Dental Consultant & Speaker

Dental Speaker Near Me | Building a Better Team

Recruiting employees can be a time-consuming, stressful, and sometimes costly endeavor. When you’re looking to build an optimal team, it can be tempting to hold onto old employees for too long and hesitate to hire new ones until you’re confident you’ve found the “perfect” fit. However, both of these common mistakes can be damaging to the efficiency and culture of your business in the long term. Building an ideal team can take time, but keeping the following tips in mind can help ensure your business is able to thrive.

Out with the old…

It can be hard to let go of any employee. Ideally, everyone you bring to your business will become a valuable member of the team. Unfortunately, that’s not always going to be the case. If an employee is displaying any of the following signs, it might be time to consider letting them go:

  • Bad Attitude: This includes eye-rolling, snide comments, complaints, confrontational tone, and passive-aggressive speech or actions. An employee that disrespects their co-workers won’t have the best interests of the team or the business at heart.
  • Lack of Engagement: Whether unfocused at work or unresponsive during meetings, an employee that’s not mentally present can’t give their best to their work.
  • Dishonesty: Whether this involves refusal to accept accountability, blaming others for mistakes, or outright lies, dishonesty is harmful to your business and your team.
  • Poor Performance: While it’s expected that an employee in a new role may need an adjustment period, if that employee shows an ongoing inability to grow professionally or meet the expectations of their position, it might be a harbinger of even bigger problems down the road.

In with the new…

Whether you’re looking to replace current employees or meet the demands of a growing business, you want to do everything you can to make sure you’re hiring the right people for your team. Here are some tips that can help streamline the hiring process:

  • There’s No Such Thing as Perfect: When looking to bring in new employees, it can be tempting to wait until you’ve found the “perfect” fit. However, that can unnecessarily slow down the process and cause you to skip over individuals who might become great assets for your team in time. Keep in mind that a good employee is one that grows and performs well, and look for individuals that possess the qualities needed to thrive long-term.
  • Follow Your Gut: Instincts exist for a reason. If something about a prospective employee isn’t sitting right with you, it could be a sign that there’s a deeper problem you’ll have to address in the future. While you shouldn’t necessarily make quick decisions on feelings alone, it’s worthwhile to take them into account.
  • Listen to Your Team: The members of your staff will often be able to offer good insights into how the company can grow. Whether a trusted employee is revealing the poor performance of a co-worker or a team is asking for another member to help manage their growing responsibilities, it’s worth seeking their input when making decisions.

Though there’s no exact science to building a successful team, there are proven strategies you can use to help the process be as painless as possible. By holding current employees to a clearer standard and exercising discernment with new and prospective employees, you can make the hiring process operate more smoothly and increase the overall productivity and happiness of your team.

For more advice on building a better team and managing your practice growth, contact our dental consulting office.

PPO Dental Consulting
Dana Moss
Email: dana@ppodentalconsulting.com
Phone: (817) 456-0012

Dental Consultant & Speaker

Dental Consultant | Get Organized, Get Productive

Time is money. If you want your practice to be as efficient and economically prosperous as possible, you don’t want to spend valuable time dealing with the effects of clutter and chaos. Disorganization is shown to have a direct negative impact on productivity and, by extension, your earning potential as a practice.

Whether you feel like you’re drowning in papers or you want to learn tips to take your efficiency to the next level, here are some tips to help you and your team get organized. Contact our team today to learn more about the strategies we can help you implement to ensure you’re getting the most out of your practice.

Clean Up the Clutter

When you have so many different things demanding your attention throughout the day, it can be difficult to keep on top of everything. If you’re not careful, papers and other clutter can accumulate faster than you realize. Once the pile starts to get away from you, it can be hard to ever work your way back through without having to set aside valuable time to sort through everything.

It’s easier to avoid getting yourself into this mess in the first place once you have organizational strategies in place. You might create a unique filing system for handling the various kinds of mail that comes through your office. Perhaps you set specific team members in charge of returning calls. The best system of organization is the one that works for you and your team.

Don’t Let Your Time Manage You

It can be difficult to prioritize the different duties of your work. It’s rare that even an hour will go by without a variety of different distractions. While you’ll have the occasional emergency that demands immediate response, most of these interruptions will not need to be addressed right away.

Resist the urge to drop everything every time a new email or task arises. Operating this way will only make it harder to actually accomplish any of your duties on time. Instead, learn to prioritize which things need to be addressed immediately and which can be done later. Delegate what can be passed to another and clarify deadlines for things that must be completed by you to allow accurate prioritization of tasks.

The day-to-day efficiency of your business can impact its long-term success. Don’t waste your time digging through clutter because you’re working without a plan. For more strategies for your success, contact our dental consulting office.

PPO Dental Consulting
Dana Moss
Email: dana@ppodentalconsulting.com
Phone: (817) 456-0012

Dental Consultant & Speaker

Dallas Dental Consultant | Things to Consider Before Buying New Dental Equipment

No matter how well-equipped your office is initially, time, wear, and changes in technology will at some point require you to purchase additional or replacement equipment. There are a few points you may wish to keep in mind before making your final decision on a major equipment purchase for your practice.

First, take your time. Like with any other major purchase, rushing into a decision can be costly. Instead, spend several weeks in preparation for this choice. Meet with your Dental CPA about any tax implications and ask if there is an optimal time to make such a purchase. Consider carefully the following factors to be sure you are choosing the right piece of equipment for your needs:

  • What is the main purpose of this equipment?
  • What features do you want/need it to have?
  • Are you and your team going to need extensive training to use it?
  • How often is this equipment going to be used?
  • Will it fit the space available?
  • Will you have to make changes to the space to use this equipment (ie, wiring, utility connections, etc)?
  • Is the manufacturer reliable?
  • Does the manufacturer provide good service for their equipment?
  • How long should this equipment last?
  • What is the expected benefit of this upgrade?
  • When do you plan to have it installed and in use?
  • If this equipment is to allow new services, is there a demand for those services in your practice/community?
  • Will your pricing for your services offset the investment cost and still be competitive in your market?
  • If the equipment you are buying is used, have you obtained an independent opinion on its condition?
  • How does the cost compare to other models? Other manufacturers?
  • Can you purchase directly from the manufacturer to save on cost?
  • Have you compared pricing from a variety of sources online?

While not all of these may apply to your equipment purchase in every circumstance, it should be clear that major dental office equipment should never be bought on impulse or without thorough consideration and research. Recommendations from other dentists or your dental CPA can also be helpful in narrowing your search.

Your dental equipment plays a vital role in the quality of care you are able to provide to your patients. When it is time to add or replace a piece of that equipment, make sure you take plenty of time to research, refine, and select the right piece for your practice. This will help you be certain that your investment will bring value to your practice for years to come.

PPO Dental Consulting
Dana Moss
Email: dana@ppodentalconsulting.com
Phone: (817) 456-0012

Dental Consultant & Speaker

Best Dental Consultant Near Me | Why Your Practice Needs Effective Team Meetings

Regular effective team meetings can play a crucial role in the health of your dental practice. That one simple-sounding factor can impact every aspect of your business. Your people, your patients, and your practice all benefit from regular effective team meetings.

Your people need team meetings. The core of your practice is your vision, your goals, and your strategy for achieving your goals. Each member of your team needs to understand all of these things and, just as importantly, needs to understand their part in your plan. Without that understanding, your team is working blindly and is unable to actively contribute toward reaching your goals for your business.

A team meeting is an ideal format for open discussion about your vision, goals, and strategy. Not only can you use this discussion to ensure every member is clear on your expectations, but you may find that their unique perspective creates an exchange of ideas on more effective ways to reach your goals and how each person can best contribute.

While not every team meeting needs to include high-level discussion of vision, goals, and strategy, it is a good idea to include this at least once or twice a year and when bringing a new employee into the team. Additionally, many successful dentists find that it is highly useful to touch on how the strategies are being implemented and to discuss any measurable progress toward goals on at least a monthly basis. This helps to keep your team engaged and motivated toward achievement.

Your patients need team meetings. One of the most common components of an effective team meeting is education. Your team needs to know what the policies are, what is on the agenda for the day, if there are any specials being offered, if anyone is sick or on vacation. Any new ideas, training, or techniques that can be shared should be. Your patients need to know they will be given correct and consistent information from any member of your team. Make sure everyone is on the same page.

Your practice needs team meetings. Teach your team how to ask patients for referrals. Word of mouth can have a huge impact on your new customer base. Even happy, satisfied patients rarely refer anyone unless asked to do so, according to a recent study.  Your team members should be engaging your patients in every interaction to ensure a positive experience and should be able to ask for referrals when patients are pleased.

Only you can review your practice, your time, and your schedules to determine when and how frequently you should hold team meetings. Whether you meet daily, weekly, or on some other timeline, make your meetings regular and effective. You will see benefits to your team, your patient experience, and your practice.

PPO Dental Consulting
Dana Moss

Dallas & Fort Worth, TX
(817) 456-0012
dana@ppodentalconsulting.com

Dental Consultant & Speaker

Fort Worth TX Dental Consultant | How to Ensure a 5-Star New Patient Visit

It’s often said that first impressions can make or break a new relationship. For dental offices, this is no different. The appearance and comfort of your office can determine whether your new patient will return. Follow these tips to ensure your patients are experiencing a 5-star visit that will keep them returning to you for care.

Is your office clean?

The first stage to delivering a fantastic experience is maintaining a high level of cleanliness and organization. Is the lobby or waiting room spotless? This will be the first area your new patient sees, and they will make judgements based on their observations. If your waiting area or bathrooms are not well-maintained, new patients could believe that your office may not be following proper sanitization procedures and decide to go elsewhere.

Are you welcoming?

How does your front desk team respond to a new patient arrival? Are they focused on gathering paperwork or do they take the time to greet your patient and start building a rapport? Those first minutes of the appointment provide an opportunity to establish the beginnings of a lifelong relationship. Be sure that each member of your team understands their role in developing loyalty.

Are you focused on the patient experience?

Patients have many options for care. Your focus on patient comfort and convenience can make the difference between returning to your office and moving on to your competitor. Invest in amenities to make patients feel at ease in your office. Even simple additions like pillows, blankets, coffee, and water bottles can add a sense of home and help new patients relax. Consider digital paperwork to minimize wait time and apologize if an appointment is late. By showing that their needs are important, you help build trust and care that can turn into long-term loyalty.

With some training and forethought, your practice can have your patients raving about their incredible experience and referring friends and family. For more ideas to help grow your business, contact PPO Dental Consulting.

PPO Dental Consulting
Dana Moss

Dallas & Fort Worth, TX
(817) 456-0012
dana@ppodentalconsulting.com

Dental Consultant & Speaker

Fort Worth Dental Consultant | Follow the Trends! – Grow your Practice with These Smart Tips

With technology and economic changes overhauling much of the dental industry, practices are requiring more innovation to stay ahead of the curve. Below are some trends to explore that can help you reach the top of the chart and stay there.

Onsite Amenities

Dental practices often run the mistake of being too clinical or severe in their appearance. Make your patients comfortable with modern, innovative amenities. Heated or massage chairs in examination rooms can calm anxious patients, while TVs installed on the ceilings (complimentary earphones optional) can offer a safe distraction while your team works.

Dental Insurance Coverage

Many patients are turned away at the thought of visiting a dentist who is out-of-network. Whether you decide to be in-network with more plans or use targeted marketing showing how affordable you are for out-of-network plans, you can open the door for many potential patients that otherwise may have gone elsewhere.

Payment Plans

Many potential patients do not have the option of a work-based dental benefits plan. Consider offering monthly payment plans, in-house financing, or working with a third-party to provide affordable options in these cases. When given the opportunity to have care within their budget, patients who lack insurance will have more ability to accept treatment.

New Technology

Upgraded equipment and modern technology can be a game-changer for many patients. Whether offering a quicker, more comfortable experience or ensuring a safe and effective treatment, using advanced technology on the market can help your dental practice target patients interested in quality.

Bolstered Online Presence

The internet has limitless potential to reach prospective patients in your area. Allow patients to learn more about you and your office, schedule a visit, and ask questions through your website, social media, and other online resources. In the modern economy, internet marketing is a must.

Don’t let your practice fall into the past – keep your practice relevant by following the trends that will keep you thriving. For more professional guidance, contact our office for a consultation.

Dental Consultant & Speaker

Dental Consultant Near Me | Mitigating Missed Calls

One of the primary concerns of any dental practice is attracting new patients. An effective marketing campaign can help drive traffic to your website and get your phones ringing. However, what happens when the phone rings can have an even greater impact on the success of your business.

Even the best-trained team may miss an incoming call. Unfortunately, many people do not leave messages when they reach an answering machine or voicemail. If you don’t have a plan in place to track and return missed calls, you could be losing thousands in lost revenue every year. Here are 3 easily implemented steps to help you be certain you are making the most of every call.

Step 1: Track Your Calls

When calls are missed, it is important to be aware it is happening. Whether you use the caller ID or a dedicated call-tracking service, your team should be checking for and returning missed calls at least daily. If you close the office for lunch or only have the capacity to answer one call at a time, it is better to check for missed calls multiple times each day.

Step 2: Return Missed Calls

For best results, have your team return missed calls as promptly as possible. Train them to handle these conversations with confidence and compassion. Whether the missed call is from a current patient or a prospective one, a quick response and a caring tone can make the difference between an appointment with you and a decision to look elsewhere.

Step 3: Check for Patterns

Tracking and returning missed calls are an effective way to prevent lost revenue. However, no matter how skilled your team is in handling these return calls, some potential patients may have already scheduled elsewhere before their call was returned. By reviewing for patterns in when calls are missed, you may find that making minor changes, such as staggering lunch breaks, could help prevent missing future calls in at least some cases.

Missed calls can affect revenue and growth potential for growth, especially if your practice doesn’t have a system in place for tracking and returning them. Be proactive. Review your current plan, check for patterns, and ensure your team is fully trained to handle return calls.

For more ways to keep your practice on the path to success, contact our office.

Dental Consultant & Speaker

Dental Practice Consultant | Dealing with Patient No-Shows

No-shows and same-day cancellations can take a toll on your practice’s monthly revenue. Patients with busy or complicated schedules may find it difficult to commit to an appointment months in advance. Here are six ideas to help you keep your calendar full and your patients on track.

1. Implement a wait list. By providing an optional waiting list, you can turn one patient’s same-day cancellation into another’s earlier appointment opportunity. When your patient schedules their next visit, ask whether they want to be notified if you get an earlier opening. This can give both your office and your patients added flexibility, as well as showing your patients that you care about their convenience.

2. Add a cancellation fee. While most practices find these fees rarely need to be enforced, the option to apply a fee can impress on patients that your time is valuable and can act as a deterrent for missed appointments. Offer to waive one same-day cancellation or no-show — be it an emergency, mistake, or otherwise — but retain the option to apply the fee for repeat offenders.

3. Consider offering extended hours. Many patients have difficulty keeping an appointment during their workday. Time off from work, even for health care, can be limited. If your office has the capability, try adjusting open hours by an hour or two before or after standard business hours for flex appointments. Even offering this once or twice a week can help mitigate patients’ scheduling challenges.

4. Call, text, and/or email day-before notifications. In some cases, appointments are scheduled weeks or months in advance. During that time, work schedules can change, activities may be planned, and the appointment can be forgotten. By contacting your patients the day before their scheduled visit, you provide both a reminder and an opportunity to reschedule, if needed. Even knowing a day ahead can help you fill a time slot that could otherwise sit unused. Ask your patients how they like to be contacted for best results.

5. Provide context during scheduling. If your patient doesn’t fully understand and accept the necessity of their treatment, they may fail to prioritize it. When you schedule the appointment, restate the reason for the visit and why it is needed. Focus on the benefit of treating on schedule, so they are more likely to think of their appointment as important.

6. When no-shows or last-minute cancellations do occur, be sympathetic. As we all know, life happens. If your patient does miss their appointment with little or no advanced notice, be courteous and understanding of their situation. This helps instill positive feelings toward your team, which can help them keep future visits a priority.

No-shows and same-day cancellations can negatively affect your office, but they don’t have to be devastating. By implementing these or other ideas, you can minimize the impact on productivity while helping build loyalty and value with your patients.

For more ideas on improving your systems, contact us for your consultation.

Dental Consultant & Speaker

Dallas Dental Consultant | Avoiding Occupational Pain

Movement is the key to keeping your body healthy. Many people may not realize that working in dentistry can be taxing on your body. From working the front desk to sitting in a chair for long periods, an average day can put a lot of pressure on your body. If you’re not taking care of yourself, you could run the risk of serious chronic pain or injury later in your life. Below are some tips to help promote a healthier lifestyle for you and your dental team.

Make stretching a daily routine.

One of the easiest steps you can take to reduce the strain put on your body is to build a stretching routine throughout the day. Even a short stretching session in the morning and at night can help loosen up your body and promote blood circulation.

Get up and move.

Moving more throughout the day can also help keep you limber and stress-free especially if your particular role requires you to remain in the same position all day.

Exercise more.

Exercising can help strengthen your supporting muscles and promote overall improved health. It has also been shown to help you sleep better at night, giving your body a chance to rest and fully recover after a long day. While strength training will be most optimal for building your stabilizing muscles, any type of exercise will be beneficial.

Assess your office.

See if there are opportunities to make your office more ergonomic. Whether that means standing desks for the front office team or better seating for chairside work, there could be ways to reduce the physical stress caused by work through simply replacing the furniture.

A healthy team is a happy team. Do you worry chronic discomfort or pain is limiting the productivity of your team and making them dread coming to work? Maybe you’re starting to feel chronic discomfort after years of working with patients. In order to address this pain and discomfort, you need to first recognize the source. For more tips on how to maintain a happier, healthier, and more productive dental team, contact our firm today!

Dental Consultant & Speaker

Dental Speaker Dallas | How Team Morale Can Make or Break Your Dental Practice

Team morale can make or break your dental practice. It’s a bold statement, but there are several reasons why it is true. The morale of every member of your team impacts other team members, your patients, and over time, even your bottom line. If you want your dental practice to be a success, team morale needs to be a priority.

Unhappy staff are less productive. When a member of your team is unhappy in their job, they work more slowly, are less efficient, and are less likely to “go the extra mile” to ensure a great patient experience. When an unhappy staff member isn’t giving a great patient experience, that patient is less likely to be a repeat patient and unlikely to refer anyone else to your practice. Over time, this could potentially cost you dozens of patients and thousands of dollars.

Unhappy staff make other staff unhappy. When one person is feeling unmotivated, unappreciated, or disgruntled, their attitude affects those around them. Other staff are forced to work harder to compensate for the lack of productivity. One person complaining about being unhappy can hurt the morale of every other person in your office. What starts as a seemingly small problem can quickly gain momentum if it isn’t addressed quickly and correctly.

Unhappy staff are more likely to quit. On the surface, this may seem like a good thing: take the poor attitude and low morale out of the equation. However, the cost of finding, hiring, and training a replacement can be high. Even more, the most common reason why an employee quits a job is that they feel unappreciated and/or unsupported by management. Chances are good that if one of your staff feels that way, others aren’t far behind.

Overcome team morale issues with good leadership. As the dentist and CEO of the practice, you are the primary person your team is looking to for leadership. Hold yourself accountable to your team for following through on your promises. Deal with conflicts as soon as they arise. Have an open door policy that makes your staff feel comfortable coming to you with problems so you can address them before they become unmanageable.

Hold regular effective team meetings to ensure every team member understands their place in your vision for the practice. Recognize individual and team successes. Show appreciation. Ensure that you are supportive of any staff empowered to make decisions. If you need to coach them on a change in policy, do so privately to avoid undermining their authority.

You are the leader of your team. The trust, support, recognition, appreciation, and respect you give to your team is the foundation of your team’s morale. When you create a great working environment, your team morale is high. High team morale creates a better patient experience and greater productivity, which benefits everyone. To ensure your practice thrives, make your team’s morale a priority.