Clackamas Dental Consultant | 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!

Dental Patient Loyalty: Leveraging Your Existing Patients for Dental Practice Growth

By: Debbie Seidel-Bittke, RDH, BS

January 8, 2024

In the ever-evolving landscape of the dental industry, where competition is fierce and overhead costs continue to rise, finding innovative ways to grow your practice without breaking the bank is essential.

One often-overlooked strategy is to harness the potential of your existing patients, transforming them into loyal advocates and referral sources. By focusing on patient satisfaction, building trust, and utilizing routine dental hygiene appointments, you can not only retain your current patient base but also turn them into invaluable assets for the growth of your dental practice.

The cornerstone of patient loyalty lies in the quality of service provided. Exceptional dental care is not just about fixing teeth; it’s about creating an experience that exceeds expectations.

From the moment a patient walks through the door to the time they leave, every interaction should be marked by professionalism, empathy, and a commitment to their well-being. A satisfied patient is not only more likely to return but is also more inclined to share their positive experience with others.

One integral aspect of dental care that plays a pivotal role in patient satisfaction is the dental hygiene appointment. Regular preventive care appointments with the dental hygienist are not just about cleaning teeth; they are an opportunity to establish a strong connection with the patient.

Most patients visit their hygienist at least twice a year, providing a consistent touchpoint for building trust and rapport. During these appointments, hygienists can assess for any abnormalities and prevent disease.

This is a perfect time to educate patients on oral health and the relationship it plays in our total health. This is a time to ask about the patient’s smile goals. It’s a time to address the patient’s concerns, and reinforce the importance of routine preventive care.

To leverage the dental hygiene appointment for practice growth, it’s crucial to enhance the patient experience during these routine preventive care visits. Creating a comfortable and welcoming environment, personalized care plans, and effective communication can go a long way in making these appointments memorable.

When patients leave with a positive impression, they are more likely to view their entire dental experience in a favorable light.

Follow-up communication is another key component in solidifying patient loyalty. This can include monthly emails, phone calls when patients have unscheduled hygiene appointments and restorative care.

It’s also helpful to engage with your patients through social media; Facebook and Instagram posts. Use this as a way to show how much you value their well-being beyond sitting in your dental chair. Use these methods and patient engagement systems (Examples: NexHealth, SolutionReach, etc.) to gather feedback, share special information about your office, and express gratitude for their continued trust in your dental practice.

Sending birthday messages via videos (Ask us how to create one video you can send via text/email to all patients) and email is a great way to WOW your patients! This is a secret tip that is proven to have a lot of new patients call and schedule. Book a quick call below and I’ll tell you how to quickly create this.

Building a referral system is a natural progression from satisfied and loyal patients. Encourage your patients to refer friends, family, and colleagues by emphasizing the benefits of your practice. Using the Smile Club, loyalty program is a great way to create buzz around your dental office. Word-of-mouth recommendations carry significant weight in the dental industry, as potential patients often rely on the experiences of those they trust.

Consider implementing a referral program that rewards both the existing client and the referred patient. This can range from discounts on future treatments to small tokens of appreciation. By incentivizing referrals, you not only express gratitude to your loyal clients but also motivate them to actively promote your practice.

In conclusion, leveraging your existing patients is a cost-effective and powerful strategy for growing your dental practice. By prioritizing patient satisfaction, focusing on the value of dental hygiene appointments, and implementing a robust follow-up and referral system, you can create a thriving practice that not only retains its current patients but also expands its reach through the positive experiences of satisfied patients.

Remember, the key to sustainable growth lies in the relationships you build with your patients – turning them into loyal advocates who contribute to the success of your dental practice.

Book a call and ask us about The Smile Club Loyalty Program.

Unlock the Secrets to Higher Case Acceptance

By: Debbie Seidel-Bittke, RDH, BS

September 12, 2023

As a dentist, your primary goal is to provide exceptional oral health to your patients.

Even the most skilled and compassionate dental professionals may encounter challenges when it comes to getting their patients to accept recommended treatment plans.

Dental patient case acceptance is a critical aspect of your dental practice’s success, as it not only ensures your patients receive the care they need but also contributes to the financial health of your dental clinic.

In this blog, we’ll explore the importance of case acceptance and reveal the one thing that has proven to increase it.

Why is Dental Patient Case Acceptance Crucial?

Dental treatment plans often involve a range of dental procedures, from routine preventive care and fillings to more complex treatments like full mouth rehabilitation, Invisalign, veneers, and implants. Achieving case acceptance means patients are not only willing to schedule the recommended treatment but also follow through by paying and then keep their scheduled appointments.

Answers to The Above Question:

Improved Oral Health: Accepting and completing recommended treatment leads to better oral health outcomes for patients. Untreated dental issues potentially resulting in more extensive and expensive procedures down the road. Oral inflammation will lead to systemic inflammation.
- This cascading inflammatory response contributes to other systemic diseases such as heart attack, stroke, diabetes, Crohn’s Disease, and even Alzheimers Disease.
Practice Growth: A high case acceptance rate is essential for the financial viability of your dental practice.
- Your case acceptance rate should exceed 60%.
- This ensures a steady flow of revenue and enables you to invest in state-of-the-art equipment, continuing education, and providing the best possible care to your patients.
Patient Satisfaction: Patients who receive the care they want and need are more likely to be raving fans. Raving fans refer friends and family, contributing to the growth of your patient base.

IMPORTANT TO NOTE: Patients who pay a “reservation fee” at the time they schedule for high end treatment means they are committed to accepting your care.

Think: Less last minute cancellations and less changes in your schedule. Paying a reservation fee means you have a more committed patient!

Dental Case Acceptance Challenges:

Despite the importance of case acceptance, many dental practices do not achieve at least 60% case acceptance.

Common Barriers:

Financial Concerns: Dental treatment can be costly, and some patients may hesitate to proceed with treatment due to financial concerns, even if it’s essential for their oral health.
Fear and Anxiety: Dental anxiety is a common issue that can prevent patients from accepting treatment.
- Patients may delay or avoid necessary procedures due to fear of pain or discomfort.
Lack of Understanding: Patients may not fully comprehend the urgency or importance of recommended treatments, leading to delays or non-acceptance.

The one thing that Increases Case Acceptance year after year is when you understand what your patients want for their smile.

It’s not enough to simply diagnose and recommend treatment; you must also ensure that your patients understand and feel comfortable with the proposed plan. You must have patients “own their disease” and “want what they need.”

How to Initiate Higher Cosmetic Case Acceptance:

Build Trust: Establishing trust is the foundation of effective communication. Patients are more likely to accept treatment recommendations when they trust their dentist.

First ask your patients,”What do you want your smile to look like?” or ask, “What is one thing you would like to change about your smile?”

Switch up your questions about the patients smile desires and make it fun for you and your patients.

Notice how these are not “Yes” or “No” questions. They are open-ended questions that inspire your patients to “think.”

Always be empathetic, listen to the patient concerns, and address all questions and any fears. Learn motivational interviewing skills to more easily show empathy and compassion. *See resources below.

Create Raving Fans: Once you have established trust with your patients and to gain trust, you want to offer something of great value to your patients.

Asking what your patient wants is a great opening to gain patient trust and show that you are doing more than treating a tooth!

The one answer most patients respond with when asked what they want for their smile is, “Whiter teeth.” The 2nd most popular answer is “straight teeth.:”

The list of what patients want for their smile goes on but first learn what your patient wants. As you are seating patients ask what you can do to make the appointment and their smile the very best.

Let’s change the negative connotation around dental appointments into something our patients look forward to!

The Smile Club is a fun way to:

Give patients what they want (Whiter teeth) more easily (Same day)
Give patients what they want, costing them less money and something they want
Increase your cosmetic cases

Educate and Inform: Take the time to educate your patients about their oral health. Use visual aids like X-rays, intra-oral cameras, scanners, and/or dental models to show what’s happening in their mouth. Explain the consequences of not completing necessary treatment.

When patients leave without scheduling appointments always follow-up with a phone call and an email with a video that explains the risks and benefits of the specific treatment.

Offer Options: Whenever possible, provide patients with different treatment options.
- This not only gives them a sense of control over their care but also accommodates their budget and comfort level.
Clear Financial Discussions: Be transparent about the cost of treatment and discuss flexible payment options and/or insurance coverage.
- Patients are more likely to accept treatment when they understand the financial aspect of treating disease and abnormalities.
- Patients respond favorably when they have a plan in place.
Follow-Up: After presenting a treatment plan, follow up with your patients. Address any lingering questions or concerns and remind them of the importance of timely treatment.
- Call patients within 48 hours if they leave the office and don’t schedule for your care.
- Email videos explaining the necessary treatment needed.
  - In the subject line of this video write, [Video] because people are more likely to open and view a video.

Communicate this important message:

“Prevention saves money. Treating disease costs a lot of money.”

In conclusion, dental patient case acceptance is a critical aspect of every successful dental practice. To increase case acceptance, focus on effective communication. Great communication begins with listening and understanding your patients desires.

Building trust through motivational communication, educating patients, offering options, and addressing financial concerns are all part of this process.

Begin by asking how your patient wants their smile to appear. Listen to the answers they provide you.

By listening to understand your patients desires, you ensure that your patients not only receive the care they need but also feel confident and comfortable in their decisions regarding their oral health.

Remember, the one thing that has proven to increase case acceptance is The Smile Club patient loyalty system. The Smile Club begins by understanding what each individual patient wants.

Grab your Free Case Acceptance eBook HERE.

*Resources.

Motivational Interviewing. https://bit.ly/MotivationalInterview12 Accessed September 12, 2023.
Prima Health Credit. https://bit.ly/3RiT2ri
More about The Smile Club: https://bit.ly/PtRewards

Enhancing Case Acceptance for Improved Cosmetic Dentistry: A Proven Approach

By: Debbie Seidel-Bittke, RDH, BS

August 28, 2023

Cosmetic dentistry has witnessed remarkable advancements in recent years, empowering dentists to offer patients a dazzling smile transformation. However, even with these advancements, the challenge of case acceptance remains. Effectively conveying the value of cosmetic treatments and addressing patients’ desires requires a strategic approach.

In this blog post, we will delve into two crucial steps that can significantly elevate case acceptance rates: understanding patients’ smile aspirations and providing comprehensive information. Additionally, we’ll explore how offering an eBook on Creating a Celebrity Smile can be a powerful tool for engaging patients.

Step 1: Understand Your Patients’ Smile Aspirations

A cornerstone of successful case acceptance in cosmetic dentistry is understanding the unique desires of each patient. Dental professionals must go beyond the technicalities and tap into patients’ emotional connections to their smiles. Here’s how to effectively achieve this:

Active Listening: During consultations, allocate ample time for patients to express their thoughts and expectations. Dental hygienists and dentists must actively listen and ask open-ended questions to gain insights into what aspects of their smiles bother them and what they envision as their ideal smiles. Ask each patient how they want their smile to look like.
Visual Aids: Utilize visual aids such as smile portfolios, before-and-after photos, and digital smile simulations. These tools help patients visualize the potential outcomes of various treatments and enable them to articulate their preferences more clearly.
Empathy: Show genuine empathy towards patients’ concerns. Recognize the emotional impact their smile issues might be having on their self-esteem and overall confidence. This empathetic approach fosters trust and establishes a stronger dentist-patient rapport.

Step 2: Provide Comprehensive Information

Transparent communication is paramount in fostering patient trust and driving case acceptance. Dentists should ensure that patients are well-informed about the treatment process, benefits, and expected outcomes. Here’s how to achieve this:

Clear Explanation: Break down complex dental terminology into simple language that patients can understand. Clearly explain the recommended procedures, detailing the steps involved, potential discomfort, and recovery periods. Say phrases like, “Gum disease” vs. Periodontal disease, “Bleeding” vs. nothing at all. Say, “Preventive Care Appointment” or “Hygiene Appointment” vs. Cleaning, etc.
Visual Aids (Again): Visual aids aren’t just valuable in understanding patients’ desires; they are equally important in explaining treatment procedures. Presenting treatment plans visually can demystify the process and make patients more comfortable with their decisions.
Case Studies: Share real-life case studies of patients who have undergone similar cosmetic treatments. Highlight the transformations and positive experiences of these patients to demonstrate the tangible benefits of the proposed treatments.
Financial Transparency: Discuss the cost of treatments upfront, including any potential payment plans or financing options. Patients are more likely to commit to a treatment plan when they have a clear understanding of the financial aspects.

Step 3: Understand Your Patient Desires

The 1st step is to understand what your patients smile desires. Ask them open ended questions.

Use a smile evaluation and/or smile simulation which will greatly enhance patient engagement and case acceptance.

I created an eBook titled “Increase Cosmetic Cases and Grow Your Dental Practice” and this can serve as a powerful tool to increase case acceptance. Many dentists come to me asking to increase the number of cosmetic cases. If this sounds like you, I created this eBook and it speaks to this ONE THING which has proven over many years to increase cosmetic cases, grows new patient numbers and keeps patients returning to your dental office.

What you can expect to learn reading this eBook (link to Ebook below):

Informed Decision-Making: This eBook can dives into the world of cosmetic dentistry, explaining different treatment options, potential challenges, and how to more easily get patients to want cosmetic dental services. You will learn how to simplify this process. No need to overthink cosmetic case acceptance. This ONE THING will make it much easier for patients to want a smile upgrade.
Expert Authority: Discover how to build credibility in your community for patient searching for a brighter smile. Get more patients to call your office and when they do meet you, instill confidence in the patients seeking cosmetic treatments.
The Strategy: This ONE THING that will keep patients returning to your dental office. This One Thing will grow New Patient Numbers. This ONE THING will create raving fans and keep patients returning to your office.

Conclusion

Achieving higher case acceptance rates in cosmetic dentistry requires a dual approach: understanding patients’ smile aspirations and providing comprehensive, transparent information. By actively listening to patients’ desires, utilizing visual aids, and empathizing with their concerns, dentists can foster trust and rapport.

Clear, motivational communication, visual aids, smile simulations, showing case studies, and offering financial transparency, all contribute to well-informed decision-making on the patients’ end.

By combining these steps, dentists can navigate the intricate landscape of cosmetic dentistry case acceptance successfully, ultimately helping patients achieve the smiles they’ve always dreamed of.

Grab this eBook and learn this ONE THING that will have more cosmetic cases scheduled. Once you start to read the eBook, over the next 30 days I will be sharing various tools to support your case acceptance and schedule more value per patient appointment. LINK TO EBOOK

eBook LINK

Resource about Communication and Motivational Interviewing.

Check the YOUTUBE Videos about Motivational Interviewing.

One example of motivational interviewing (Communication to motivate your patient) is this video.

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

By: Debbie Seidel-Bittke, RDH, BS

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

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 Recall System for Improved Patient Retention

By: Debbie Seidel-Bittke, RDH, BS

June 21, 2023

In the ever-evolving landscape of dentistry, patient retention is crucial for a thriving dental practice. One effective way to boost patient retention is by developing a comprehensive dental recall system. This system ensures that patients receive timely reminders and follow-ups for their appointments, leading to improved oral health outcomes and increased loyalty.

June, the half-way point of the year presents a great opportunity to focus on the reactivation of overdue hygiene patients. Let’s explore how leveraging patients’ insurance benefits can strengthen your recall system and improve patient retention.

Understand the Importance of a Strategic Recare System: A recall system serves as the backbone of patient retention in dental practices. It facilitates regular communication between the practice and patients, ensuring they are aware of upcoming appointments, preventive treatments, and oral health check-ups.
Leverage Expiration of Insurance Benefits: The month of June marks a prime opportunity to focus on the reactivation of overdue hygiene patients. Incorporate this aspect into your recall system by emailing patients about their unused insurance benefits and the importance of utilizing them before they reset in the new year.

Various patient engagement systems have email templates you can easily use and begin emailing to your patients, especially those who have insurance benefits and they have not used them this year.

Highlight the potential cost savings for preventive care vs. treating disease. Emphasize the value of maintaining optimal oral health while maximizing insurance coverage.

Designing an Effective Recall Process: To develop an efficient recall system during this time of year, it’s important to adapt your strategies accordingly. Identify the patients who are overdue for hygiene appointments and segment them into separate lists according to:

Patients due today up to 6 months ago
Over 6 months ago to 9 months ago
Over 9 months ago to 12 months ago
Over 12 months to 18 months ago

Begin with the patients who are due today up to six months ago. These are the patients to focus on 1^st and try to get them on the schedule asap. Then work your way in descending order.

Craft personalized messages that address their specific insurance benefit expiration, emphasizing their limited time remaining to use their insurance benefits.

Utilize dental your practice management software or a patient engagement system such as NexHealth to automate the recall process and ensure consistent with timely communication.

Schedule this task every day. Plan to have dedicated time to implement your recall system. Establish a daily and monthly goal for reactivating overdue hygiene patients. Start with possibly reactivating no less than five overdue hygiene patients every day.

In addition, June is a time to begin contacting patients with outstanding treatment.

Set a goal to get the patients with outstanding treatment on the schedule. This is when it works well to assess in your software who is overdue for a hygiene appointment and also has outstanding treatment.

Contact these specific patients and schedule them for a hygiene appointment with an exam to reassess the restorative care needed. You never know if the simple filling is now a crown or worse, infection that needs a root canal. Not likely but it can happen and your message is about saving patients money because “Prevention costs a little money but treating disease and infection costs a lot of money!”

Implement Multiple Communication Channels: Diverse communication channels play a critical role in the success of your recall system. Utilize a combination of phone calls, text messages, emails, and voicemails to reach out to patients.

Every time your patient completes a health history be sure to ask and update their preferred mode of communication, increasing engagement and response rates. When highlighting the expiration of insurance benefits, make sure to clearly explain the potential consequences of unused benefits and of primary importance is to encourage patients to schedule their overdue hygiene appointments promptly.

Track and Analyze Recall Success: To ensure the effectiveness of your recall system, tracking and analysis are essential. Monitor key performance indicators such as appointment retention rates, look at and track the number of patients who cancel an appointment last minute and track no-shows. You should assign a code in your practice management software so you can monitor and analyze these important metrics.

Also track and analyze your response rate when reactivating patients. Use this data to evaluate the success of your efforts to reactivate patients; how well or poorly your efforts are working to keep patients on the schedule, reducing last minute cancellations and no-shows.

Once you track and look at your metrics only now can you make necessary adjustments. Regularly assess the performance of the recall system to identify areas for improvement and refine your strategies accordingly.

If you need help with these systems always consider speaking to an expert. For many years Dental Practice Solutions has supported dental practices with their recall system and reducing cancellations.

Schedule a quick chat to see how we can help you optimize these systems. Click the Calendar Link

Conclusion:

June presents a unique opportunity to focus on the reactivation of overdue hygiene patients. You have dozens, maybe a hundred patients who have not seen the hygienist this year. They have insurance benefits that will expire in 6 months.

How can you help these patients use their benefit and save them money on treating disease? Your message to these patients must be that you want to help them use their benefits and avoid costly dental care. Say to patients, “Our office is on a mission to help our patients prevent disease. Prevention may cost a little money but treating disease costs a lot of money. We look forward to seeing you for your preventive care appointment!”

By incorporating these strategies into your recall system, you can increase patient retention, improve oral health outcomes, and maximize the utilization of your patient’s available insurance benefits.

Creating a Profitable Hygiene Department

By: Debbie Seidel-Bittke, RDH, BS

April 25, 2023

What does it take to create a successful, productive, and profitable hygiene department within a dental practice?

Over the past years, research and technology in periodontics have created exciting changes in the responsibilities of dental hygienists and the scope of technology available for the dental practice to implement. With these changes there is also an opportunity to achieve optimal preventive care for our patients.

Dental hygienists should be considered a co-partner to the dentist—someone there to help enroll more patients into high-end dentistry and restorative care. Dental hygienists should consider themselves as a patient advocate and preventive specialist. As dental professionals, we are in the business of helping our patients live a longer, healthier life!

Dentistry is NO Longer about “Cleaning Teeth” or “Treating a Tooth”!

To create a profitable hygiene department in your dental practice, you must merge effective clinical skills with sound business strategies. In the past few years, the cost of running a dental practice with excellent patient care and a healthy net production has become more challenging than ever before.

Creating a successful, productive, and profitable hygiene department within a dental practice requires a combination of clinical expertise and effective leadership with strategic business systems.

Dental practice success in 2023 requires a “Can-Do” attitude and an open mind to always learning the best strategies to save time and yield an increase in net-profits. It’s time to end that old phrase, “We’ve always done it this way!”

Think about this saying, “Less is More.”

It’s true that creating goals with strategic systems in place will save time and yield a profitable hygiene department. A profitable dental hygiene department can create joy for everyone: patients, doctor and the entire team.

Key Steps to Consider:

Define your hygiene department goals and expectations: As a dental practice owner, it’s important to establish clear goals and expectations for your hygiene department. This includes outlining the scope of services offered, the level of care expected, and the desired outcomes for your patients. Having clear expectations will help guide your team and ensure everyone is working toward the same objectives. Most importantly, write your goals and discuss them as a team.
Hire and train the right team: Building a successful hygiene department starts with hiring the right team members. Look for hygienists who are not only clinically skilled but also have strong communication skills and a patient-centric approach. Provide ongoing training to ensure that your team stays up to date with the latest clinical techniques and technologies.
Invest in technology: The field of periodontics has seen significant technological advancements in recent years, and investing in the latest tools and equipment can help your hygiene department provide the best possible care to your patients. This includes investing in tools for early detection of oral cancer, soft-tissue diode lasers, and intraoral cameras to help patients better understand their oral health needs.
Implement effective patient communication strategies: Patient communication is key in every successful hygiene department. Develop strategies for communicating with patients about their oral health needs, treatment options, the mouth-body connection, and the importance of preventive care. Consider using patient education materials such as videos and interactive tools to help educate patients and engage them in their own care. Share informative videos on your social media pages and in videos that you can email (or text) to patients about various services and technology offered in your office.
Focus on practice management: Running a profitable hygiene department requires effective practice management strategies. This includes setting fees that are appropriate for the level of care provided and appropriate for your zip code, reviewing all insurance contracts, and managing your patient schedule (consider blocked scheduling) and your patient flow to maximize productivity. Track key performance indicators to ensure that your hygiene department is meeting its goals.

Conclusion

Investing in your hygiene department is crucial for the long-term success of your dental practice. Patients are more likely to return to a practice where they feel they are receiving high-quality care, and a well-run hygiene department can help attract new patients through positive word-of-mouth referrals.

Additionally, a profitable hygiene department can help offset the costs of running your dental practice and ensure its financial stability. By prioritizing clinical excellence, effective practice management, and sound business strategies, you will create a hygiene department that benefits both your patients and your practice.

P.S. Speaking of returning patients, have you run a report of patients who are overdue for a hygiene appointment? Consider inviting them back with an invitation to join your Smile Club.

Celebrity Smile Club offers your patients a free whitening pen at hygiene appointments when they keep their scheduled appointments. This patient reward system has also proven to increase your new patient numbers.

Learn more about The Club here.

How to Become a Great Leader as a Dental Practice Owner

By: admin

December 17, 2018

In today’s Live Interview Debbie Seidel Bittke, RDH, BS, talks to Dr. Racheal Hall and being a dentist and why leadership skills are key to your success as a dental practice owner.

Dr. Rachel Hall is a dentist for Evolve Dental Healing and has a passion for helping dentists create systems that build fortunes and have fun while doing this.

Most dentists did not begin their career thinking about leadership skills. They went to dental school to provide clinical dentistry. Some dentists saw a great fit for themselves, combing art with science.

As a dentist leading your dental practice success means you must learn how to become a great leader, whether you like it or not.

What Rachel shares about how she became a great leader was the ability to always be open to learning. When you learn something new you need to practice, practice, practice to be your very best at the new skill or dental practice system, etc.

We also talk about Trust and how you must have trust in your team.

During our chat we also talk about:

The importance of everyone on the team to work towards one goal
Delegation of responsibilities
The importance of consistency (You will hear an example of what needs to be consistent)
Defining your values and self-worth
Importance of the team in helping to make changes

There is so much more that we talked about for thirty-five minutes.

If you are a dentist or dental practice owner, this is a short interview you must check out. Take a few minutes to listen and learn how you too can achieve and exceed your goals. You will understand how important it is for your team to drive your dental practice systems!

Every week we have a special guest interview and it is live on our Business FB Page. Please like and follow the FB Page to receive daily inspiration, tips to grow your hygiene department and hear from other dental influencers, dentists and your colleagues.

Dental Consulting | Dental Hygiene Patients: Keep the Back Door Closed

By: admin

August 1, 2018

Written by: JoAnn Leon, Front Office, Insurance Credential / Reimbursement Coach

We hear this question all the time, “Can you help me get more new patients to my office?

The answer is, “Doctor, do you realize that you have 1,560 patients and 300 of these patients have not returned to your office in the last eighteen months?”

How to keep the back door closed when new dental patients come to your office.

The most effective plan you can have in place is to reactivate your over-due hygiene patients. If you have a program such as SolutionReach, you can very easily reactivate these 300 over-due hygiene patients.

STEPS TO KEEP THE BACK DOOR CLOSED

Step 1. Know Your Numbers.

The team at Dental Practice Solutions, recommends that you run a hygiene report, so you know how needs to return for a hygiene appointment in the last eighteen months.

Step 2. Send a Special “We Miss You Letter.”

Send this e-newsletter to over-due hygiene patients. SolutionReach has great template to send patients an eye-grabbing e-newsletter.

Step 3. Offer an Incentive to patients who receive your e-Newsletter.

We have created a system around reactivation of your overdue hygiene patients. Without a doubt it works well to offer patients a gift for returning. This is the WIIFM syndrome. You know what I mean by WIIFM? I mean the “What’s in it for me” syndrome.

What has worked well for numerous years is offering your patients free tooth whitening when they do complete their hygiene appointment, pay for the prophy or necessary treatment, along with appropriate x-rays (BWX, FMX, etc.) and doctor exam. At the end of the hygiene appointment the hygienist or a clinician will take impressions and the patient returns in a day or two to pick. Up their whitening trays and two syringes of gel.

You can also have your whitening gel syringes customized here.

Step 4. Call Your Overdue Hygiene Patients.

Each day someone in your office should be working on calling overdue hygiene patients. Not too many people actually answer their phone these days so if you don’t get ahold of your patient, your next step is to text your patient.

Step 5. Texting Overdue Hygiene Patients.

What do you text a patient, so they want to call your office and schedule their hygiene appointment?

First of all, let me say that it is important that you have two-way texting set up if you do have the ability to text your patients. In today’s fast-paced and technologically oriented world, it is important that you can text two-ways with patients of record.

Your text should only say this: Please give our office a call about your appointment.

“They don’t have an appointment,” you say!

That is correct, the don’t have an appointment and you do want them to call about an appointment………one they need to schedule.

This one sentence works in a phone message or text and…. btw, it works very well when you are calling to collect money. That is

another blog, another day.

Step 6. What You Must Say When You Do Talk to the Patient?

Before you pick up the phone to call a patient and even if a patient calls about an appointment, it is important to look at the patients record, if you have electronic patient charts.

You need to look at the patient’s ledger to see if they owe money, etc. Very important is to look at the patient’s clinical notes and read about the reason WHY they need to return.

Ask yourself before you call the patient:

When was the last time there were in our office?
What do they need to return for?
- Is it only (Not just lol) a hygiene appointment?
- Do they have outstanding/unscheduled treatment?
What do you know if valuable to the patient?
- For example, is money a possible concern and maybe a reason they have not returned?
  - Be prepared to overcome money objections by offering solutions and changing the loss of money into this appointment will help them save money
    - For example: Patients who have diabetes or high blood pressure, this is the perfect opportunity to talk about the mouth-body connection. Let them know that a healthy mouth means less money on medications and doctor/hospital visits

Step 7. Try Something Different Than You Have Been Doing.

You know what they say about insanity?

Doing the same thing over and over does not typically yield a good outcome. Take one or all of these steps and begin today implementing one. Just try one of these.

Go to your calendar and on today’s date write “Begin Reactivation.” Write down how many overdue patients you have on this day. Next turn to your calendar six months out and write a reminder to check the number of overdue hygiene patients.

The goal is for this number to be less than it is today.

And do remember to be patient with yourself (And the team) as you implement these new steps.

Each month you must run a hygiene report and reach out to your overdue hygiene patients. It still surprises me, the number of offices we work with. When we investigate a new clients reactivation process, it happens too often, that there is no reactivation system hence, hundreds, thousands of overdue hygiene patients.

Do you have an over-abundance of overdue hygiene patients? Does reactivating them seem like a daunting task? Reach out to use. Let’s create your strategy and close the back door for new patients as well as your current patients of record. Schedule a no-cost Profit Boosting Session Here.

You can also email us or call: 949-351-8741 to get this scheduled now.

ABOUT JOANN LEON

For many decades, Joann Leon, has worked alongside various doctors from international backgrounds she has obtained extensive knowledge in management, insurance contracting and clinical aspects of various types of dental practices. Joann is able to provide unbiased, objective advice on selecting the right insurance plans, maximizing fee schedules, and streamlining accounts receivable collections.

– Certified Procedural Quality Assurance Consultant Eagle Soft Setup
– Insurance Credentialing & Contracting Dentrix Software Setup
– Human Resources/Legal Compliance Easy Dental Software Setup
– Filing Grievances Insurance/Patient New Practice Startup/Established Practice Analysis
– Fee Schedule Analysis Loss Prevention/Staff Accountability
– Digital/Hard Copy Filing Front Desk Employee Training
– Purchase/Sale of Practice Audit Preparation of Charts

In her spare time, she enjoys spending time with her sons and grandchildren; serving her spiritual community as a lector and Eucharistic minister. She enjoys spiritual retreats at least twice a year, the beach, dancing, and going out on scenic drives.

Contact JoAnn: admin@dentalpracticesolutions.com

TIME IS RUNNING OUT!

Do you feel like your dental practice runs your life? Do you wish that you did not have to concern yourself with running the business of dentistry? Do you want to not worry about the marketing, deal with payroll, worry about open holes in your schedule and a bank account that does not grow?

I feel your pain and I have created an all-day live CE Event in Portland, Oregon. Plan to join Debbie Seidel-Bittke, RDH, BS, CEO of Dental Practice Solutions, along with Doug Fettig of Aldrich Advisors.

We have planned a life-changing event so you don’t need to worry about your dental business but you can focus on your clinical dentistry.

Plan to bring your team so they can learn and begin implementing what they learn. This will leave you feeling like you have a new lease on life!

You get 6 AGD Credits, breakfast, lunch, snacks, coffee, tea, soft-drinks plus we will give away prizes all throughout the day: valued at $50-$1,500. You will walk away with your customized blueprint.

More information and Register Now. Early-bird Pricing Expires August 21, 2018.