability and long-term sustainability of a dental practice.

This has prompted a growing number of dentists to reassess their relationship with PPOs and explore alternative strategies to retain patients while ensuring practice growth.

Cut Out The PPOs

By choosing to cut out PPOs, dentists can regain control over their practice and focus on providing exceptional care without the constraints imposed by insurance providers.

Compelling Reasons Why this Approach is Gaining Popularity:

Enhanced Revenue: Without PPO restrictions.
- Dentists have the freedom to set their fees based on the value they provide.
- This allows for fair and transparent pricing, leading to improved profitability and a sustainable practice.
Streamlined Administrative Efforts.
- PPO contracts often necessitate additional administrative tasks, such as pre-authorizations and claim submissions.
- By eliminating PPOs, dental practices can reduce the administrative burden, freeing up time to concentrate on patient care and practice growth.
Improved Patient Experience.
- Removing PPO limitations will allow dentists to focus on personalized care tailored to the specific needs and preferences of their patients.
- This patient-centered approach fosters trust, satisfaction, and loyalty, which are crucial factors in attracting and retaining patients.

Celebrity Smiles Club Patient Loyalty-Rewards Program

One effective strategy proven to cultivate patient loyalty and encourage returning visits. The Celebrity Smiles Club innovative patient loyalty program offers a range of benefits that are proven to enhance patient satisfaction and practice success:

Exclusive Benefits: The Celebrity Smiles Club provides your dental patients with exclusive perks and rewards, such as discounts on whitening products, and a free whitening pen at pre-scheduled hygiene appointments.
- When patients enroll they understand more clearly what’s expected when they need to “change” an appointment. “Think about this loyalty program to REDUCE CANCELLATIONS!”
- Patient incentives create a sense of appreciation and exclusivity, making patients more likely to choose and recommend your dental practice.
Engaging Patient Communications: With the Celebrity Smiles Club, dental practices can engage patients through regular communications, including newsletters, email updates, and social media interactions. Tell all your patients about this loyalty-patient rewards system you have.
- Effective patient interactions foster a sense of belonging and keep patients informed about the latest advancements in dental care, further strengthening their connection to the practice.
- Celebrity Smiles Club teeth whitening products are exclusive to dental offices. Patients can’t buy on the internet or in retail stores.
New Patient Referrals: Satisfied patients are more likely to refer their friends and family to your dental practice.
- The Celebrity Smiles Club Loyalty Program motivates patients to spread the word about their dental office and generates more new patients to your dental practice.
Data-Driven Decision Making: A patient loyalty-rewards program provides valuable insights into patient behavior, preferences, and treatment history.
- By leveraging this data, dental practices can make informed decisions about their marketing strategies, service offerings, and patient engagement initiatives.

Conclusion.

Dental practices are increasingly recognizing the benefits of cutting out PPOs to regain control, enhance profitability, and provide exceptional patient care. Alongside this strategy, implementing a patient loyalty-rewards program like Celebrity Smiles Club offers a proven pathway to cultivate patient loyalty and keeps patients on your schedule indefinitely.

Celebrity Smiles Club currently offers free patient loyalty resources to you at no-cost.

Grab them here today because they will not be offered free for long.

These resources are immediately available to every dental practice who uses the Celebrity Smiles Club “wholesale” – dental grade teeth whitening products.

Not sure about implementing this?
Click our calendar link and schedule a quick call to learn more.

Developing a Comprehensive Dental Recare System for Improved Patient Retention

By: Debbie Seidel-Bittke, RDH, BS

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.